2 Call Requirement 1986
Absenteeism
Absenteeism Kessler Casillas 2003
Arguments on Discussions for Attendance
Attendance and the Postal Service - Omar
Attendance - case by case - step 4
Attendance - Enterprise Wire Case
Attendance Book - Persails
Duration of Absence
IRV RMS Script
Leave Management for Labor Relations Professionals
MI Attendance
Pre Arb RMD Settlement (Call in)
Standup Talk on Attendance
Timeliness on Absence Grievance 1984
When you call in for Sick Leave
June 16, 2008
ATTENDANCE POLICY/LEAVE MANAGEMENT
Hawkeye District
The Postal Service leave program is a valuable fringe benefit which, if properly used, protects employees from loss of earnings while incapacitated by illness or injury and provides times for rest and recuperation. One of the basic principles which form the foundation of our leave program is that employees be regular in attendance. As you are aware, employees absences result in a loss of productivity with the most disruptive being unscheduled absences. In support of proper administration of the leave program and the reduction of unscheduled absences, the general obligations of all employees regarding attendance are provided in ELM 510 (Leave).
Douglas H. Morrow
District Manager
Attachment
Just Cause Check List of Unsatisfactory Attendance
Disciplinary action must be for just cause. Whether an employee has been removed or disciplined for just cause commonly involves an analysis of whether the following basic components of that term have been satisfied for attendance purposes:
1. Was the charged offense proven?
2. Was the employee forewarned that his/her conduct would lead to discipline?
3. Was discipline applied in a nondiscriminatory or non-disparate manner?
4. Was proper review and concurrence obtained?
5. Was the penalty imposed reasonably related to the seriousness of the offense?
6. Was the discipline appropriate under incorporated statutes, such as the FMLA?
Reasons that will support just cause for unsatisfactory attendance:
- Employees are required to be regular in attendance. Failure to be regular in attendance may result in disciplinary action, including removal from the Postal Service – ELM 665.41
- Postal officials may take appropriate disciplinary measures to correct violations of the regulations referred to in 665 – ELM 665.6.
- Employee’s attendance record shows excessive unscheduled absences and the employee continually fails to show an ability or inclination to correct his/her attendance problem.
Management has the right to impose discipline even when the absences are due to illness and even if the absences had previously been “approved” for pay purposes. Unscheduled absences create the need for overtime, penalty overtime and delayed mail – which impact expense and the operational efficiency of the Postal Service.
Scheduled and Unscheduled Leave
Every supervisor who approves or disapproves a request for leave is responsible for determining whether the absence is scheduled or unscheduled. It is important to know that the determination to approve or disapprove a leave request is independent of determining if the leave (absence) will be scheduled or unscheduled.
Unscheduled Absence Definition: An unscheduled absence is an absence from work which is not requested and approved in advance – ELM 511.41
Supervisor Responsibilities: Each supervisor is responsible for controlling absences, both scheduled and unscheduled. However, because of the effect that unscheduled absences have on the operational efficiency of the Postal Service, as well as the financial implications that result (i.e., overtime, penalty overtime, replacement costs, delayed mail), it is essential that supervisors exercise their responsibility in this area.
Employee Responsibilities: Employees are expected to maintain their assigned schedule and must make every effort to avoid unscheduled absences. In addition, employees must provide acceptable evidence for absences when required – ELM 511.43.
Examples of Scheduled vs. Unscheduled Absences
All absences are either unscheduled as defined above or scheduled. A scheduled absence usually involves the completion, submission, and approval of PS 3971 prior to the actual absence.
However, there could be situations where it is not possible to have a 3971 submitted in advance yet the absence could be “scheduled”. In these situations, there still must be a request in advance, and it must be the supervisor who decides that the employee will not have to come to work.
In any event, the determination of whether an absence is scheduled or unscheduled must be made by the supervisor.
Example 1 – Scheduled Annual Leave
Situation: An employee scheduled to report for duty at 0700 calls his supervisor at 0600 and requests annual leave for personal business. The supervisor reviews the operation and after considering other relevant factors, determines that he can operate without the services of the employee on that day. He approves the request.
Result and Reasoning: This is a scheduled absence because it was requested and approved in advance. While a PS 3971 was not submitted in advance, there was an advance request and the supervisor decided the employee need not come to work.
Example 2 – Unscheduled Sick Leave
Situation: An employee scheduled to report for duty at 0700 calls his supervisor at 0600 and informs him that he is unable to report for duty because of illness and is requesting sick leave.
Result and Reasoning: This is an unscheduled absence because, although requested in advance, and while the supervisor was made aware that the absence was going to occur, it was not approved in advance.
The call from the employee merely alerted the supervisor that the employee would not be coming to work, but the supervisor did not decide that the employee need not come to work. Instead, it was the employee who decided he was not coming to work, and the call to the supervisor simply advised of this decision. In accordance with procedures, the supervisor does not approve or disapprove this request for sick leave until the employee returns to work.
Example 3 – Scheduled Annual Leave or Leave without Pay
Situation: Because mail volume is light, a supervisor asks her clerks who are on their regular scheduled workday, if any of them would like to go home early – using annual leave or leave without pay. Two clerks take 2 hours annual leave with the supervisor’s approval.
Result and Reasoning: These are scheduled absences because the supervisor solicited the requests and approved the absences in advance.
Example 4 – Unscheduled Annual Leave
Situation: An employee scheduled to report for duty at 0700 calls his supervisor at 0630 and states that he will be late due to car problems. He reports at 0800. After a discussion with the employee, the supervisor approves 1 hour of annual leave.
Result and Reasoning: This is an unscheduled absence because the request was not approved in advance.
Example 5 – Scheduled Sick Leave
Situation: An employee requests 2 hours sick leave to attend a dental appointment 2 days from now. The supervisor approves the request and notes it on the schedule.
Result and Reasoning: This is a scheduled absence because it was requested and approved in advance.
Example 6 – Scheduled Sick Leave
Situation: Extended illness – an employee suffers a heart attack and provides documentation from his physician indicating that the employee will need 2 months to recover.
Result and Reasoning: Once valid documentation is received and accepted consistent with ELM 513.363, the remainder of the absence may be recorded as scheduled.
Remember: The determination to approve or disapprove a leave request is independent of determining if an absence is scheduled or unscheduled. Supervisors must be very careful to apply established principles and regulations when acting upon leave requests.
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