November 17, 2011
TO: ALL PROSPECTIVE BIDDERS
REF: Job No. 97/0011
DUE DATE: FEBRUARY 4, 1997 BY 1:00 P.M.
All bidders are required to sign and attach a copy of this addendum with each Request for
Proposal for A Computerized Time and Attendance System for Harris County Hospital District.
This addendum must be received by the Purchasing Department no later than the above due date.
ADDENDUM #2
The attached document provides additional requirements for this request for proposal. Please
attach this information to the Questionnaire section of the proposal as Page 23-a.
Sincerely,
/s/ Jack R. McCown
Jack R. McCown, C.P.M.
Purchasing Agent
LCG/dlt
___________________________________________
Bidder’s Signature
for
___________________________________________
Company Name
Page 23-a
149. Describe how your system can begin the start of benefits accrual based on varied policies
for different employees such as 5 days after 6 months of service for regular full-time
employees, after 1000 work hours for part-time employees, clear the excess accrual
(amount over the accrual cap) on either anniversary date or calendar year based on the
type of accrual.
150. Indicate what the data retention capabilities are between active data and historical data on
your proposed configuration.
151. Does your system support a standard employee recap report for general attendance
information for review by supervisors?
152. Describe how your system can accept badge reading transactions from a security access
system to be combined with clocking transactions for use in user generated audit
reporting.
153. What security systems have you interfaced with? Describe the interface.
154. How does your system classify employees between the categories of full and part time,
exempt and non-exempt, regular and temporary?
155. How can your system track the holiday policy of permitting a holiday to be taken within
the same two week pay period, or two pay periods before, or two pay periods after the
holiday?
156. How can your system support the policy of paying only four of the eleven holidays at time
and a half if worked, and regular time for the remaining seven holidays.
157. How does your system support multiple benefit accrual rates for vacation and sick time
for different employees?
158. How does your system support the call policy of paying employees $2.00/hour to be
available on call for problems, and 4 hour minimum block of time if that employee comes
in during his on call schedule?
Job No. 97/0011
Addendum No. 2
Page 2 of 15
QUESTIONS & ANSWERS
The following questions and answers are provided as further clarification to the RFP.
Q-1 Is HCHD expecting a LAN based solution running under Novell?
A-1 HCHD has no expectation and is open to a LAN based solution running Novell.
Q-2 If so, should this application be Windows based?
A-2 Windows may be proposed, but is not a requirement.
Q-3 Will UNIX and/or Client Server applications be considered?
A-3 Yes.
Q-4 What is the projected implementation date?
A-4 HCHD expects the vendor to give some guidance on an appropriate implementation
schedule. HCHD prefers an aggressive implementation schedule.
Q-5 Where are the personnel (“timekeeper”) who will be performing edits located? Are
they all in a central location or dispersed amongst the various sites?
A-5 The timekeepers are spread out around the various district facilities, including all
hospitals and neighborhood clinics.
Q-6 Does HCHD currently have any type of client/server application running?
A-6 HCHD has limited client server applications in operation today, all of which are packaged
software. HCHD has no significant experience in maintaining or working with client
server applications.
Q-7 Is there a database product that has been chosen as a corporate standard?
A-7 No database product has been selected as a corporate standard. Database tools available
to our users for small scale development include Paradox and Access.
Q-8 What is the configuration/operating system of a “standard” PC at HCHD? If a UNIX
solution will be considered, do the PC’s have Telnet capability?
A-8 The standard configuration ranges from 486-25, 4Mb Ram, 250 Mb disk to Pentium 166,
16Mb Ram, 1Gb disk. The standard OS is DOS, Novell 3.12 or Windows for
Workgroups. The PCs to be used by the proposed system can be configured with Telnet
capability.
Job No. 97/0011
Addendum No. 2
Page 3 of 15
Q-9 Do all supervisor have access to a PC? The RFP states that supervisor are using paper
timesheets and, I assume, turning these timesheets in to the timekeepers for entry into
the system. Will supervisors still use paper for edits and submit to the timekeepers for
entry?
A-9 Not at this time, but it is the intention of HCHD to provide to the employees the tools
needed to take advantage of the proposed system solution, be that PCs, terminals, or other
equipment. The device requirements to utilize the features of your system should be
included in the proposal.
Q-10 Re: “Proprietary Software Consideration” on pg. 10 of the RFP. Will data that has
been exported in xBase format be acceptable to HCHD?
A-10 Yes.
Q-11 Re: question 107 on pg. 21 of the RFP. Obtain a copy of the Supervisor’s Manual?
A-11 Supervisor’s manual extract is enclosed.
Q-12 Re: question 138 on pg 23 of the RFP. Did we get a list of reports needed by HCHD?
A-12 Reports sample and listing is enclosed.
Q-13 In question 118, does Labor Splits mean allocated hours? Are allocations the same
each pay period for a given employee?
A-13 In question 118, labor splits refers to both employees who are assigned multiple jobs on a
fixed, recurring basis, and the type of reporting of actual hours versus that assigned split;
and also employees who do not have a fixed allocation of their time between jobs and the
type of reporting of actual hours split between jobs for those employees.
Q-14 In question 127, what is meant by a Timekeeper’s performance? Is this simply a
record of their editing activity?
A-14 Yes, this refers to the ability to monitor a timekeepers actual changes with the
information before the change in order to assure that the timekeeper is staying in
compliance with their authority and HCHD policy.
Q-15 In questions 128 and 129, is HCHD interested in features other than tracking
Worker’s Comp and FMLA hours?
A-15 Other types of tracking could include short term disability, military leave, personal leave,
and education leave.
Job No. 97/0011
Addendum No. 2
Page 4 of 15
Q-16 On the news recently, it was announced that Ben Taub had lost funding. Will this
event in any way impact the acquisition of a new system?
A-16 No. The report that aired recently was with respect to previously-approved funding for
the renovation of the old Ben Taub Hospital building, which is now unoccupied. The
time and attendance system now being sought would have been expanded at some time in
the future to accommodate the HCHD employees assigned to that building.
Q-17 What can your vendor of choice expect in terms of an acceptance test?
A-17 First, an non-critical function testing of each system component, function or groups of
these as they/it come(s) on line. This would include testing card readers, speed and
integrity of data movement from one point to another and the proper generation of records
and reports.
Second, a “live” test period run in parallel with our current system to ensure the proper
functioning of the new system. The duration of this second phase will be as mutually
acceptable to both parties. If the system fails to perform properly during this phase, the
contractor will be afforded a reasonable period to cure the problem and present the system
for re-testing. A second failure to perform properly exposes the contractor to cancellation
of the contract, forfeiture of bond and any other penalties as provided by law.
Q-18 What County/State specific non-negotiable contract terms might a vendor expect to
have to agree to? In particular, please include verbiage on limitation of liability and
warranties that other vendors have accepted in the past.
A-18 See General Requirements in the RFP specifications.
Q-19 Please give an example of acceptable payment terms in terms of percentages and
milestones.
A-19 We cannot pre-approve payment milestones. If any vendor’s proposed payment terms are
found to be unacceptable, they will be so advised, with the rationale for the finding. It is
expected that any claims for payment made by a contractor shall be for goods and
services actually delivered in accordance with agreed schedules, and that the amounts
claimed shall not be in excess of the value of those goods and services. See Texas
Government Code §2251.021 as amended.
Job No. 97/0011
Addendum No. 2
Page 5 of 15
Q-20 Please state your target implementation date either in a calendar date or as a number
of days after contract signing.
A-20 The Hospital District would like to see the work begun as soon as possible after it issues
the “Notice to Proceed” and the completion of acceptance testing as soon as the
contractor can complete the installation. The “Notice to Proceed” will be issued as soon
as the Contractor and the District agree on when the work will start, considering the
availability of District personnel, the District’s operation needs and the nature of other
projects in work that (1) could be impacted by the Contractor’s efforts, or (2) could
interfere with the Contractor’s ability to accomplish his work.
NOTE: The “Notice to Proceed” does not give contractor the authority to proceed with any
deliveries, work to be performed, services to be implemented, etc., prior to the issuance
of a purchase order through the County’s Purchasing Department.
Q-21 How long is the typical contract negotiation cycle?
A-21 There is no “typical” contract cycle. If there are no critical areas of disagreement to be
resolved, we would anticipate contract development and execution to take from four to
eight weeks.
Q-22 Based on state/county law, would you expand on what may be deemed confidential
information?
A-22 See General Requirements in the RFP specifications.
Q-23 A question was raised about credential tracking. Could you provide a brief description
of the requirements?
A-23 Not available at this time. We will need to discuss this during negotiations.
Q-24 Could you expand on the desired requirements for the storage of time and attendance
information, such as timecards, and how long this information may be required to be on-line?
A-24 Not available at this time. We will need to discuss this during negotiations.
Q-25 Question 118 required more information for the intent of labor splits. Could you
provide more detail, as it may apply to your requirements?
A-25 Not available at this time. We will need to discuss this during negotiations.
Job No. 97/0011
Addendum No. 2
Page 6 of 15
Q-26 Question 122 dealt with Workman’s compensation. More detail is needed in order to
reply.
A-26 Not available at this time. We will need to discuss this during negotiations.
Q-27 You were going to provide language that has been used in previous contracts as it
pertains to implied warranty of merchantability.
A-27 Refer to General Requirements and RFP specifications.
Q-28 Also, can financials be considered confidential, if so marked?
A-28 Refer to General Requirements and RFP specifications
Job No. 97/0011
Addendum No. 2
Page 7 of 15
ATTACHMENT “A”
Excerpt from Supervisor’s Manual
SECTION 5
ATTENDANCE, HOLIDAYS, VACATION, SICK LEAVE AND LEAVES OF ABSENCE
ATTENDANCE
The work schedule and employee assignments are determined by each department head and the
supervisor determines the schedule of employee assignments. No monthly work schedule should
be changed without a seventy-two (72) hour notice except in cases of emergency. Employees
must be notified of such changes. (An emergency is an unforeseen combination of circumstances
or the resulting state that calls for immediate action.)
ABSENCE WITHOUT LEAVE
For the purpose of termination benefits, an employee absent without notice for a period of three
(3) working days will be considered to have abandoned his job without notice and will forfeit all
termination benefits.
HOLIDAYS
The following shall be considered holidays for employees in the HCHD service:
New Year’s Day
Martin Luther King’s Birthday
President’s Day
Good Friday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Eve Day
Christmas Day
(a) HOLIDAYS FALL ON SATURDAY OR SUNDAY. Whenever a holiday falls on
Saturday, the preceding Friday shall be observed as a holiday. Whenever a holiday falls
on Sunday, the following Monday shall be observed as a holiday. Employees working an
irregular work week shall receive the same number of holidays as employees working a
regular work week.
Job No. 97/0011
Addendum No. 2
Page 8 of 15
(b) HOLIDAY COMPENSATION. An employee who works on a holiday will be
compensated as provided in the Compensation Plan. Employees who are habitually
absent or ill the day before or the day after a legal holiday, or who habitually fail to work
as scheduled on a legal holiday, may be subject to termination. (Habitual is defined as
two (2) unexcused incidents of this nature in a calendar year.)
VACATION LEAVE
(a) Vacation leave with pay shall accrue at the rate shown below on the first day of the month for
each preceding full calendar month worked:
Completed
Years of Number of Vac. Days Bi-Weekly
Employment Non-Exempt Employees Accrual
1 -2 years 80.0 hrs. (10) 3.077
3 years 88.0 hrs. (11) 3.385
4 years 96.0 hrs. (12) 3.692
5 years 104.0 hrs. (13) 4.000
6 years 112.0 hrs. (14) 4.308
7 years 120.0 hrs. (15) 4.615
8 years 128.0 hrs. (16) 4.923
9 years 136.0 hrs. (17) 5.231
10 years 144.0 hrs. (18) 5.538
11 years 152.0 hrs. (19) 5.846
12 - 9 years 160.0 hrs. (20) 6.154
20 or more 176.0 hrs. (22) 6.769
Number of Vac. Days
Years of *Approved Job Bi-Weekly
Employment Classifications Accrual
1 - 2 years 120.0 hrs. (15) 4.615
3 years 128.0 hrs. (16) 4.923
4 years 136.0 hrs. (17) 5.231
5 years 144.0 hrs. (18) 5.538
6 years 152.0 hrs. (19) 5.846
7-19 years 160.0 hrs. (20) 6.154
20 or more 176.0 hrs. (22) 6.769
Job No. 97/0011
Addendum No. 2
Page 9 of 15
Years of Number of Vac. Days Bi-Weekly
Employment Exempt Employees Accrual
1 - 2 years 120.0 hrs. (15) 4.615
3 years 136.0 hrs. (17) 5.231
4 years 144.0 hrs. (18) 5.538
5 years 152.0 hrs. (19) 5.846
6 -19 years 160.0 hrs. (20) 6.154
20 or more 176.0 hrs. (22) 6.789
(b) VACATION ACCRUAL. Vacation time is accrued on a bi-weekly basis. The bi-weekly
accrual will appear upon completion of one (1) year of service; however, employees are
entitled to schedule five (5) days of vacation after completing six (6) months of service.
Vacation accrual or an increase in the accrual rate will become effective in the first pay
period following completion of the required service time.
*c) SCHEDULING OF VACATION. Vacation time is scheduled by the department and is
subject to the departmental schedule and Department Head’s approval. Employees will
complete and submit request forms for vacation time no later than February 15 in order that
the departmental vacation schedules may be posted by March 1 each year. Scheduling of
vacations for employees with seniority shall rotate every other year. Employees can invoke
seniority only for one vacation choice per year. Seniority is defined as Harris County
Hospital District seniority. However, employees transferring into a department after
February 15 will not be scheduled for vacation by seniority for the remainder of the year.
(d) FLOAT DAYS. Two (2) earned vacation days may be used as “float days”. The two days
may be scheduled with short notice in cases of emergency with Department Head approval.
The Department Head may require proof that an emergency existed.
(e) VACATION CAP. A “vacation cap” was established December 31, 1983, for each
employee. The “caps” were implemented in order to govern the amount of time payable
upon termination or eligible for carry over at the end of the year. Employees will never be
allowed to carry over more than their individual “cap”; however, the “cap” may be reduced in
subsequent years through utilization. An evaluation will occur in January of each year.
Employees may always carry over as much as 80 earned hours.
(f) VACATION PAY UPON TERMINATION. Accrued vacation after six (6) months of
service will be paid upon termination if the employee gives the required two (2) weeks (ten
working days) written notice or if the Hospital District terminates an employee. Terminal
vacation pay is accrued from inservice date to date of termination.
Job No. 97/0011
Addendum No. 2
Page 10 of 15
(g) BENEFITS TERMINATION PROGRAM UP TO MAXIMUM BENEFITS. All Harris
County Hospital District employees eligible for retirement as of January 1, 1986 and
thereafter, may elect to extend their retirement date by having their accrued vacation and sick
leave paid to them on a bi-weekly basis.
Monthly pension benefits will not be paid until the employee exhausts all accrued benefit
payments. All payments will be taken into consideration for calculation of retirement benefits.
This program also applies to employees who are resigning and not eligible for retirement
benefits.
The following regulations will apply:
1. *The maximum number of accrued sick leave hours to be paid from the secondary
bank is one thousand forty (1,040). Employees starting employment on February 1,
1986 and after accrue up to seven hundred twenty (720) hours. Effective January 1,
1992, accrued sick leave termination benefits will only be paid from the “secondary
bank”. Employees hired after December 31, 1991 will not be paid accrued sick leave
benefits at time of termination.
2. Hospital District health and life insurance will remain in effect until the actual
retirement, at which time the retirement health and life insurance benefits will go into
effect. Terminating employees are eligible to convert the health and life insurance, if
applicable, to individual policies after the termination date.
3. The employee will not accrue any additional vacation, sick leave or salary while under
this program.
4. Deductions into the 401(K) Plan may be continued.
5. Employees are advised to contact the Employee Relations Division two (2) months
before entering this program whether they elect the regular retirement or the extended
benefits package.
6. Employees who are terminating their services and choose to extend their benefit
payments should also inform the Employee Relations Office.
(h) TRANSFER OF VACATION TIME. When an employee is transferred to another
department, vacation credit shall be assumed by the new department.
(I) *ACCRUAL OF SICK LEAVE. Beginning with the first of the month following three (3)
full months of employment, an employee will accrue sick leave t the rate of 3.962 hours per
pay period.
Job No. 97/0011
Addendum No. 2
Page 11 of 15
*An employee (or member of his household) must notify his/her supervisor or designee if he/she
will not be able to report for duty because of illness or injury. Notification must be made at least
one (1) hour before the day shift begins or two (2) hours before the evening or night shift begins.
Employees employed at HCHD facilities that do not provide twenty-four (24) hour coverage
must make notification as required by the facility. An employee confined in the hospital need
only call in the first day, giving information as to the appropriate length of hospital stay and
home recuperation period and furnish a statement from the physician upon return to duty.
*A statement from a physician will be required any time an employee loses five (5) or more
scheduled working days due to illness (whether personal or job related) or a contagious illness
regardless of the number of days lost from work. Employees must submit the Harris County
Hospital District Employability Status Report form, obtained from the department or Employee
Health Service or a comparable statement providing the same information to Employee Health
Service in order to be cleared before returning to work. It will be the employee’s responsibility
to submit the required statement. The required statement is to be submitted within twenty-four
(24) hours of the physician’s clearance to return to work. Exceptions are holidays and weekends.
If an employee consistently uses his/her monthly accumulated sick leave, he/she may be required
to furnish the department head with a doctor’s statement certifying each illness.
Sick leave will begin on the first day of each illness. Employees will be paid for accrued sick
leave as it is used. Accrued sick leave will be paid to employees who visit their doctor or dentist
for routine examinations or health maintenance purposes. At least one (1) day of advance notice
must be given to the Department Head in such instances and verification may be requested.
Four (4) days of accrued sick leave may be used each year by the employee for illness of a child,
spouse, mother or father. Employees will not receive points with proper documentation.
An employee, if he/she so requests, may be paid sick leave if hospitalized during a vacation only
if a statement from a physician verifying a hospital in-patient stay is provided to the department
head. Such sick leave will not extend the scheduled date to return to work. Any remaining
vacation days must be rescheduled by the department head.
Effective January 1, 1992, all full time employees will be allowed to accumulate unused sick
leave up to 540 hours in a “primary sick leave bank.” Sick leave time in the primary bank will
not be paid as a termination benefit. Sick leave time accrued up to 12-31-91 will be maintained in
a “secondary bank.” This time will be coded to an employee after all hours in the primary sick
leave bank have been exhausted. Sick leave time remaining in the secondary bank will be paid to
an employee upon termination under the following conditions:
Job No. 97/0011
Addendum No. 2
Page 12 of 15
a) The employee must give and work the required two (2 weeks (ten working days)
written notice. Sick leave termination benefits will only be paid from the “secondary
bank”.
b) Sick leave termination benefits will be paid at the base rate in effect at time of
termination;
c) Terminated employees will be paid for hours remaining in the secondary bank up to
their sick leave cap. Employees hired prior to January 31, 1986 have a sick leave cap
of 1040 hours minus all hours contributed to the deferred compensation program(s).
Employees hired after January 1, 1986 have a sick leave cap of 720 hours minus all
hours contributed to the deferred compensation program(s). An employee’s
secondary bank will be discontinued when all accrued hours have been used or
termination occurs. Employees hired after December 31, 1991, will not have a
secondary sick leave bank and will not be paid accrued sick leave benefits at time of
termination.
*An employee who is off duty due to prolonged illness (in excess of four (4) weeks) is required
to give a five (5) day notice prior to his return to work. Clearance to return to work from
prolonged illness or a non-job injury is to be done 24 hours prior to shift in the Employee Health
Clinic. Employees returning to work with restrictions or use of temporary supportive devices
such as a cast, brace or crutch must be evaluated in the Employee Health Clinic for clearance as
it relates to the physical requirements of the position. Verification as to the nature of the work
involved may be obtained from the employee’s supervisor. Community Health Center
employees returning to work from a non-job injury or illness may report to the Center Director
and Center Physician for a release to work.
*(j) FUNERAL LEAVE. A regular full-time employee will be allowed three (3) consecutive
days with pay, not to be deducted form sick leave for a death in the immediate family. The
immediate family is defined as follows: mother, father, brother, sister, wife, husband, son,
daughter, mother-in-law, father-in-law, daughter-in-law, son-in-law, stepfather, stepmother,
stepchildren, great-grandparents, grand-parents, grandchildren, and legal guardian. Other
accrued time may be coded to the employee for an additional two (2) days. Time in excess of the
three funeral days must be requested by the employee and approved by the Department Head.
One (1) day of funeral leave may be taken and charged against an accrued vacation day for the
death of uncles, aunts, nephews, nieces, sister-in-law, brother-in-law and grandparents-in-law.
Time in excess of three (3) funeral leave days must be requested by the employee and approved
by the Department Head. Funeral leave is paid at straight time. In a week where there is regular
time and funeral leave, overtime cannot be paid.
Job No. 97/0011
Addendum No. 2
Page 13 of 15
In order for funeral leave pay to be authorized, a “Request for Funeral Leave” form must be
completed prior to or immediately upon the employee’s return. Funeral leave pay is authorized
by the Department Head and Director of Salary Administration, Human Resources Department.
The Hospital District may require verification of the death and/or proof of the relationship of the
employee to the deceased at its discretion. Such proof can be in the form of newspaper clippings,
death certification or obituary notice. The Hospital District may withhold payment if the
employee has not made request for leave prior to taking time off. This is necessary in order that
the work schedule may be adjusted.
Under certain conditions, such as the death of a Hospital District employee or person closely
associated with the Hospital District, the Administrator may approve representation at the funeral
with pay.
In the event a death in the employee’s immediate family occurs while he/she is on vacation, the
employee will be entitled to funeral leave time immediately following his/her scheduled
vacation. It is the responsibility of the employee to notify the Department head should such an
event occur so that his work can be covered in his absence.
At the discretion of the Department head and the Salary Administration Division, the employee
may be given additional time off without pay if the circumstances warrant.
(k) JURY DUTY. To foster good citizenship and participation in community activities, one (1)
day’s pay at the regular rate of pay will be granted to employees for each work day of Jury
Duty or time they are summoned as a witness.
*Employees must show subpoena or summons to the Department Head seventy-two (72)hours in
advance to permit arrangement for coverage of his/her shift. Employees summoned to serve on
jury, but dismissed after appearing at the Court, will receive one day’s pay.
Employees cannot serve Jury Duty and work any part of their shift the same day or days without
permission of their Department Head. Employees must provide from the Clerk of the Court a
statement to show the days absent for jury duty or for answering a subpoena. These forms smut
be submitted to the Salary Administration on return to work.
**If an employee must appear as a witness or serve Jury Duty on his day off, his/her off days
shall be rescheduled and he will be paid at his/her regular rate of pay for that day provided
seventy-two (72) hours notice was given to his/her Department Head. The Department Head
must differentiate between actual jury duty and a subpoena in which the employee has a personal
interest. Salary is not paid for personal interest cases, but off days may be rescheduled when
possible.
(l) WORKERS’ COMPENSATION. (Payments on account of accidental injury or occupational
disease in the line of duty.) Employees who become injured on duty will be paid regular time
for the remainder of their shift. (Refer to Risk Management section on Workers’
Compensation.)
Job No. 97/0011
Addendum No. 2
Page 14 of 15
Employees may use accrued sick leave time and accrued vacation time while receiving Workers’
Compensation benefits to recover only an amount equal to the employee’s regular base salary and
no compensation in excess thereof. Employees who do not wish to use accrued sick leave or
vacation time must submit a request, in writing, to the Risk Management Director. When calling
in due to a job related illness or injury, employees should notify the department head or his/her
designee that he/she is unable to report to work due to a job related injury or illness and not
simply state that he/she is sick. The department must then notify the Risk Management Division
if the employee is out due to a job related injury/illness.
(m) MILITARY LEAVE. An employee who shall be inducted for military duty in any branch of
the Armed Forces of the United States shall be granted a military leave of absence. Upon
return from such leave, an employee shall be placed at the same position on the salary
schedule as if employed in the District during said period, provided such service does not
exceed four (4) years and that the employee returns directly to the Hospital District. Leave of
absence is granted with pay for Military Reserve Training not to exceed ten (10) working
days in each year, if this is planned with the Department Head.
**LEAVE OF ABSENCE (Including Family/Medical Leave)
To be eligible for family or medical leave, an employee must have been employed for at least 12
months, and must have worked at least 1250 hours during the previous 12 month period. An
employee must give at least 30 days notice before the date the leave is to begin. An unpaid
Leave of Absence will result in an adjusted classification date which will reflect the period of
time absent. A paid Leave of Absence (where accumulated vacation, sick time or workers’
compensation hours are used) will result in an adjusted classification date. Employees granted a
leave of absence will not be paid accumulated sick leave except for illnesses. All leaves of
absence and extensions of leave including job injury require Administrative approval. The
employee shall be permitted to return to the position of employment held by the employee when
the leave began or to an equivalent position with equivalent benefits, pay and other terms and
conditions of employment. Any employee who is returning from an approved leave of absence
must submit written notification to the Department Head at least five (5) days prior to the
intended return date. Employees on extended Leave of Absence must submit written notification
of return date of no less than ten (10) days.
Leave of Absence may be granted without pay up to three (3) months for an employee’s illness,
maternity, adoption or foster care or the serious health condition of a family member (spouse,
son, daughter or parent). Although approved for a ninety (90) day leave of absence, employees
are expected to return to work once they have been released to return to work b their attending
physician.
A “serious health condition” is an illness, injury, impairment, or physical or mental condition that
involves inpatient care in a hospital, hospice, or residential medical care facility, or continuing
treatment by a health care provider.
Job No. 97/0011
Addendum No. 2
Page 15 of 15