Policy Owner and Effective Date

People and Culture
Effective Date: 1 November 2024
Version 1

Purpose

To provide information on the accrual, management and use of leave entitlements across the USA.

Scope

USA Employees only.

Policy Statement

Employees are entitled to leave in accordance with the relevant agreements or statutory provisions. Planned leave needs to be mutually agreed and consider workloads and the employee’s needs. Leave must be approved in advance, exceptions may be made when the employee can’t anticipate the absence.

Responsibilities

Employees

• • Submit leave requests in a timely manner for approval and payroll processing.
  • Use leave as soon as possible and prior to expiry (if applicable).
  • Notify manager/s of your intention to take leave as soon as possible.
  • Provide supporting documentation, where required.

Managers

• • • Discuss leave applications with employees prior to application, and consider business priority and team workload.
    • Approve leave requests in a timely manner for payroll processing.
    • Organise adequate resourcing/backfill in instances where an employee is on leave for an extended period.
    • Maintain contact with employee for absences over two days.
    • Direct employees to take leave when there is an excessive leave balance.

Company

• • Manage leave in accordance with the applicable workplace agreement, employment contract or employment law
  • Direct employees to take leave when there is an excessive leave balance

Leave Application Process

Employee’s must apply using the normal leave application process for their location. Leave should be discussed between the employee and manager and then applied for as far in advance as possible, where possible. Where an employee is out of the office for an extended period or unable to put through a leave application, a manager must submit a leave application on their behalf. Managers are responsible for maintaining contact with the employee during absences over two days to monitor progress and offer support. An employee/manager should attach supporting documentation to their application (e.g. a medical certificate) if appropriate. Not entering a leave application when the leave was taken is fraudulent and would result in disciplinary action An employee who is not able to attend work must notify their manager by phone as soon as possible and at least one hour before their regular shift start time. This allows time for alternative staffing (where required).

Vacation Leave Entitlement and Terms – New York City and Virigina

All permanent employees will be given 4 weeks prorated vacation leave per calendar year.  Employees are encouraged to use their leave entitlement throughout the year as from 31 December each year any unused leave will expire and will not be carried forward. In the event the employment relationship ends for any reason unused leave will not be paid out.

Vacation Leave Entitlement and Terms – California

All permanent employees will be given 4 weeks prorated vacation leaver per calendar year.  Employees are encouraged to use their leave entitlement throughout the year. From 31 December each year any unused leave will be carried forward however the Employees balance cannot exceed more than 30 days or 1.5x the entitlement at any time. In the event the employment relationship ends for any reason unused leave will be paid out.

Sick Leave

The Company Sick Leave policy is in line with state-based legislation and is detailed below. Sick Leave – New York City All permanent full-time employees will be given 5 days (40 hours) of sick leave on their anniversary date per year. Leave can be carried forward into the next year. Sick Leave will not be paid out in the event the employment relationship ends for any reason. Sick Leave – California All permanent full-time employees will be given 6 days (48 hours) of sick leave on their anniversary date per year. Leave can be carried forward into the next year however the total Sick Leave balance at any given time is capped at 9 days (72 hours). Sick Leave will not be paid out in the event the employment relationship ends for any reason. Sick Leave – Virginia Sick leave is not applicable in this state.