7E - Leave Without Pay.pdf
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- Attached to
- RFP #2024-02: Human Resource Management Software
- Solicitation number
- 61146
- Issued by
- Staunton City, Virginia
About this file
The document outlines the Valley Community Services Board's personnel policies and procedures regarding Leave Without Pay (LWOP). LWOP begins when an employee has exhausted all paid time off and sick leave. Requests for LWOP require prior written approval and are considered on an individual basis. LWOP does not accrue paid time off, and employees are responsible for reimbursing the agency for health insurance and retirement contributions if their paycheck is insufficient due to LWOP. LWOP does not affect an employee's anniversary date.
The related state and local contract opportunity is a Request for Proposals (RFP) for Human Resource management software issued by the Valley Community Services Board. This contract opportunity is open to vendors and allows for a renewal period of up to five years. The targeted jurisdiction is the City of Staunton in the state of Virginia.
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Text version
Valley Community Services Board
Personnel Policies & Procedures Policy: Leave and Time Management, 7E
Subject: Leave Without Pay Original Date: Revision Dates: Last Review Date:
2/1/1998 3/1/2001, 7/17/2003, 11/18/2009, 7/20/2011, 10/17/2012, 9/25/2013, 12/4/2013, 4/22/2015, 9/23/2015
9/23/2015;
7/13/2016 (HR)
1. Leave Without Pay (LWOP) begins when:
a. An employee has exhausted all Paid Time Off For an absence. Where Sick Leave is approved for use, (LWOP) begins when all Paid Time Off and Sick Leave is exhausted.
2. Requests for use of LWOP:
a. Are considered on an individual basis.
b. Require the prior written approval of the Position Supervisor, Program Director and the
Human Resources Director.
c. Are made on the Termination-Leave Without Pay form.
3. LWOP is not:
a. Considered as a benefit.
b. To be used as an adjunct to Paid Time Off.
4. How LWOP affects Paid Time Off, medical insurance, life insurance, retirement, and anniversary date:
a. When LWOP is taken, Paid Time Off accrual will be prorated accordingly for the pay period. If an employee has 8 hours or less of Leave Without Pay during a pay period, no adjustment is made to leave accruals. If an employee has less than 3 hours of paid time
(not including STDI benefits) in a pay period, no Paid Time Off will accrue during the pay period.
b. If an employee does not receive a paycheck due to LWOP, or if their paycheck does not contain enough funds to cover the cost of their health insurance premiums due to
LWOP, the employee will be responsible for reimbursing VCSB for the employee’s portion of the premiums. The employee may do this via cash or check, or by making arrangements with the Payroll department to collect additional funds out of the employee’s check(s) once they have returned to work. If the employee does not contact the Payroll department to make such arrangements, VCSB will collect the funds out of the employee’s check(s) at VCSB’s discretion.
c. If an employee does not receive a paycheck due to LWOP, or if their paycheck does not contain enough funds to cover their VRS employee contribution, VRS participation may be suspended. Refer to the Retirement policy in Section 6, Benefits.
d. Virginia Retirement Life Insurance will go uninterrupted with VCSB paying the monthly premiums. It will be the employees’ responsibility to reimburse VCSB if they choose to keep their Optional Life insurance.
e. LWOP will not affect the employee's anniversary date.
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