A. EMPLOYEE LEAVE

Effective January 1, 2011, the formula for leave accrual changes to the formula outlined below. Employees who have accrued leave under the previous formula will retain the leave they have already accumulated, but their future leave accrual and leave eligibility may change. Employees who carry forward a leave amount from 2010 but who have been employed less than 3 years, may only use the leave hours from 2010 until they reach their third year of employment. Employees who are not eligible for leave will have a set number of sick days credited to them on the anniversary of their hire. These sick days are intended to be used for illness only (employee or minor child) and cannot be used as annual leave days.

  • Employees who have been with Kokua for more than 90 days but less than one year will be eligible to use 3 paid sick days, if necessary. Unused sick days do not carry forward from one year of employment to the next. There will be no leave accrual during the first year of employment.
  • Employees who have been with Kokua for one year but less than two years will be eligible to use 5 paid sick days, if necessary. Unused sick days do not carry forward from one year of employment to the next. There will be no leave accrual for employees with less than 2 years of employment.
  • Employees who have been with Kokua for two years, but less than 3 years, will be eligible to use 7 paid sick days, if necessary. Unused sick days do not carry forward from one year of employment of the next. Annual leave will accumulate at a rate of one hour of leave for every 35 hours worked. Eligibility to use newly earned leave hours (not leave hours carried forward from 2010) does not begin until the 3rd anniversary of employment.
  • Employees who have been with Kokua for three years will accrue leave at a rate of 1 hour of leave for every 30 hours worked. Eligibility for using accrued leave begins at three years of employment.
  • Employees who have been with Kokua for 4 years will accumulate leave at a rate of 1 hour of leave for every 25 hours worked.
  • Employees who have been with Kokua for 5 years or more will accrue leave at a rate of 1 hour of leave for every 20 hours worked.

Use of leave should be approved as far in advance as possible by the Team Leader. Employees are responsible to complete Change of Schedule Forms and submit them for approval by the Team Leader.

Leave time may accumulate up to a maximum of 125 hours. Upon termination, some employees may eligible to be paid for accumulated leave. Employees who have been employed less than 3 years are not eligible to be paid for sick time allotted by Kokua. Employees who have been employed less than 3 years but who accumulated leave time prior to January 1, 2011 will be eligible to be paid for the remainder of their 2010 leave hours only. All employees who have been employed at least three years will be paid for the remainder of their accumulated leave, up to a maximum of 125 hours of leave.

B. LEAVE FOR TEAM LEADERS

Team Leaders who will be taking a leave of more than 48 hours must submit a Leave Request and an amended staffing schedule to their Service Coordinator for approval. A designated Team Leader needs to be appointed for the period of the leave.

C. FAMILY AND MEDICAL LEAVE

An employee who has worked at least 12 months and at least 1250 hours is entitled to 12 weeks of unpaid leave time during any 12 month period if:

  1. An employee has a serious health condition that makes him/her unable to perform the functions of his/her position, or
  2. To care for an employee’s spouse, parent or child who has a serious health condition; and/or
  3. To provide care for an employee’s new born, adopted or foster care child.

Employees who are eligible for Family and Medical Leave are entitled to be restored, at the end of their leave, to the same job position or an equivalent job with the same benefits, pay and other terms of employment. An employee who wants to request Family and Medical Leave must do so in writing to the Executive Director. The request should state the begin date and end date of the leave period and the reason for the leave. The employee will receive a written response to their request. Employee health benefits will be maintained for the period of the leave at the same level and conditions as if the employee continued to work. Any health premiums paid by the employee prior to the leave must continue to be paid by the employee during the leave period. Accumulated paid leave will be used concurrently with the unpaid leave time and will not extend the 12-week period. Unpaid leave will be granted when an employee’s paid leave hours have been exhausted.

D. SHARED LEAVE

Employees may donate a portion of their accrued leave time to a fellow employee who must miss work due to a situation covered under the Family and Medical Leave Act. It is not necessary for the employee to formally request Family and Medical Leave in order to be eligible to receive shared leave.

An employee wishing to donate leave to a co-worker should fill out a Shared Leave Donation Form and turn it in to the Executive Director for approval. The Executive Director will assure that the employee donating leave has sufficient accrued leave remaining to provide for his/her own needs.

E. UNPAID LEAVE OF ABSENCE

Requests for unpaid leave time that do not meet the criteria for Family and Medical Leave may be granted at the discretion of the Executive Director. Requests should be made in writing. Leave may be granted if it does not conflict with scheduled earned leave time already granted to other employees, if the employee’s absence does not cause a serious understaffing situation or if the schedule changes proposed do not result in the need for an authorization of overtime hours. Employees who take an unpaid leave of absence will not be eligible for paid medical benefits for any full month they are absent from work.

F. JURY DUTY

Kokua does not reimburse employees for serving jury duty. An employee may elect to use accumulated leave hours for an absence due to jury service.

G. UNPAID MILITARY LEAVE

It is the policy of Kokua to grant military leaves of absence as required by the Uniformed Services Employment and Reemployment Act (USERRA) and by the needs of employees who are members of the military service.

  1. Any full-time employee who is called to active military duty will be granted a military leave of absence provided the request is in writing and is accompanied by a valid copy of military orders. The duration of the leave shall be the term of enlistment plus any additional time that may be required by the government. It shall include a reasonable allowance of time for travel and adjustment. If the employee voluntarily re-enlists, the military leave will be cancelled and reinstatement privileges terminated.
  2. On return from military leave of absence, the employee will be reinstated as required by law, subject to these conditions:
    The employee must apply for reinstatement and return to work within 90 days of separation from active duty. Failure to comply will terminate military leave and reinstatement privileges.

    If the employee’s former job is not available, the company will provide a job of similar status and pay.

  3. When employees are called to military duty emergency conditions, adjustments and exceptions to this policy may be made as circumstances require.

H. PAID MILITARY LEAVE

An employee of Kokua who is a member of the National Guard or a reserve component of the Armed Forces of the United States, is entitled, upon written request, to a leave of absence not exceeding 15 working days in any year commencing Oct 1. Such leave will be granted without loss of time, pay or leave and without impairment of any other benefits to which the employee may be entitled. Military leave with pay will only be granted when an employee submits a copy of military orders to temporary active or training duty which designates the specific dates of such training. The leave will not be paid unless the employee returns to work on the next scheduled work day following the expiration of the period of duty.

Revised November, 2010