Equal Employment Opportunity (Eeo) Policy And Program Administration Form Sample Page 25
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54VA MEDICAL CENTER
POLICY MEMORANDUM 00-304
BRONX, NEW YORK 10468
July 31, 2003
C. Emergency Leave: In cases of emergencies, requests for annual or sick leave should be
made to an appropriate official authorized to approve leave before the beginning of the tour of
duty as soon as the employee becomes aware of the emergency (at least one hour before, if
possible), but, in the event of the employee’s physical incapacitation, not later than two (2)
hours thereafter.
6. RESPONSIBILTIES AND PROCEDURES:
A. ANNUAL LEAVE:
I.
Responsibilities and Procedures: Employees should request leave as far in
advance as possible to ensure that patient care needs are met, adequate and appropriate
staffing is available to fulfill the Medical Center’s mission, legal and contractual
obligations and responsibilities are addressed, and employees are equitably and reasonably
treated as far as practicable.
II. The Patient Care Center Directors (PCCD’s), PRACTICE CHIEFS (PC’s),
and Program Chiefs have the authority to approve or disapprove requests for accrued
annual leave. This authority may be delegated to subordinate supervisors. Supervisors
should respect the needs of employees to receive a quick response to any annual leave
request so that they may schedule any vacation plans or make final arrangements for the
period of leave. Supervisors will provide a response to any request for leave as soon as
administratively possible.
III. Avoidance of Leave Forfeiture: Supervisors should work with employees to
plan and schedule annual leave for use, and ensure that employees, do not forfeit leave in
excess of the carryover limit (normally 240 hours). Carryover of annual leave is generally
not permitted, except in the limited circumstances described in Part 630 of Title 5 of the
Code of Federal Regulations. All requests for restoration of forfeited annual leave must be
approved by the Medical Center Director.
IV. Advance Annual Leave: Advance annual leave must be requested on OPM Form-
71, Request for Leave, and must be accompanied by justification for the request. PCCD’s,
PC’s, and Program Chiefs will forward requests for advance annual leave, through the
Human Resources Management Program (HRMP), to the Associate Director or Chief of
Staff, as appropriate, with the current leave balances of the employee, and a
recommendation for approval or disapproval.
All determinations regarding advance
annual leave will be made by the Associate Director or Chief of Staff, as appropriate.
B. SICK LEAVE:
I. Definitions: For the purposes of the Family Friendly Leave Act, family members are
defined to include: spouses and their parents; children, including adopted children, and
their spouses; parents; brothers and sisters, and their spouses; and any person related by
blood or affinity whose close association with the employee is the equivalent of a family
relationship. [Note that these definitions differ from those for the Family and Medical
Leave Act (FMLA).] Serious health condition has the same meaning as used for the
FMLA. Examples of "serious health conditions" include, but are not limited to, heart
attacks, heart conditions requiring heart bypass or valve operations, cancers, back
conditions requiring extensive therapy or surgical procedures, kidney dialysis, physical
therapy, strokes, severe respiratory conditions, spinal injuries, appendicitis, pneumonia,
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