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Attendance & Leave
Manual
Instructions
Introduction
Attendance (Part 20)
Absence with Pay
(Part 21)
Leaves Without Pay
(Part 22)
Drawing of Earned Credits Upon Separation
(Part 23)
Crediting
Other Public Service Employment as State Service (Part 24)
Suspension of
Rules
(Part 25)
Applicability (Part 26)
Appendices
A.
Civil Service Attendance Rules
B.
Calendar of Legal Holidays & Religious Holy Days
C.
Alternative Work Schedules
D.
Part-Time Employment
E.
Seasonal Employment
F.
Attendance Rules for Managerial/Confidential Employees
G.
Reciprocal Agreements
H.
Leave Donation
I.
Family & Medical Leave Act
Disclaimer
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Absence With Pay (Part 21)
Section 21.12 - Leaves Required by Law or Negotiated Agreement
R-1 Purpose
The purpose of this Section is to confirm the obligation of the appointing
authority to grant to employees who are subject to the Attendance
Rules any leave of absence with or without pay otherwise required
by law and not specifically covered by the Attendance Rules.
See related contract provisions C-1,
C-2, C-3.
Eligibility
Eligibility for the various leaves required by law may be determined
by reference to the appropriate statutory authorization. Such eligibility
is not restricted to employees subject to the Attendance Rules.
Military Leave
Sections 242 and 243 of the Military Law provide for military leaves
of absence for State employees. (A member of the Reserve Officers
Training Corps [one who has not received his/her commission] is not eligible for leave with and/or without pay under Sections 242 or 243.)
Military Leave Without Pay
Any State employee entering active military duty is entitled, as
a matter of right under the Military Law, to a leave of absence without
pay from his/her position while engaged in, and while going to and
from, military duty but not exceeding a cumulative total of four years
for voluntary service. This is not a matter within the discretion
of the appointing authority. The right applies to reservists, volunteers
and draftees.
- Temporary, provisional and seasonal employees are entitled to
this leave of absence, but not beyond the time that their service
would normally have been terminated for reasons other than their
military duty. Their positions do not have to be held open for their
return.
- An exempt class employee is entitled to a leave only until his/her
position is filled by permanent appointment. He/She may, however,
at the discretion of the appointing authority, be continued on leave
and his/her position filled on a temporary basis pending his/her
return.
R-2
Military Leave With Pay (Section 242 of the
Military Law)
- Only employees who are members of the National Guard or any reserve
force who are called to active duty (including attendance at service
schools and the initial period of three to six months of active
duty required by the Reserve Forces Act) by a competent authority
(with or without the consent of the employee) are entitled to military
leave with full pay.
- Military leave with full pay up to 30 calendar days (not work
days) may be granted to such employees in any calendar year or in
any one continuous period of absence. Not more than 30 calendar
days may be granted for a single tour of duty.
- A reservist may be called to active duty for a five-day period
(Monday - Friday), released from such duty for the weekend, and
immediately recalled for a second five-day period (Monday - Friday).
Such reservist is on military leave with pay for only
ten calendar days. If normally required to work on weekends, he/she
is expected to report for work during the intervening weekend unless
his/her work schedule is changed.
- A reservist holding a part-time, per diem or hourly position
who is eligible for military leave with pay should receive the pay
during the first 30 days of such leave that he/she
otherwise would have received had he/she been present and worked
his/her normal work hours during that 30-day period.
- An employee is eligible for military leave with pay to attend
weekly drills if these drills are held during the employee's regular
working hours. Such leave is subject to the 30 calendar day limitation.
The 30-day military leave with pay allowance must be used in full
day units. Therefore, if an employee is absent on military leave
with pay for only a few hours to attend a weekly drill,
he/she loses a full day of his/her 30-day entitlement. Whenever
practicable the appointing authority should consider revising the
employee's shift or pass day schedule to avoid drills during work
hours.
[See related contract provisions 20.1, C-6]
So called "administrative nights" (reserve member expected
and encouraged to attend) are not deemed "ordered military
duty" under Section 242 of the Military Law and an employee
who absents himself/herself for this purpose is not entitled to
military leave with pay. The appointing authority can distinguish
a regular drill night absence from an...
P-3
... "administrative night" absence by requiring the employee
to submit a copy of his/her drill schedule.
- After exhausting the leave with full pay such employees are entitled
to leave without pay as described in "Military Leave Without
Pay" above and may use vacation or personal leave credits during
such period of leave subject to the prior approval of the appointing
authority.
Conflict Between Work and Military Duty Required
- An employee is entitled to military leave with or without pay
if there is a conflict between his/her scheduled work period and
the period of military duty, including necessary travel time. If
there is such a conflict at any time during the calendar day he/she
completes his/her military duty, the employee is not required to
report to work upon completion of his/her military duty until the
beginning of his/her next regularly scheduled work period the next
calendar day. If there is no such conflict on the day he/she completes
his/her military duty (including necessary travel time), he/she
may be required to report for duty at the beginning of his/her next
regularly scheduled work period that same day. If the military duty
(including necessary travel time) begins during the employee's work
period, he/she is entitled to military leave at such time as would
allow him/her to report for military duty. He/She is not entitled
to leave for his/her entire work shift except as he/she needs leave
for his/her full shift to travel to the place of military duty.
Example: Employee works 11:00 p.m. to 7:00 a.m. Friday through
Tuesday and is scheduled for weekend military drill from Friday
at 6:00 p.m. to Sunday at 2:00 p.m. He/She needs two hours to get
from place of employment to place of drill. -- Employee is entitled
to military leave from 11:00 p.m. Friday to 7:00 a.m. on Sunday
and is required to report for duty at 11:00 p.m. on Monday. (Since
reporting for duty on Monday will cost the employee another day
of his/her 30-day military leave with pay allowance, he/she may
prefer to report for work at 11:00 p.m. Sunday.)
Example: Employee works 4:00 p.m. to 12:00 a.m. Friday through
Tuesday and is scheduled for weekend military drill from Friday
at 9:00 p.m. to Sunday at 2:00 p.m. He/She needs one hour to get
from place of employment to place of drill. -- Employee...
P-4
...is entitled to military leave from 8:00 p.m. Friday to 12:00
a.m. Sunday but is required to report for work at 4:00 p.m. on Sunday
since there is no conflict between military duty (including travel
time) and working period on Sunday.
Example: Employee works 4:00 p.m. to 12:00 a.m. Monday through
Friday and is scheduled for military drill from 7:00 p.m. to 10:00
p.m. Wednesday evening. Employee needs 1 hour to get from place
of employment to place of drill. -- Employee is entitled to military
leave from 6:00 p.m. to the end of his/her work shift at 12:00 a.m.
and is required to report for work at 4:00 p.m. Thursday.
Example: Employee works 8:30 a.m. to 5:00 p.m. Monday through
Friday and is scheduled for military drill from 6:00 p.m. Friday
to 6:00 p.m. Sunday. Employee needs 2 hours to get from place of
employment to place of drill. -- Employee is entitled to military
leave from 4:00 p.m. to 5:00 p.m. on Friday and is required to report
for work at 8:30 a.m. on Monday.
Example: Employee works 12:00 a.m. to 8:00 a.m. Friday through
Tuesday and is scheduled for military drill from Friday at 4:00
p.m. to Sunday at 4:00 p.m. Employee needs 3 hours to get from place
of employment to place of drill. -- Employee is entitled to military
leave from 12:00 a.m. Saturday to Sunday at 8:00 a.m. and is required
to report for work at 12:00 a.m. on Monday.
Example: Employee works 8:30 a.m. to 5:00 p.m. Monday through
Friday and is scheduled for military drill from 8:00 p.m. Friday
to 6:00 p.m. Sunday. Employee needs 2 hours to get from place of
employment to place of drill. Since there is no conflict between
the employee's scheduled work period and the period of military
drill, including necessary travel time, there is no need for nor
entitlement to military leave with or without pay.
Example: Employee works 8:30 a.m. to 5:00 p.m. Monday through
Friday and is scheduled for an extended period of military reserve
duty from 1:00 p.m. Saturday to 11:00 a.m. on the third succeeding
Sunday (approximately two weeks), including necessary travel time.
Beginning with Monday at 8:30 a.m. when the conflict with his/her
scheduled work period begins, the employee remains on military leave
until completion of his/her military duty at 11:00 a.m. on the third
succeeding Sunday--a...
P-5
...total of 14 calendar days--and reports for work at 8:30 a.m.
the following day, Monday.
- In some cases, an employee may be able to work his/her normal
shift, have time to travel to and from his/her place of military
drill without having a conflict between his/her scheduled work period
and the period of drill (e.g., work period from 11:00 p.m. to 7:00
a.m. and military drill, including travel time, from 8:00 a.m. to
10:00 p.m.), not be entitled to any military leave and be required
to report for work at the beginning of his/her next regularly scheduled
work period. However, where denial of any military leave in such
cases would constitute a severe hardship for the employee or would
not be acceptable to the employer because of the effect on the employee's
ability to perform his/her normal and regular duties, a period of
military leave may be approved with the understanding that, where
military leave with pay is involved, an appropriate charge (in full
day units) will be made against the employee's annual allowance
of 30 calendar days.
Leave Credits
- Credits earned and unused at the time of entry into military
service are restored upon return to State service provided payment
has not been made for such credits.
- An employee on military leave with full pay, who is covered by
the Attendance Rules, earns and accrues credits in accordance with
the Attendance Rules.
An employee on military leave without pay does not earn credits.
- For information on vacation "bonus" days and military
leave, see "Military Leave of Absence" under Section
21.2,
"Vacation," of this Manual.
- For the effect of military leave on the anniversary date for
personal leave, see "Crediting of Personal Leave" under
Section 21.6, "Personal
Leave," of this Manual.
- See Section 23.2,
"Payments For Accruals Upon Entry Into Armed Forces,"
of this Manual.
P-6
Leave for Veterans on Memorial Day, Independence Day and Veterans'
Day
- Section 63 of the Public Officers Law provides that certain veterans
(as defined by that Section) shall be granted leave with pay without
charge to credits on Memorial Day and Veterans' Day.
Section 249 of the Military Law provides for leave with pay without
charge to credits on July 4th (Independence Day) for employees who
have served as members of the National Guard, Naval Militia or the
Reserve Corps during peacetime and who have been honorably discharged
therefrom.
- State employees are not usually affected by the
provisions of these laws because these days are holidays provided by the Attendance
Rules, except when they fall on a Saturday. (See Section 21.1,
"Sundays and Holidays," of this Manual.) In the event
one of these days does fall on a Saturday, State employees are again
not normally affected by the provisions of these laws because most
of them do not have work schedules which include Saturdays.
[See related contract provisions 21.1 C-1,
C-11]
- When Memorial Day, Independence Day or Veterans' Day falls on
a Saturday and is not observed as a holiday under the Attendance Rules,
an eligible veteran or former reservist who
works on that day is entitled to a day off in lieu of a holiday
as though he/she had worked on a day observed as a holiday under the
Rules. If he/she is absent from work on vacation, sick leave, personal
leave or against overtime credits, his/her absence should be charged
as a holiday and not against his/her credits.
[See related contract provisions 21.1 C-1,
C-11]
- It is not necessary that eligible veterans be covered by the
Attendance Rules to be entitled to the provisions of Section 63
of the Public Officers Law or Section 249 of the Military Law.
Leave for War Veterans to Continue Study
Section 246 of the Military Law provides that certain war veterans,
as defined by that Section, shall be granted a leave of absence without
pay to continue the pursuit of studies or to take a refresher or retraining
course for the period of such a course of study, not to exceed four
years.
P-7
Time Off to Vote (Section 226[3-110]of the Election
Law)
- Pursuant to Section
226[3-110]of the Election Law, all employees who
are registered voters and who do not have sufficient time to vote
outside of working hours (see below) may take off that amount of
time which, when added to the voting time available outside working
hours, will enable them to vote. Up to two hours of such leave shall
be granted with pay without charge to any leave credits. Additional
time off for employees who are covered by the Attendance Rules should
be charged to vacation, overtime compensatory time credits or personal
leave as approved by the appointing authority.
- Four consecutive hours either between the opening of the polls
and the beginning of the employee's work shift or between the end
of his/her work shift and the closing of the polls is considered
sufficient time to vote.
- Time off to vote shall be taken at the beginning or end of the
work shift, as designated by the appointing authority, unless the
appointing authority and the employee mutually agree on another
time.
- Time off to vote applies to general elections, special elections
called by the Governor, primary elections, town and village elections,
but not to school elections.
- If an employee requires time off to vote, he/she must notify
the appointing authority not more than ten nor fewer than two working
days before the day of the election that he/she requires such time
off to vote in accordance with the provisions of Section
226[3-110]of
the Election Law.
- Not fewer than ten working days before every election, the appointing
authority must keep posted conspicuously in the place of work, where
it can be seen as employees come or go to that place of work, a
notice setting forth the provisions of Section
226[3-110]of the Election
Law.
- See "Election Day" under Section 21.1,
"Sundays and Holidays," of this Manual.
P-8
Sick Leave for Per Diem Employees
Section 18(c) of the Labor Law provides that per diem employees in
the competitive, noncompetitive or labor class, who are not subject
to the Attendance Rules, may, at the discretion of the appointing
authority, be granted sick leave with pay for not more than 30 days
in any year.
Vacation for All Employees
Section 71 of the Public Officers Law authorizes an appointing authority
to grant to any employee, who has been employed at least one year
and who is not subject to the Attendance Rules, a vacation with pay
of not fewer than two weeks in each year and such further time as
the duties and length of service and other circumstances may warrant.
Revision History |
TM-1 - 1/3/87 |
All pages |
No substantive changes |
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