3 VA MEDICAL CENTER APPENDIX A LOUISVILLE, KENTUCKY MEMORANDUM NO. 603-16-05-013 July 1, 2016 Category Leave Group Creditable Service Amount Accrued/ Authorized Maximum Leave Carryover Approving Authority Remarks Annual Leave FULL TIME Physician Dentist Podiatrist Optometrist 4 26 days per leave year 86 days Service Chief – 30 days or less (may be delegated) Medical Center Director – Greater than 30 consecutive days Vacation requests; personal business; in lieu of LWOP for Family Medical Leave Act No leave charged for administrative non-duty days FULL TIME Nurse PA Nurse Anesthetist 3 8 hours per pay period 685 hours FULL TIME All other employees (GS, WG) 1 Less than 3 years 4 hours per pay period 240 hours 2 3-15 years 6 hours per pay period (earns 10 hours last pay period of calendar year) 3 More than 15 years 8 hours per pay period PART TIME Physician Dentist Podiatrist Optometrist Nurse PA Nurse Anesthetist 3 1 hour for each 10 hours in a pay status 240 hours PART TIME All other employees (GS, WG) 1 Less than 3 years 1 hour for each 20 hours in a pay status 240 hours 2 3-15 years 1 hour for each 13 hours in a pay status 3 More than 15 years 1 hour for each 10 hours in a pay status A-1
Category Leave Group Creditable Service Amount Accrued/ Authorized Maximum Leave Carryover Approving Authority Remarks Advanced Annual Leave FULL TIME Physician Dentist Podiatrist Optometrist NTE 26 days at any time Medical Center Director *If temporary, cannot exceed the amount of leave which can be earned **Route through the Service Chief to HRMS FULL TIME Nurse PA Nurse Anesthetist NTE 208 hours at any time PART TIME Physician Dentist Podiatrist Optometrist Nurse PA Nurse Anesthetist Pro-rated based on hours worked 240 x FTEE (e.g., .5 = 120 hours) *see remarks All other employees (GS, WG) Cannot exceed amount that can be accumulated by the end of the leave year in which it’s granted Sick Leave FULL TIME Physician Dentist Podiatrist Optometrist 13 days per leave year Service Chief (may be delegated) Medical evidence may be required for absences exceeding three (3) consecutive workdays or any absence of sick leave after placement on sick leave restrictions FULL TIME All other employees 4 hours per pay period PART TIME All employees 1 hour for each 20 hours in a pay status
A-2 Category Leave Group Creditable Service Amount Accrued/ Authorized Maximum Leave Carryover Approving Authority Remarks Sick Leave for Family Care and Bereavement FULL TIME Physician Dentist Podiatrist Optometrist 13 work days Service Chief (may be delegated) *Pro-rated for part-time employees All other employees 104 hours Advanced Sick Leave FULL TIME Physician Dentist Podiatrist Optometrist 45 calendar days at any one time Medical Center Director *If temporary, cannot exceed amount of leave that can be earned during appointment *Cannot exceed 240 hours at any time (pro-rated for part time) FULL TIME Nurse PA Nurse Anesthetist NTE 360 hours at any time PART TIME Physician Dentist Podiatrist Optometrist Nurse PA Nurse Anesthetist Pro-rated based on hours worked 240 x FTEE (e.g., .5 = 120 hours) All other employees (GS, WG) 240 hours at any one time Leave Without Pay (LWOP) All employees 30 calendar days or less Service Chief May be used for extended illness, education, pending disability retirement, OWCP, etc. (FMLA request routed thru service chief to HRMS for review) Greater than 30 consecutive calendar days Medical Center Director
A-3 Category Leave Group Creditable Service Amount Accrued/ Authorized Maximum Leave Carryover Approving Authority Remarks Military Leave FULL TIME Physician Dentist Podiatrist Optometrist 15 days per fiscal year May carry over 15 days; max is 30 days Service Chief – 30 days or less (may be delegated) If military service is greater than 30 days, employee must submit orders or other acceptable military documentation and request must go through HRMS for review All other employees Up to 120 hours per fiscal year May carry over up to 120 unused hours; max is 240 hours Authorized Absence Excused Absence Up to 1 hour Service Chief (May be delegated) For tardiness only. See Appendix F No donations; or VA supported travel 7 calendar days or less Service Chief (May be delegated) Meeting, conventions, etc. Greater than 7 calendar days Medical Center Director Receipt of non-VA financial donation travel Any amount Medical Center Director Route to HRMS at least 6 weeks prior to first date of travel Training Any amount HRMS (with recommendation from service chief) Route through HRMS (see Appendix J) Court Leave/Jury Duty Jury Duty No fixed amount Service Chief Must submit evidence of actual time served on jury Court Leave or Official Duty No fixed amount Service Chief after consultation with HRMS Subpoena or summons; route to HRMS for review Family Medical Leave Act (FMLA) FMLA Up to 12 weeks per 12-month period (16 weeks for maternity/ paternity, if bargaining unit employee) Route through Service Chief to HRMS for review *Pro-rated for part-time employees Service Member FMLA – Care for Family Member Up to 26 weeks per 12-month period