Number IPP 102

Dated: 07/19/11
Replaces: 10/9/07

Internal Policy and Procedures

MDS/SWAP ATTENDANCE POLICY

In addition to the Division of Business Services Attendance and Punctuality Policy, the following procedures apply to MDS, SWAP and General Warehouse staff.

PROCEDURES:

1. Scheduled Absences:

1.1 Employees are expected to begin and end the workday based on their approved schedules.

1.2 Requests for five or more consecutive days off should be made by February 28th of each year. Requests for single day absences will be submitted between March 1 and March 31 each year. Approval of requests submitted during this time period will be based on seniority.

1.3 After March 31, requests for time off will be approved on a first come, first serve basis.

1.4 One staff person in each operating unit may be scheduled off at one time. The supervisor may grant exceptions based on operational needs of the organization. Operating units are Delivery, MDS Warehouse, SWAP, Customer Services and Accounting.

1.5 Your supervisor, based on operational needs of the organization, will approve requests for scheduled absences.

1.6 Employees must submit an Employee Leave/Comp Time Request form (See Example A below) and obtain approval from your supervisor prior to the scheduled absence. You will also find the leave form in Word by clicking File, New, EMPLOYEE LEAVE.

2. Unscheduled Absences:

2.1 To report an unscheduled absence or tardiness, an employee must call his/her direct supervisor before his/her designated start time stating why he/she will be out of the office and when he/she expects to return.  If the supervisor is not in, the employee must leave a voicemail message on the supervisor’s phone.  In addition, employees must call and leave a message on the general customer service voicemail at 608-467-4400 so the rest of the staff is aware if an employee is out on a given day.

* Customer Service staff call 608-497-4404
* Managers call 608-497-4401
* Drivers and warehouse staff call 608-497-4432
* SWAP staff call 608-497-4402
* Accounting staff call 608-497-4403

Before 8:30 AM, Customer Service will send an e-mail to all staff advising them of the absence.

2.2 Supervisors reserve the right to contact the employee to clarify the reason for the unanticipated use of sick leave and/or to discuss work tasks which need coverage during the employee’s absence.

2.3 It is expected that employees will personally call to report the absence. However, it is recognized that in unusual, nonrecurring situations, this may not be possible. An explanation of the emergency situation will be required.

2.4 Reporting an absence does not guarantee the absence will be approved. Depending on the reason provided, the supervisor may require additional information before deciding if the absence is considered approved.  Medical verification may be requested depending on the situation.

2.5 Continued absences for multiple days must be reported each day.  An exception may be granted for special circumstances such as hospitalization. 

2.6 If an employee is out sick for three or more consecutive days, he/she must call and have verbal contact with their direct supervisor.  If their direct supervisor is out of the office, they must call and talk to the general manager at 608-497-4401.

2.7 An employee who is out of the office for more than three consecutive days must provide his/her supervisor with medical documentation that includes the following items:

* Doctor’s name
* Date of return
* List medical restrictions or
* List no medical restrictions

2.8 If an employee has medical restrictions, the documentation must include details of the restrictions and the expected date the medical restrictions will be over.  Once the restrictions end, an employee needs to provide medical documentation from his/her doctor stating that the medical restrictions have ended and that the employee has full medical clearance to return to work.

 3. Medical Verification Documentation Required:

This documentation is required the day the employee returns to work and BEFORE an employee can begin work.

Medical verification requirement for full-time employees, project employees and limited term employee’s use of sick leave:

3.1 MDS/SWAP shall require written medical verification from a health care provider of the medical necessity for use of sick leave for absences of more than three (3) consecutive full working days, except where the use of sick leave is authorized in advance, pursuant to the Wisconsin or Federal Family and Medical Leave Act.

3.2 Where MDS/SWAP is aware of an emergency that prevents communicating with or obtaining information about the condition of the employee, such written medical verification shall not be required until such time as communication is possible and appropriate, given the condition of the employee.

3.3 In cases of suspected abuse of the sick leave privilege, MDS/SWAP shall be authorized to require written medical verification from a health care provider to verify the medical necessity for the employee’s absence regardless of the length of absence.

3.4 Prior to returning to work from an extended absence, the employee must provide their employer with written medical verification from a health care provider that he/she is able to return to work on that date, along with stating any restrictions the employee may have and the length of time these restrictions are necessary.

4. Other Leave Options:

4.1 When an employee is absent for a reason specified above, the following options may be used instead of sick leave to cover the absence:

* Other paid leave such as vacation, floating legal holiday, personal holiday or earned compensatory time.

* Leave without pay MUST BE approved by your supervisor prior to using it.  LWOP will only be approved if no other leave time is available or there are special circumstances that are approved by the Director of Business Services.     

5. Make up Time:

5.1 Employees must obtain approval from your supervisor before making up time. Make-up time will not be approved on a regular, routine basis or when the workload does not justify it.

5.2 Employees may make up a maximum of two hours in the same workweek when an exceptional, nonrecurring request is approved.

5.3 Employees may make up time for absences due to inclement weather during the same workweek according to the Classified Personnel Office policy. You may find this policy at http://www.ohr.wisc.edu/polproced/cppp/cppp_chapter16-04.pdf.

5.4 With prior approval, acceptable methods for making up time include:

* Temporarily adjusting your regular work shift.
* Working through part of your lunch hour (minimum 30 minute lunch must be taken)

6. Overtime:

6.1 Employees may not work overtime unless a supervisor pre-approves the overtime.

 Example A:
EMPLOYEE LEAVE/COMP TIME REQUEST

From				Thru						Time
Month	Day	Year	Month		Day	Year	AM/PM	Leave Type	Hours		Minutes

Employee Signature:________________________________  Date:___________

Supervisor Signature:_______________________________ Date:___________

In my absence _____________________________ will cover for me.

Leave type:
01 Sick employee	04 Personal holiday	07 Exam	10 Comp time earned
02 Sick family	05 Sat/Legal holiday	08 Without pay	11 Comp time used
03 Vacation	06 Jury duty	09 Without pay Union