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HomeMy Public PortalAboutADM-128_Dept Head Absence Reporting & Documentation_Effective 07-18-2011 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES DEPARTMENT HEAD ABSENCE REPORTING & DOCUMENTATION Policy Number Effective Date Last Revision Page No. ADM-128 Previous 2011-01-A 07/18/2011 Page 1 of 4 Approved by: Greg Lewis, City Manager Section 1.0: Purpose To ensure the proper recording, documentation and management of department head personnel absences. Section 2.0: Scope This policy applies to all department heads in the City. Section 3.0: Definitions Authorization Sheet - Payroll document used for the weekly reporting of hours worked and leave hours/ days taken. City Manager - Highest level executive position within the City government, as established and set forth by the City Charter. City Manager Designee - A City employee that the City Manager has designated, in writing, as assuming all or part of the City Manager's duties in his or her absence. Department Head - A salaried, non-bargaining unit employee responsible for managing a City department, such as Public Works, Fire, Police, etc. Reporting relationship is to the City Manager. Department Head Outlook Calendar - Outlook Calendar located in the Public Folders directory, sub-directory, All Public Folders, used for recording and publishing department head absences. Finance Personnel - Personnel including Accounting, Finance, Payroll and Benefits employees. Payroll - see above, Finance Personnel Payroll Week - The workweek extending from Sunday to Saturday. Planned Absence - A foreseeable or other absence which allows for the advance written notification of a Department Head's intent to be absent from the workplace. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES DEPARTMENT HEAD ABSENCE REPORTING & DOCUMENTATION Policy Number Effective Date Last Revision Page No. ADM-128 Previous 2011-01-A 07/18/2011 Page 2 of 4 Approved by: Greg Lewis, City Manager Salaried Employee Time Record - Form used by salaried employees, including Department Head personnel, to request and record time away from the office due to sick, vacation, personal, or administrative absence. Form is not intended for use for FMLA (Family Medical Leave Act), other medical or workers compensation absences. This form is also used by Finance Personnel for recording and debiting department head absences. Unplanned Absence - An unforeseeable absence that does not allow for the advance written notification of a department head's intent to be absent from the workplace. Section 4.0: Policy Detail It is the City of Lebanon's policy that department head absences are accurately and timely recorded and fully documented so that effective communication and the proper management of resources and services are realized. Section 5.0: Procedures A. REQUESTS 1. Planned absences should be requested and documented on the Salaried Employee Time Record and timely submitted to the City Manager for his/her review and approval. Requests should be submitted as soon as possible, but in no instance with less than a 24-hour notice (requests with less than 24 hours’ notice should follow the procedure below for unplanned absences). Approval by the City Manager or his/her designee will be indicated by the dated signature on the Salaried Employee Time Record. Once approved, City Manager's Office personnel will forward a copy of the Salaried Employee Time Record to the Department Head and the original document to Payroll. No leave request under this policy will be deemed as approved until such time as the Salaried Employee Time Record has been signed and dated by the City Manager or his/her designee. 2. Unplanned absences should be documented on the Salaried Employee Time Record and timely submitted to the City Manager for his/her review and approval. Requests should be submitted as soon as possible. If the unplanned absence prevents the Department Head from personally City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES DEPARTMENT HEAD ABSENCE REPORTING & DOCUMENTATION Policy Number Effective Date Last Revision Page No. ADM-128 Previous 2011-01-A 07/18/2011 Page 3 of 4 Approved by: Greg Lewis, City Manager completing the form (i.e., out of the office), s/he may designate a responsible party to do so on his or her behalf (e.g., Deputy, Administrative Assistant, Department Secretary). If so designated, this party should sign the time record document with his or her own signature and the words, "On behalf of," followed by the Department Head's name. Approval by the City Manager or his/her designee will be indicated by the dated signature on the Salaried Employee Time Record. Once approved, City Manager's Office personnel will forward a copy of the Salaried Employee Time Record to the Department Head and the original document to Payroll. No leave request under this policy will be deemed as approved until such time as the Salaried Employee Time Record has been signed and dated by the City Manager or his/her designee. B. Payroll Weekly Reporting Both planned and unplanned absences under this policy must be further documented on the weekly Authorization Sheet. Both the Authorization Sheet and the Salaried Employee Time Record must be submitted to Payroll no later than the Monday morning of the week following the absence. C. Leave Request Changes Should a Department Head's absence subsequently vary from that previously requested and/ or recorded, a revised Salaried Employee Time Record must be submitted for approval to the City Manager or his/her designee. The Department Head should check the 'revised' box at the top of the Salaried Employee Time Record prior to submission and attach all previously submitted and related documents. Once approved, a copy of the revised Salaried Employee Time Record will be forwarded by City Manager's Office personnel to the Department Head and the original document to Payroll. When applicable, the Department Head should also submit a revised Authorization Sheet to Payroll. D. Department Head Outlook Calendar All department head absences should be further documented on the electronic Outlook Department Head Calendar (DHCal), located under the City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES DEPARTMENT HEAD ABSENCE REPORTING & DOCUMENTATION Policy Number Effective Date Last Revision Page No. ADM-128 Previous 2011-01-A 07/18/2011 Page 4 of 4 Approved by: Greg Lewis, City Manager Public Folders Outlook directory. Both planned and unplanned absences covered by this Policy should be documented on this calendar. Related Forms: Authorization Sheet Salaried Employee Time Record Discontinued Forms: Leave Request Form Section 6.0: References (Charter/Code/State Statues) Section 7.0: Policy & Procedure Revision History Section Revisions Date Original Adoption Amendment Amendment Amendment