Holiday/Vacation Policy

The following sample company policy statements are for holiday leave. Generally, holidays are
paid leave with no loss of credit for the employees length of service with the company. The
policy below mentions Floating Holidays, which are a couple of days you designate each year
just to give your employees a little more time off. If you dont want to offer Floating Holidays,
you should remove the reference. If you want your policy to differ in other ways from the policy
set out below, you should change this policy to reflect those differences. If you mae substantive
changes to this policy, however, you should have your attorney loo over the changes. ! list of
holidays typically provided by employers is also included.
Annual Holidays
[YOUR COMPANY] observes the following holidays:

Floating oliday
Personal oliday
Paid Holidays
All f!ll"ti#e e#$loyees will re%eive holiday $ay of eight straight ti#e ho!rs at their reg!lar rate&
$rovided the following %onditions are satisified:
'( )or* a f!ll shift on the e#$loyee+s last s%hed!led wor* shift $rior to the $aid holiday(
,( )or* a f!ll shift on the e#$loyee+s first s%hed!led wor* shift following the holiday(
-( .ho!ld the e#$loyee be !nable to wor* either of these two days be%a!se of illness& $roof
of illness will be re/!ired in order to /!alify for the $aid holiday(
0he shift differential for se%ond and third shift e#$loyees will not be in%l!ded in holiday $ay(
oliday $ay will not be $aid if:
'( 0he e#$loyee has been on the $ayroll for less than 12 days(
,( 0he e#$loyee is on lay"off stat!s(
-( 0he e#$loyee is a te#$orary or seasonal e#$loyee(
3( 0he e#$loyee is on leave of absen%e when the holiday o%%!rs(
4( 0he e#$loyee is re/!ested to wor* d!ring a $aid holiday and the e#$loyee ref!ses to do
so(
5#$loyees who are re/!ested to wor* d!ring a $aid holiday will re%eive holiday $ay $l!s reg!lar
$ay(
Paid Holidays During Vacations and Weekends
6f a holiday o%%!rs d!ring the e#$loyee+s va%ation& the e#$loyee+s va%ation will be e7tended by
the n!#ber of holidays falling d!ring the va%ation $eriod or an e/!al n!#ber of va%ation days
will be %arried forward for f!t!re !se(
6f any s%hed!led $aid holiday falls on a .at!rday& the holiday will !s!ally be observed on the
$re%eding Friday( 6f the holiday falls on a .!nday& the following Monday will !s!ally be observed
as the holiday(
Overtime
olidays are not %onsidered a day wor*ed for $!r$oses of %al%!lating overti#e !nless wor* is
a%t!ally $erfor#ed(
[0he Floating oliday %la!se below #ay be re#oved if it does not a$$ly to yo!r %ir%!#stan%es(]
Floating Holidays
6n addition to the na#ed holidays for whi%h eligible e#$loyes will re%eive $aid ti#e off& [YOUR
COMPANY] will s%hed!le two floating holidays ea%h year( Floating holidays will be s%hed!led
so as to $rovide eligible e#$loyees with e7tended wee*ends by %o#bining the# with na#ed
holidays(
At the beginning of ea%h %alendar year& the e#$loyee will re%eive a %o#$lete s%hed!le of $aid
holidays& in%l!ding $aid floating holidays(
[0he Personal olidays %la!se below #ay be re#oved if it does not a$$ly to yo!r %ir%!#stan%es(]
Personal Holidays
6n addition to s%hed!led $aid holidays& eligible e#$loyees are given two floating holidays
ann!ally to be !sed as $ersonal ti#e off( 8efore s%hed!ling a $ersonal holiday& the e#$loyee
#!st obtain a$$roval( Re/!ests for $ersonal holidays #!st be #ade in writing not less than '2
days in advan%e of the re/!ested date(
Religious Holidays
[YOUR COMPANY] re%ogni9es that there #ay be religio!s holidays :other than those already
designated at holidays; that e#$loyees wo!ld li*e to observe( 6t #ay be $ossible to arrange these
holidays as s%hed!led days off& a!thori9ed absen%es witho!t $ay or $ersonal ti#e off( Re/!ests
for ti#e off to observe religio!s holidays #!st be a$$roved(
Vacation Time
At the end of the e#$loyee+s first year as a f!ll"ti#e e#$loyee of [YOUR COMPANY]& an
e#$loyee is entitled to [n!#ber] days of $aid va%ation( 0he e#$loyee+s va%ation days in%rease to
[n!#ber] days after five years of %ontin!o!s e#$loy#ent with [YOUR COMPANY]& [n!#ber]
days after '4 years of %ontin!o!s e#$loy#ent with [YOUR COMPANY]& and [n!#ber] days
after -2 years of %ontin!o!s e#$loy#ent with [YOUR COMPANY](
<a%ation ti#e #ay be ta*en in in%re#ents of one f!ll day b!t in all %ases #!st be $res%hed!led
and $rea$$roved( One day of va%ation for every five days that an e#$loyee is entitled to #ay be
%arried over to the following year& b!t #!st be !sed before [date](
[YOUR COMPANY] does not $rovide $aid va%ation ti#e for $art"ti#e e#$loyees(
Vacation Pay
<a%ation $ay is the e#$loyee+s reg!lar rate of $ay& e7%l!ding overti#e or holiday $re#i!#s( 6f
the e#$loyee+s reg!lar rate of $ay varies fro# wee* to wee*& the e#$loyee+s va%ation $ay will
e/!al the e#$loyee+s average wee*ly ho!rs or s%hed!led ho!rs in the $revio!s %alendar /!arter
not to e7%eed 32 ho!rs(
Pay will not be granted in lie! of va%ation ti#e not ta*en(
Scheduling Vacations
[YOUR COMPANY] will atte#$t to grant all e#$loyees va%ation at the ti#e they desire to ta*e
it( owever& [YOUR COMPANY] #!st #aintain ade/!ate staffing at all ti#es( 0herefore&
va%ations #!st be s%hed!led in advan%e and with $rior written a$$roval(
)here %onfli%ts develo$& they will be resolved as fairly as $ossible( Preferen%e will be given to
the #ore senior e#$loyee& the e#$loyee who %an de#onstrate the greater need for va%ation at the
%onfli%ting ti#e or the e#$loyee who #a*es the earliest re/!est(
[0he Plantwide .h!tdown %la!se below #ay be re#oved if it does not a$$ly to yo!r
%ir%!#stan%es(]
Plantwide Shutdown
6t is [YOUR COMPANY] $ra%ti%e to have an ann!al sh!tdown of [$eriod of ti#e] d!ring the
#onth of [#onth]( All e#$loyees& with the e7%e$tion of essential $ersonnel& will ta*e their
nor#al va%ations at this ti#e( For those e#$loyees who are entitled to #ore than '2 days of
va%ation& the balan%e of that va%ation #!st be s%hed!led( 5#$loyees who have been e#$loyed
for less than one year re%eive $aid va%ation in the a#o!nt a%%r!ed as of the ann!al $lant
sh!tdown& $roviding they have %o#$leted si7 #onths of servi%e at [YOUR COMPANY](
Holiday or llness During Vacation
)hen a holiday o%%!rs d!ring the e#$loyee+s va%ation ti#e& the e#$loyee will still re%eive $ay
for the holiday in addition to the e#$loyee+s va%ation $ay or the e#$loyee #ay sele%t another day
off(
6f the e#$loyee is hos$itali9ed while on va%ation& the ti#e fro# the date of the e#$loyee+s
hos$itali9ation !ntil the e#$loyee+s do%tor releases the e#$loyee #ay& at the e#$loyee+s o$tion&
be %harged against the e#$loyee+s short ter# disability benefits& rather than the e#$loyee+s
va%ation ti#e( 6f this ha$$ens& the e#$loyee #!st notify [Yo!r Co#$any]( 6f the e#$loyee
be%o#es ill while on va%ation& b!t the e#$loyee is not hos$itali9ed& the e#$loyee+s absen%e is
%harged against va%ation ti#e(
Termination and Vacation Pay
)hen e#$loy#ent ends for any reason& va%ation ti#e earned b!t not ta*en by the e#$loyee will
be in%l!ded in the e#$loyee+s final $ay%he%*( At the sa#e ti#e& va%ation ti#e ta*en in advan%e
will be ded!%ted fro# the final $ay%he%*(
<a%ation A%%r!al Methods
The following is a sample vacation accrual chart. "ou can modify your vacation accruals to
reflect additional credit for any factor you feel deserve additional vacation as long as you are
nondiscriminatory. If you mae substantive changes to this policy, you should have your attorney
loo over the changes.
!asic seniority Accrual "ethod
5#$loyees who have %o#$leted one year of servi%e and who wor* a 4"day& 32"ho!r wee*& are
entitled to va%ation as follows:
.ervi%e <a%ation entitle#ent in wee*=ho!rs
After ' year ' wee*=32 ho!rs
After , years ' wee* $l!s ' day=3> ho!rs
After - years ' wee* $l!s , days=4? ho!rs
After 3 years ' wee* $l!s - days=?3 ho!rs
After 4 years , wee*s=>2 ho!rs
After ? years , wee*s=>2 ho!rs
After @ years , wee*s=>2 ho!rs
After > years , wee*s $l!s ' day=>> ho!rs
After 1 years , wee*s $l!s , days=1? ho!rs
After '2 years - wee*s=',2 ho!rs
After '' years - wee*s=',2 ho!rs
After ', years - wee*s=',2 ho!rs
After '- years - wee*s=',2 ho!rs
After '3 years - wee*s=',2 ho!rs
After '4 years - wee*s=',2 ho!rs
After '? years - wee*s $l!s ' day=',> ho!rs
After '@ years - wee*s $l!s ' day=',> ho!rs
After '> years - wee*s $l!s ' day=',> ho!rs
After '1 years - wee*s $l!s , days='-? ho!rs
After ,2 years 3 wee*s='?2 ho!rs
After ,' years 3 wee*s='?2 ho!rs
After ,, years 3 wee*s='?2 ho!rs
After ,- years 3 wee*s='?2 ho!rs
After ,3 years 3 wee*s='?2 ho!rs
After ,4 years 4 wee*s=,22 ho!rs
<a%ation #!st be ta*en d!ring the %alendar year at ti#es %onvenient to yo! and yo!r s!$ervisor(
Seniority Accrual "ethod #$%&
<a%ation a%%r!al is !s!ally based on so#e ele#ent of seniority( Most %o#$anies reward long"
ter# e#$loyees with additional va%ation days( 6ll!strated below is another basi% $oli%y that
a%%r!es va%ation based on years of servi%e and is #ore genero!s than the first sa#$le(
.ervi%e <a%ation
? #onths ' wee*
' year , wee*s
, years , wee*s& ' day
- years , wee*s& , days
3 years , wee*s& - days
4 years , wee*s& 3 days
?"'2 years - wee*s
'' years - wee*s& ' day
', years - wee*s& , days
'- years - wee*s& - days
'3 years - wee*s& 3 days
'4",3 years 3 wee*s
,4 or #ore years 4 wee*s
Vacation Accrual 'or (ew )m*loyees
<a%ation a%%r!al based on years of servi%e do not address new e#$loyees who are hired after the
beginning of the year( One way $rovide va%ation to new e#$loyees d!ring the year of hire is
assign a s%hed!le of va%ation days based on #onth of hire(
0he s%hed!le %o!ld be set !$ as follows:
Month of 5#$loy#ent <a%ation Aays
Ban!ary '2 days
Febr!ary 1 days
Mar%h @ days
A$ril 4 days
May 3 days
B!ne - days
B!ly , days
A!g!st ' day
.e$te#ber"Ae%e#ber 2 days
Sim*le "onthly Accrual
Another #ethod of va%ation a%%r!al is based !$on %rediting e#$loyees with one day of va%ation
for ea%h #onth of a%tive e#$loy#ent( As e#$loyee gain seniority they earn #ore days of
va%ation $er #onth and are eligible to a%%r!e a greater n!#ber of va%ation days ea%h year(
0his ty$e of a%%r!al s%hed!le #ight loo* li*e this:
'"4 years of servi%e: an e#$loyee earns ' day $er #onth !$ to a #a7i#!# of '2
day $er year(
?"'4 years of servi%e: an e#$loyee earns '(4 days $er #onth !$ to a #a7i#!#
of '4 days $er year(
'?",4 years of servi%e: an e#$loyee earn , days $er #onth !$ to a #a7i#!# of
,2 days $er year(
,? or #ore years of servi%e: an e#$loyee earns ,(4 days $er #onth !$ to a
#a7i#!# of ,4 days $er year(
Part+Time Accrual
Part"ti#e e#$loyees #ay be eligible for va%ation a%%r!al on a $ro"rata basis based !$on their
reg!lar wor*wee*(
0h!s& !nder the a%%r!al s%hed!le above& a reg!lar $art"ti#e e#$loyee :in the first thro!gh fifth
year of servi%e; who reg!larly wor*s ,2 ho!rs $er wee* %o!ld earn one va%ation day $er #onth
!$ to a #a7i#!# of '2 days( One day of va%ation wo!ld e/!al fo!r ho!rs :,2 ho!rs $er wee*
divided by five days in the wee*; and the #a7i#!# va%ation ti#e that %o!ld be earned wo!ld be
32 ho!rs :'2 days #!lti$lied by fo!r ho!rs;(
F!neral Ceave Poli%y
The following sample company policy statements are for funeral leave. Generally, funeral leave
is granted with pay and without loss of credit for the employees length of service with the
company. If you want your policy to differ from the policy set out below, you should change this
policy to reflect those differences. If you mae substantive changes to this policy, however, you
should have your attorney loo over the changes.
Salaried )m*loyees
0he $!r$ose of f!neral leave is to $rovide yo! with ti#e to attend the f!neral of a #e#ber of
yo!r fa#ily and to handle $ersonal affairs witho!t disr!$ting yo!r in%o#e( Only $er#anent f!ll"
ti#e e#$loyees are eligible for f!neral leave benefits& and the benefits be%o#e effe%tive after yo!
%o#$lete yo!r training and adD!st#ent $eriod(
0i#e allowed: Yo! #ay be granted !$ to a three"day leave :three %onse%!tive wor*ing days; with
$ay in the event of the death of an i##ediate fa#ily #e#ber(
Aefinition of i##ediate fa#ily #e#ber: 0he ter# i##ediate fa#ily #e#ber is defined as:
8rother
Child
Father
Father"in"law
!sband
Mother
Mother"in"law
.ister
.te$brother
.te$%hild
.te$father
.te$#other
.te$sister
)ife
F!neral $ay: Yo!r f!neral leave $ay will be fig!red at yo!r reg!lar rate of $ay(
Ceave witho!t $ay: 6f yo! are not eligible for f!neral leave with $ay& yo! #ay be given ti#e off
witho!t $ay in %ase of a death in the fa#ily( 0i#e off witho!t $ay #ay be arranged to attend the
f!neral of a %lose friend( 5a%h day off will be %o!nted as an absen%e witho!t $ay(
Forfeit!re: Yo! forfeit yo!r rights to f!neral leave benefits if yo! ter#inate e#$loy#ent before
ret!rning to yo!r assigned $osition to wor* at least one wor*day after yo! have !sed f!neral
leave benefits(
)hen yo! are granted f!neral leave benefits& it is #andatory that yo! attend the f!neral of the
relative for who# s!%h f!neral leave was re/!ested( )e reserve the right to as* yo! to s!$$ly the
na#e and relationshi$ of the de%eased and the na#e of the f!neral ho#e that handled the
arrange#ents(
Sam*le #hourly em*loyees&
All ho!rly e#$loyees& s!bDe%t to the %onditions below& will re%eive f!neral leave in the event of a
death in their i##ediate fa#ily( 0he e#$loyee will be %o#$ensated for his s%hed!led wor*
ho!rs fro# whi%h he is absent d!e to the f!neral leave& not e7%eeding eight ho!rs ea%h day& at his
reg!lar basi% straight ti#e ho!rly rate(
0he following $oints will be %onsidered in deter#ining whether an e#$loyee will re%eive $ay for
f!neral leave:
5#$loyee has to have been %ontin!o!sly e#$loyed for 12 days $rior to the death of
so#eone in his i##ediate fa#ily(
6##ediate fa#ily is defined as s$o!se& %hild& $arent& brother& or sister of the e#$loyee(
F!neral leave will be granted fro# wor* for three %onse%!tive days& in%l!ding the day of
the f!neral& b!t li#ited to one day following day of f!neral(
0he f!neral allowan%e will be $aid only for s%hed!led wor* ti#e lost and will not be
%o!nted in %o#$!ting overti#e(
No f!neral allowan%e will be $aid !nless the e#$loyee gives reasonable $rior noti%e of
his intended absen%e fro# s%hed!led wor* and the ti#e and date he intends to ret!rn to
wor*(
No f!neral allowan%e will be $aid if the e#$loyee does not attend the f!neral(
Pro#$tly !$on ret!rn to wor*& the e#$loyee #!st a$$ly for the f!neral allowan%e( Proof
of relationshi$ to the de%eased #ay be re/!ired(
.a#$le .i%* Ceave Poli%y
The following sample company policy statements are for sic leave plans. Generally, sic leave
is granted with pay and without a loss of credit for the employees length of service with the
company. If you want your policy to differ from the policies set out below, you should change
these policies to reflect those differences. If you mae substantive changes to these policies,
however, you should have your attorney loo over the changes.
Pay 'or llness
5#$loyees will be%o#e eligible to $arti%i$ate in the $aid ti#e for illness $rogra# as follows:
if e#$loyed $rior to B!ly '& e#$loyees will be allowed !$ to '2 days in the following
year
if e#$loyed between B!ly ' and Ae%e#ber -'& e#$loyees will be allowed !$ to five days
in the following year& and !$ to five days in the s!%%eeding years(
6n addition to illness& si%* leave #ay also be granted for #edi%al& dental& or o$ti%al e7a#inations
or when a #e#ber of yo!r ho!sehold re/!ires yo!r $ersonal %are and attention d!e to illness(
Pay and benefits d!ring si%* leave( 6llness $ay will be based on a reg!lar eight"ho!r day at
straight ti#e and at the e#$loyeeEs base rate( 6llness absen%e of less than three ho!rs in a day
will not be %onsidered for $ay#ent( .at!rdays& .!ndays& daily overti#e ho!rs& $aid holidays& and
$aid va%ation ti#e are e7%l!ded as ti#e for whi%h $ay#ent will be #ade !nder this $rogra#(
)ee*ly ins!ran%e benefits will %ontin!e to be $aid %o##en%ing with the first day of %ertified
disability d!e to a%%idents and the fo!rth day d!e to illness( 0h!s& in a%%ident and illness %ases&
the ins!ran%e benefit will be $aid rather than the $aid illness allowan%e& and any !n!sed illness
allowan%e will be available for !se later in the year as needed(
Certifi%ation of illness( Certifi%ation of illness by a $hysi%ian will not nor#ally be re/!ired to
/!alify for $ay#ent !nder this $rogra#(
5ffe%t on $erfor#an%e( )hile the %o#$any $ays yo! for a!thori9ed si%* days& we e7$e%t yo! to
be honest with !s in ta*ing days off only when yo! are a%t!ally ill( Any ab!se of this benefit will
be ta*en into a%%o!nt in eval!ations of yo!r $erfor#an%e( 0he %o#$any reserves the right to
re/!ire a state#ent fro# yo!r do%tor(
At ter#ination( )hen ter#ination of e#$loy#ent o%%!rs& no $ay#ent for si%* leave will be
#ade(
Accrual o' Sick ,eave
.tarting with the first day of e#$loy#ent& si%* leave will a%%!#!late at the rate of one :'; day $er
#onth( .i%* leave #ay a%%!#!late to a #a7i#!# of si7ty :?2; days(
An e#$loyee #ay re%eive %o#$ensation for his=her si%* leave that has a%%!#!lated in e7%ess of
?2 days at the rate of one dayEs $ay for ea%h two days of si%* leave a%%!#!lated in e7%ess of ?2
days( Pay#ent for !n!sed si%* leave will be #ade d!ring the #onth of Ae%e#ber ea%h year& or at
other ti#es as designated by [$erson who a$$roves si%* leave](
One day of si%* leave for those e#$loyees who nor#ally wor* a 32"ho!r wee* shall be eight
ho!rs( A day of si%* leave for e#$loyees wor*ing fifty"si7 :4?; or #ore ho!rs $er wee* shall be
twelve :',; ho!rs(
Per#anent $art"ti#e e#$loyees are entitled to si%* leave as earned on a $ro rata basis( No si%*
leave shall a%%!#!late to seasonal or te#$orary e#$loyees( All si%* leave $ay#ents are to be
a$$roved by [$erson who a$$roves si%* leave]( 0h!s& any e#$loyee who is ill is res$onsible for
re$orting his or her absen%e to the a$$ro$riate $erson within one ho!r after his or her designated
ti#e for re$orting to wor*(
Personal Ceave Poli%y
The following sample company policy statement is for personal leave. Generally, personal leave
is granted without pay, but without loss of credit for the employees length of service with the
company. #ot all companies allow employees to retain their service credit, however. If you want
your policy to differ from the one below, you should modify it to fit your circumstances. If you
mae substantive changes to this policy, however, you should have your attorney loo over the
changes.
A $ersonal leave of absen%e witho!t $ay #ay be granted an e#$loyee at the dis%retion of the
%o#$any( A $ersonal leave of absen%e is defined as an absen%e of two wee*s or longer( 6t is not
o!r general $oli%y to grant $ersonal leaves of absen%e and s!%h leaves will be granted only !nder
!n!s!al %ir%!#stan%es( A $ersonal leave of absen%e is not available instead of #edi%al leave(
Franting of s!%h a leave de$ends on the review of the #erits of ea%h %ase& in%l!ding the effe%t the
e#$loyeeEs absen%e will have on the wor*load of the other e#$loyees( Probationary e#$loyees
are not generally eligible for leaves of absen%e( An e#$loyee #!st have one year of %ontin!o!s
e#$loy#ent before s!%h a leave will be %onsidered(
A$$li%ations for leaves of absen%e #ay be granted or reDe%ted as di%tated by the D!dg#ent of
[na#e of $erson who a$$roves re/!ests](
.alary and benefits are not $ayable to an e#$loyee while the e#$loyee is on a $ersonal leave of
absen%e& with the e7%e$tion of %o#$any"$aid ter# life ins!ran%e that is %ontin!ed for eligible
e#$loyees for one year of a leave of absen%e( ealth ins!ran%e #ay be %ontin!ed if the
e#$loyee $ays the f!ll $re#i!# at the gro!$ rate( Altho!gh e#$loyees do not a%%r!e benefits
while on leave& those benefits a%%r!ed !$ to the ti#e the e#$loyee started the leave will be
retained(
0he e#$loyeeEs e7a%t $osition& to!r of d!ty& or wor* area #ay not be g!aranteed !$on ret!rn
fro# a $ersonal leave of absen%eG however& all efforts will be #ade to $la%e the e#$loyee in the
first available si#ilar Dob with si#ilar $ay( 0he e#$loyeeEs date of initial e#$loy#ent will be
adD!sted to refle%t the ti#e s$ent on $ersonal leave(
6t is the e#$loyeeEs res$onsibility to ret!rn to wor* on the date the leave of absen%e e7$ires(
.ho!ld the e#$loyee fail to ret!rn and fail to notify [na#e of $erson who sho!ld re%eive
re/!ests] of a re/!est for an e7tension& we will ass!#e that the e#$loyee does not intend to reDoin
the %o#$any and will %onsider the e#$loyee to have resigned fro# e#$loy#ent( A re/!est for
e7tension of a leave of absen%e #!st be in writing and #!st be re%eived at least five wor*ing
days $rior to the e7$iration of a leave(
B!ry A!ty Poli%y
$ury duty leave is usually granted without any loss of credit for the employees length of service
with the company. %eave is fre&uently paid by the employer, with the understanding that the jury
duty stipend paid by the court system is turned over by the employee to the employer. If you want
to allow your employees to eep the stipend, you should modify this sample accordingly. If you
mae substantive changes to this policy, however, you should have your attorney loo over the
changes.
Paid A-sence
0i#e off ta*en for D!ry d!ty is treated as a $aid absen%e for !$ to [ti#e li#it] d!ring any one year(
5#$loyees are $aid for the ti#e they are absent for D!ry d!ty& less the a#o!nt they re%eive for
$erfor#ing D!ry d!ty servi%e(
[0he above %la!se for $ay d!ring D!ry d!ty sho!ld be edited to refle%t the D!ry d!ty laws in yo!r
state(]
Advance (otice
5#$loyees #!st give advan%e noti%e of the need for ti#e off for D!ry d!ty( A %o$y of the
s!##ons sho!ld a%%o#$any the re/!est(
[0he above %la!se for notifi%ation of need for D!ry leave sho!ld be edited to refle%t the D!ry d!ty
laws in yo!r state(]
Return to Work
6f e#$loyees are dis#issed fro# D!ry d!ty before the end of the wor*day& they #!st re$ort to
wor* for instr!%tions on whether to ret!rn for wor* for the rest of the wor*day(
Military Ceave Poli%y
The following sample company policy statements are for military leave. Generally, military leave
is granted without pay, or with an offset of pay, and without loss of credit for the employees
length of service with the company. If you want your policy to differ from the policies set out
below, you should change these policies to reflect those differences. If you mae substantive
changes to these policies, however, you should have your attorney loo over the changes.
6t is the $oli%y of [YOUR COMPANY] to $er#it e#$loyees to ta*e #ilitary leaves of absen%e(
"ilitary Activities
[YOUR COMPANY] will grant the e#$loyee+s re/!est for #ilitary leave of absen%e for [n!#ber]
days $er year to be !sed for #ilitary training& reserve d!ty& drills& #ane!vers& et%( 6n addition& if
the e#$loyee sho!ld be %alled to a%tive d!ty& the e#$loyee #ay ta*e a%tive d!ty leave for !$ to
[ti#e li#itHe(g(& n!#ber of days or wee*s]( Military leave is only granted to [YOUR
COMPANY]+s $er#anent e#$loyees(
)m*loyment Rights
0he e#$loyee+s e#$loy#ent rights will be $reserved while the e#$loyee are on #ilitary leave(
Pay in%reases& va%ations& and other benefits that wo!ld have a%%r!ed had the e#$loyee not been
on #ilitary leave of absen%e will be given to the e#$loyee !$on ret!rning to [YOUR
COMPANY] after the #ilitary leave is over(
Reinstatement
Unless %ir%!#stan%es at [YOUR COMPANY] %hange so drasti%ally while the e#$loyee is on
ann!al or a%tive d!ty #ilitary leave that reinstate#ent is i#$ossible or i#$ra%ti%al& when the
e#$loyee ret!rns to [YOUR COMPANY] after #ilitary leave& the e#$loyee will either be
reinstated to the $osition the e#$loyee held before ta*ing #ilitary leave or be given a si#ilar
$osition with the sa#e seniority& stat!s& and $ay& if in either %ase the following %onditions are #et:
Proof of honorable discharge from duty.
Proof of ability to resume the position.
Notice of intention to return is given.
If the employee is unable to return to the same position after annual or active duty
military leave, [YOUR O!P"NY# $ill arrange for another position at the same
seniority, status and pay.
Notice of intention to return to $or% must reach [YOUR O!P"NY# $ithin [number# days
of the employee&s discharge from military duty.
Annual Vacation ,eave
Ann!al #ilitary leave of absen%e is in addition to any ann!al va%ation leave the e#$loyee is
entitled to( [YOUR COMPANY] will not #a*e ded!%tions fro# ann!al va%ation leave for ti#e
s$ent on ann!al #ilitary leave(
(ondiscrimination
[YOUR COMPANY] #a*es it a $oli%y not to dis%ri#inate in any way against e#$loyees who are
#e#bers of the #ilitary( 0he e#$loyee+s Dob will not be in Deo$ardy if a #ilitary leave of absen%e
is re/!ested or ta*en( 6n addition& the e#$loyee will not be dis%harged by [YOUR COMPANY]
for one year after ret!rning fro# #ilitary leave witho!t D!st %a!se(
Pregnan%y=Maternity Ceave Poli%y
The following policy should be modified to reflect your circumstances. For e'ample, if your
short(term disability policy has terms and conditions that are different from the one referred to
below, you should change the policy to reflect those terms. !lso, you dont have to offer )* wees
of leave. If you want to offer a different amount of time, you should modify this policy. If you
mae substantive changes to this policy, however, you should have your attorney loo over the
changes.
0o be eligible for a $regnan%y leave of absen%e& the e#$loyee #!st be a nonte#$orary& f!ll"ti#e
fe#ale e#$loyee(
"a.imum ,ength o' ,eave
0he #a7i#!# length of $regnan%y leave allowed is [n!#ber] wee*s( 6f the e#$loyee needs a
longer leave d!e to #edi%al %o#$li%ations& the e#$loyee sho!ld notify [YOUR COMPANY] as
soon as $ossible( 0he additional leave will be treated the sa#e as any other #edi%al or disability
leave(
Written Re/uests
A written re/!est for $regnan%y leave #!st be s!b#itted within a reasonable ti#e( 0he e#$loyee
#!st s!b#it a written do%tor+s state#ent& indi%ating the anti%i$ated delivery date( 0he e#$loyee
sho!ld infor# [YOUR COMPANY] of the e7$e%ted d!ration of her $regnan%y leave so that
[YOUR COMPANY] #ay $lan aro!nd the absen%e effi%iently !ntil her ret!rn(
Trans'ers
An e#$loyee re/!esting $regnan%y leave #ay also as* for a transfer to another less stren!o!s or
less ha9ardo!s $osition if so desired( 0he re/!est #!st be in writing and #!st state the reason for
the transfer(
Paid ,eave
[YOUR COMPANY] $rovides for $aid $regnan%y leave for the $eriod of [ti#e li#itHe(g(&
n!#ber of days or wee*s]( 0he e#$loyee #ay !se any a%%!#!lated $aid si%* days and=or $aid
va%ation days to e7tend her $regnan%y leave beyond the $aid leave $eriod( 0he e#$loyee will be
$aid for those designated days(
"edical nca*acity
At her o$tion& the e#$loyee #ay %ontin!e to wor* !$ to the delivery date& de$ending !$on the
e#$loyee+s #edi%al %ir%!#stan%es and the nat!re of the e#$loyee+s Dob( 6n the event the
e#$loyee is $hysi%ally in%a$able of $erfor#ing her reg!lar Dob d!ties at any ti#e d!ring her
$regnan%y& the e#$loyee #ay re/!est that the e#$loyee be $la%ed on $regnan%y leave( An
advan%e noti%e of a #ini#!# of one :'; wee* sho!ld be given& a%%o#$anied by a state#ent fro#
the e#$loyee+s $hysi%ian attesting to the e#$loyee+s in%a$a%itation(
!ene'its
)hile an e#$loyee is away fro# wor* on an a$$roved $regnan%y leave of absen%e& she %ontin!es
to $arti%i$ate in [YOUR COMPANY]+s %o#$any e#$loyee benefit $rogra#s( [YOUR
COMPANY] will endeavor to ret!rn the e#$loyee to the sa#e or e/!al Dob she had before ta*ing
$regnan%y leave( Altho!gh [YOUR COMPANY] does not g!arantee a ret!rn to the identi%al Dob&
the e#$loyee will s!ffer no loss in seniority(
0i#e Off to <ote
The following policy contains clauses that you will need to address in your policy. +dit these
clauses below to reflect the re&uirements of your state,s laws regarding time off to vote.
6t is the $oli%y of [YOUR COMPANY] to give e#$loyees ti#e off to vote(
Advance Re/uest
8efore ta*ing ti#e off to vote& the e#$loyee #!st #a*e a written re/!est for ti#e off [n!#ber of
days of advan%e noti%e] days before voting day(
Paid A-sence
0i#e off to vote will be treated as a $aid absen%e(
Voting Hours
0he e#$loyee is allowed [n!#ber of ho!rs] ho!rs of ti#e off to vote( 0i#e off to vote is granted
if the $olls o$en fewer than [n!#ber of ho!rs] ho!rs $rior to wor* starting ti#e or %lose fewer
than [n!#ber of ho!rs] ho!rs after /!itting ti#e( 0i#e off to vote #ay be ta*en before %o#ing in
to wor* or at the end of the wor*day(
0overed )lections
0his ti#e off to vote $oli%y a$$lies to [ty$es of ele%tionsHe(g(& federal& state& lo%al] ele%tions(