State of TN Attendance & Leave Manual
INTRODUCTION
CHAPTER 1 – WORK SCHEDULES
CHAPTER 2 – LUNCH AND WELLNESS BREAKS
CHAPTER 3 – ADMINISTRATIVE LEAVE
- What is an unexcused absence?
- What is discretionary leave with pay?
- Is leave available for foster parent training?
- How does bereavement leave work?
- Is there leave for American Red Cross disaster response?
- Is time covered for discipline appeals discussions or hearings?
CHAPTER 4 – ANNUAL LEAVE
- Is annual leave transferable between state agencies?
- Do I have to use compensatory leave before annual leave?
- What happens if I exceed my maximum annual leave?
- How is annual leave scheduled and approved?
- How is leave accrued and adjusted between 37.5- and 40-hour schedules?
- What legal authority supports these policies?
CHAPTER 5 – SICK LEAVE
- What laws and rules govern the Sick Leave Bank and donated leave policies?
- Can an employee who is leaving state employment donate their sick leave?
- Is donating sick leave voluntary?
- Can donated sick leave be transferred retroactively?
- How are donated leave forms processed and tracked?
- How do employees donate sick leave to another employee?
CHAPTER 6 – FAMILY AND MEDICAL LEAVE ACT
- What records must be kept for employees using FMLA leave?
- What if the agency fails to provide required FMLA notices?
- When must medical certification or return-to-work information be provided to employees?
- What happens if the employee’s FMLA circumstances change?
- What written information must employees receive about FMLA leave?
- What are the requirements for notifying employees of their FMLA rights?
CHAPTER 7 – HOLIDAYS
- What laws and rules govern State holiday policies?
- How is holiday time handled for employees with irregular work schedules?
- Who is eligible for holiday pay and benefits?
- Do executive-level employees receive holiday credit if they work on a holiday?
- What holidays are recognized by the State of Tennessee?
- What legal holidays are observed by the State?
CHAPTER 8 – CIVIL LEAVE
- What leave applies if an employee is personally involved in a trial?
- What leave is used when an employee testifies in private litigation?
- Is leave charged when an employee serves as a government witness?
- Can an employee be penalized for serving on jury duty?
- Can employees keep the payment received for jury duty?
- How does jury duty affect employees who work night shifts?
CHAPTER 9 – EXTENDED LEAVE
- How does extended leave affect probation, service, and pay increases?
- What happens when an employee returns from military duty?
- What happens if an employee doesn’t return after extended leave?
- How is extended leave accounted for?
- When must employees use their leave before going on leave without pay?
- How does an employee request extended leave?
CHAPTER 10 – EDUCATIONAL LEAVE
- What is the purpose of educational leave with pay?
- How are employees compensated during educational leave with pay?
- How does educational leave affect service time and longevity?
- What laws and rules govern educational leave?
- Can an employee take educational leave without pay?
- How does educational leave affect annual and sick leave?
CHAPTER 11 – MILITARY LEAVE
CHAPTER 12 – SPECIAL LEAVE WITHOUT PAY
CHAPTER 13 – PARENTAL LEAVE
- Where can employees find information on using FMLA during parental leave?
- Can employees use parental leave without pay?
- Can employees use sick leave during parental leave?
- Can employees use compensatory time during parental leave?
- Can employees use annual leave during parental leave?
- What is Paid Parental Leave under the parental leave policy?
CHAPTER 14 – DIVISION OF CLAIMS ADMINISTRATION ABSENCE
- Are there special rules for certain safety and corrections employees injured in the line of duty?
- Can an injured employee still use sick leave benefits?
- What happens if the employee receives a monetary settlement from a third party?
- Can an employee receive compensation beyond assault pay while waiting for a claim decision?
- How long can an injured employee remain on regular payroll after an assault?
- When can an employee injured in an assault be kept on regular payroll without using sick leave?
CHAPTER 16 – TEMPORARY EMPLOYMENT OF RETIRED STATE EMPLOYEES
- Are retired employees eligible for longevity payments when rehired temporarily?
- When must a retired employee be separated after returning to temporary work?
- What is the appointment type and pay structure for retired employees who return to work?
- How long can a retired employee work after returning to state service?
- Can retired state employees return to temporary employment?
CHAPTER 17 – OVERTIME
- How are agency contributions handled in dual service arrangements?
- How are taxes and other deductions handled for dual service payments?
- How is compensation for dual service work processed?
- Can dual service work reduce the time an employee has for regular duties?
- When can employees be compensated for performing services for another state agency?
- Can a state employee work for another employer outside state government?
CHAPTER 18 – COMPENSATORY TIME
- What is compensatory time?
- Can executive level employees earn or use compensatory time?
- What are the limits for regular and premium compensatory overtime?
- What is the maximum amount of compensatory time I can accrue?
- What happens to compensatory time before terminal leave or separation?
- How is the value of compensatory time calculated?
CHAPTER 19 – FLSA ADMINSTRATIVE LEAVE WITH PAY FOR EXEMPT EMPLOYEES
- What should an employee do if they believe incorrect deductions were made to their paycheck?
- Can supervisors approve partial day leave if an exempt employee has no leave left?
- How should FLSA administrative leave be recorded?
- Can an exempt employee choose leave without pay if they have leave available?
- When can an exempt employee take a partial day of leave without pay?
- What is FLSA administrative leave with pay for exempt employees?
CHAPTER 20 – RESCHEDULING THE WORK WEEK
CHAPTER 21 – PREVIOUSLY ACCRUED LEAVE USED IN A NON-ACCRUING POSITION
CHAPTER 22 – LEAVE RECORDS
- What if an employee does not enter time in Edison?
- Do excused absences need to be reported to DOHR?
- Who can audit employee time sheets?
- How long must time sheets be audited and kept on file?
- How are separating employees and employees on extended leave paid?
- How are new employees paid during their first pay period?
CHAPTER 23 - PAID FAMILY LEAVE
- What if I do not qualify for FMLA at the time I need leave? Can I still take PFL?
- Can I take PFL if I have already exhausted my FMLA leave for the same qualifying situation? What about if I’ve exhausted my FMLA for a different condition?
- Can PFL be used retroactively?
- Will taking Paid Family Leave (PFL) affect an employee’s probationary period?
- Will PFL count towards retirement service credits?
- How/when is PFL to be entered in Edison, and what time reporting code is to be used? Who is responsible for entering it?
GLOSSARY
FAQs for TN State Government Employees-Accrued Leave Usage While on FMLA Leave
- What is the FMLA?
- Who is eligible for FMLA leave?
- What is the state’s policy on the use of an employee’s accrued leave while on FMLA?
- How does this affect Sick Leave Bank (SLB) Members?
- How do I elect to hold leave during my FMLA absence?
- Will choosing to hold my leave affect my FMLA status?