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