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IS-2034 Military Leave (Procedure)

Human Resources

Release Date: 11/21/00

Procedure

1. Initial Notification of Military Leave

Employee and/or Representative

1.1 Notify immediate supervisor of official military duty in advance of leaving and provide the supervisor with a copy of the official military orders indicating dates/time frames for the leave

1.2 If advance notice is not possible, notify supervisor as soon as practical.

1.3 Indicate in writing by memorandum if any accrued/unused leave is going to be used.

2. Duty Time Under Fifteen (15) Calendar Days

Supervisor

2.1 Send the orders to Human Resources with a memorandum to process the request for military leave.

2.2 Track the military leave on the employees time sheet as authorized leave without pay.

Note:  Leaves do not accrue while on military leave without pay.

Human Resources

2.3 Process a Personnel Data Form (New Hire/Change of Status Form) placing the employee on military leave with the option for supplemental pay and send to payroll.

2.3.1 For those employees indicating they will use accrued annual and/or personal leave, military leave without pay will begin after the exhaustion of these leaves.  This date will be noted on the New Hire/Change of Status Form processed by Human Resources.

Payroll

2.4 Process military leave request.

Note:  Annual and sick leave accruals are discontinued during any leave without pay to include military leave.

3. Duty Time Over Fifteen (15) Calendar Days

Employee

3.1 Submit a copy of the military orders to the supervisor and the official military orders to Human Resources.  Indicate in writing by memorandum if any accrued/unused leave is going to be used.

3.2 Indicate to Human Resources whether or not insurance is going to be continued during the military leave period and, when necessary in accordance with Section 4 of the Military Leave Policy, arrange in advance of leaving for the payment of the premiums.

Human Resources

3.3 Process a New Hire/Change of Status Form placing employee on military leave without pay with the effective date of such leave and submit to payroll.

3.3.1 For those employees indicating they will use accrued annual and/or personal leave, military leave without pay will begin after the exhaustion of these leaves.  This date will be noted on the New Hire/Change of Status Form processed by Human Resources.

3.4 Set up a monthly payment schedule with the employee for the continuation of health benefits should the employee desire to continue with these benefits and in accordance with Section 4 of the Military Leave Policy.

3.5 Send the payment schedule to payroll.

4. Re-employment/Reinstatement After 15 Days or Less

Employee

4.1 Return to work at CNM on the next regularly scheduled workday following the completion of the military leave.

4.2 Submit to Human Resources military records, which indicate the employees rate of pay for the military duty during the leave.

Note:  These records are only necessary if the employee is requesting supplemental pay from CNM in accordance with Section 3.1 of the Military Leave Policy.

Human Resources

4.3 Process a New Hire/Change of Status Form returning the employee to regular pay status.

4.4 Process the New Hire/Change of Status Form to include the supplemental pay when requested.  Attach the military pay records of the employee to the New Hire/Change of Status Form and send to payroll for processing.

Payroll

4.5 Calculate the difference in pay between what the employee would have made with CNM and what was paid by the military.  If the military pay is less than what the employee would have made at CNM, then pay the difference as supplemental pay.  If the military pay is more than what the employee would have earned at CNM, no pay adjustment is necessary.

5. Re-employment/Reinstatement After More than 15 Days and Less than 31 Days

Employee

5.1 Report back to work on the first full regularly scheduled work day on the first full calendar day following the completion of the period of service and safe transportation home, plus an 8-hour period for rest.

Supervisor

5.2 Notify Human Resources of employee's return to work through written memorandum.

Human Resources

5.3 Process New Hire/Change of Status Form to take employee off leave without pay status and send to Payroll.

6. Re-employment/Reinstatement After More than 30 Days and Less than 181 Days

Employee

6.1 File a written request for reinstatement to the Human Resources Department within fourteen (14) days after discharge, separation or release from active service along with the military discharge papers.

6.1.1 If documents are not immediately available, the employee must bring them in as soon as they become available.

Human Resources Representative

6.2 Contact supervisor of date and time employee will be returning to work.  Reinstatement is made to the same position, or to a position of like status, pay and seniority.

6.3 Process New Hire/Change of Status Form to return the employee to active status and send to Payroll.

7. Re-employment/Reinstatement After More than 180 Days

Employee

7.1 File a written request for reinstatement to the Human Resources Department within ninety (90) days after discharge, separation or release from active service along with military discharge papers.

7.1.1 If documents are not immediately available, the employee must bring them in as soon as they become available.

Human Resources Representative

7.2 Contact supervisor of date and time employee will be returning to work.

Supervisor

7.3 If the original position is no longer available, identify an alternate position of like seniority, status, and pay that takes into account any promotions, pay increases, or other job changes they would have been eligible for if they had remained on the job.  This is done in conjunction with the Human Resources Representative.

8. Temporary Replacement Employee

Supervisor

8.1 Notify temporary replacement employee by memorandum that the position will end as of the date the employee returns from military leave.

8.2 Send copy of memorandum to Human Resources.

Human Resources Representative

8.3 Process the termination of the employee in accordance with the termination process.