EMPLOYEE LEAVE POLICY (HR2415) REDLINED 5-19-2021.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 0509-1819-201921
Current Implementation Date: 0905-1819-201921
Approved by: Board Agenda Number: C-31-17-039-6-05
BOARD OF SUPERVISORS
Original Adoption Date: 12-17-2008
I. PURPOSE
To establishoutline Maricopa County’s plan for approved employee leaves of absence and to set forth the
policies for establishing administering employee leave practices.
II. AUTHORITY
This Policy is authorized by the Board of Supervisors pursuant to A.R.S.§11-251. All forms of leave not
specifically explicitly authorized allowed by this Policy are subject to approval by the Board of Supervisors.
III. APPLICATION
This Policy applies to all employees of Maricopa County elected offices and appointed departments as well
as the Flood Control District of Maricopa County and the Maricopa County Library District (Special Districts);
however, certain types of leave are granted only to certain types of employees. The Board of Supervisors is
authorized to jointly adopt policies applying to the Special Districts under the Intergovernmental Agreement,
C-06-18-393-6-00, approved on April 11, 2018. This Policy does not apply to individual Elected Officials.
IV. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive head of a Department,
or the designated representative authorized to act in this capacity.
A.B. Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act
(ADA): The federal law that prohibits discrimination against qualified individuals with disabilities and
requires employers to provide reasonable accommodations to qualified employees so they may perform
the essential job functions of their job. See ADA/ADAAA Reasonable Accommodation for Applicants and
Employees Policy (HR2429).
IV. Authorized Arizona Retirement System: The statutorily-authorized Arizona retirement system into
which a County employee contributes (e.g., Arizona State Retirement System, Public Safety Personnel
Retirement System, etc.).
C. Base Pay Rate: A rate of pay, exclusive of any differentials, incentives, or other pay.
D. Classified Employees: Employees covered by an applicable set ofthe Employee or Law Enforcement
Officers’ Merit SystemsRules (i.e. Employee Merit System Commission or Law Enforcement Officers Merit
System Commission). Probationary employees occupying classified positions follow the portions of this
Policy applying to Classified Employees even though they are in an at-will status until they complete
probation.
E. Contract Employees: At-will employees hired to work for a defined purpose or project and defined time
period (typically more than one (1) year but less than three (3) years).
F. County Manager: The single executive appointed by the Board of Supervisors, or the designated
representative authorized to act in that capacity.

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
G. Credited Service: The amount of credited service time on account with the Aauthorized Arizona
Rretirement Ssystem into which the employee currently contributes (e.g., Arizona State Retirement
System, Public Safety Personnel Retirement System, etc.), or the number of continuous years of service
with Maricopa County, whichever is greater. For purposes of this definition, rRetirement from a position in
one Authorized Arizona Rretirement Ssystem and re-hire into a position in another Authorized Arizona
Rretirement Ssystem (e.g. from Public Safety Personnel Retirement System into Arizona State Retirement
System) on the next business or scheduled work day does not constitute continuous service. Individuals
who are re-employed with Maricopa County after retiring from an Authorized Arizona Rretirement Ssystem
do not receive prior service credit upon re-employment.
H. Executive Compensation Package: A package of compensation, benefits, and leave options established
for executive positions equivalent to department deputy director or above.
I. Family and Medical Leave Act (FMLA): The federal law (29 U.S.C. § 2601 et seq.) conferring job-
protected unpaid leave for eligible employees for a qualifying purpose. See Family and Medical Leave Act
(FMLA) Approved Leaves of Absence Policy (HR2413).
J. Furlough: Mandatory unpaid leave imposed on employees as the result of a budget deficit.
K. Head Start Contract Employees: At-will employees in Human Services Education Division who do not
typically work year year-round.
L. HR Director: The Maricopa single executive appointed as the director of County Human Resources
Director, or the designated representative authorized to act in thisat capacity.
M. Leave Adjustment Incentive: Increased vacation and sick leave accrual rates and/or hours added to
employees’ leave banks when their positions are identified as critical and difficult to fill or retain.
N. Initial Probation: A specified period of time following the employment of employees in budgeted positions
in classified service, during which they serve in an at-will status, and may be released from employment
for or without cause. Employees serve an initial probation period upon their hire, promotion, voluntary
demotion, or transfer into classified positions.
O. Recognition Leave: Additional paid leave awarded to incentivize and recognize employees for
outstanding contributions that clearly demonstrate excellence on a project, task, or function.
P. Temporary Employees: At-will employees hired to work less than one (1) year or sporadically on an as-
needed basis (e.g. election workers).
Q. Unclassified Employees: At-will employees not covered by the Employee Merit System as determined
by the Board of Supervisors or the Law Enforcement Officers’ Merit Systems.
V. VACATION TIME
A. Purpose: Vacation Time may be used:
1. On a discretionary basis for any purpose, subject to the department’s needs andal approval processes
established by the Appointing Authority, and based on the Department’s business needs.
2. For any Sick Leave event if the employee has insufficient Sick Leave to cover the event.
3. Must be used for qualifying leave under the FMLA where there is insufficient Sick Leave.
B. Eligibility: Only Classified, Unclassified, Contract, and Head Start Contract Employees whose standard
hours are at least 20 hours per week are eligible to accrue or receive Vacation Time. Contract and Head
Start Contract Employees may receive an annual lump sum of Vacation Time not to exceed the amount
that a Classified Employee with equivalent Credited Service would accrue in a calendar year on a prorated
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
basis. Temporary Employees are not eligible.
C. Accruals: Vacation Time is accrued by Classified and Unclassified Employees who are in a pay status of
40 hours per week as follows:
MONTHS OF CREDITED HOURS PER HOURS PER
SERVICE PAY PERIOD YEAR
0 -36 months 4.65 120.9
37-72 months 5.55 144.3
73-120 months 6.90 179.4
121-180 months 7.90 205.4
181-228 months 8.50 221.0
229 months plus 8.80 228.8
Vacation Time accruals are prorated for Classified and Unclassified Employees in a paid status of 20 to
39.99 hours per week.
D. Impact of Absences on Vacation Time Accruals: Vacation Time accrues during any approved paid
absence, but not during any Leave Without Pay (LWO). Vacation Time accrues on a prorated basis during
pay periods where LWO for some, but not all of the pay period is used.
E. Maximum Hours of Vacation Time Carried Over from One Calendar Year to the Next:
Classified Unclassified Contract/Head Start Contract
240 Hours 320 Hours No Hours
Hours in excess ofover these maximums for Classified and Unclassified Employees are transferred to the
employees’ Sick Leave balances at the end of each calendar year.
F. Use of Vacation Time: Use of Vacation Time is subject to the departmental approval processes
established by the Appointing Authority and the following requirements and restrictions:
1. Advance Approval: If the need to usefor Vacation Time is foreseeable, employees must request and
receive be granted approval at least two (2) business days in advance of the vacation hourstime off
requested, unless the department’s written policy requires a longer advanced noticeperiod of time.
2. Unscheduled Leave: Employees with an unforeseeable If the need to usefor Vacation Time is
unforeseeable, employees must notify their department of the need for the leave as soon as
practicable following the department’s approval procedure. The Appointing Authority may require the
employees to disclose the circumstances warranting approval of the need for unscheduled Vacation
Time. If the Appointing Authority determines that the documentation or the reasons provided or
documentation submitted by the employee is are inadequate, or if the employee is unable to provide
any documentation or corroboration for the absence, the Appointing Authority has the discretion to
disapprove the use of Vacation Time. In such a situation, the Appointing Authority may consult with
Human Resources or legal counsel to determine whether it is appropriate to code the absence as
LWO and discipline the employee for the unauthorized absence.
3. Short Term Disability (STD) Requirement: Employees who have STD insurance must use Sick Leave,
Vacation Time, and Leave Without Pay (in that order) during any applicable waiting period until the
STD benefit begins.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
4. Workers’ Compensation Requirement: Employees injured on the job must use Sick Leave, Vacation
Time, and Leave Without Pay (in that order) during any applicable waiting period before workers’
compensation benefits begin. Employees may also elect to augment their workers’ compensation
wage benefits with Sick Leave and Vacation Time (in that order).
5. Resignation: Employees who are resigning from employment shall not be allowed to “burn off” their
paid leave by using Vacation Time or Sick Leave to extend their last day.
6. Vacation Time cannot be frontloaded in the last pay period of the calendar year to cover vacation
hours taken in January for the purpose of keeping Vacation Time that would otherwise roll over to
Sick Leave at the end of the year (e.g., recording 24 hours of Vacation Time on December 31st to
cover hours on January 2nd and 3rd).
G. Payout of Vacation Time Upon Separation from Employment: Classified and Unclassified Employees
who have completed at least twelve (12) months of continuous employment with the County (non-
temporary, non-contract) prior to separation shall have their accrued Vacation Time paid out at their
current Base Pay Rate. Contract and Head Start Contract Employees are not eligible for this payout.
H. Donation of Vacation Time: Classified and Unclassified Employees who have completed at least twelve
(12) months of continuous employment with the County (non-temporary, non-contract) may donate their
accrued Vacation Time to another employee’s Sick Leave balance. Temporary Employees or employees
receiving Workers’ Compensation, Short Term Disability, or Long Term Disability benefits are not eligible
to receive donated leave.
1. Recipient Eligibility: A donation of Vacation Time is permitted where the donation will assist another
Classified, Unclassified, Contract, or Head Start Contract Employee (the “Recipient”) whose standard
hours are at least 20 hours per week and whose Sick Leave and Vacation Time are insufficient to
cover an absence caused by a qualifying FMLAserious health condition as defined by the FMLA
reason for the Recipient or his/her “Immediate Family Member”.
For purposes of donation of Vacation Time, “Immediate Family Member” includes Recipient’s spouse
to whom he/she is legally married under the laws of any state, child (biological, adopted, foster, step,
legal ward, or child to whom the Recipient stands in loco parentis), or parent (biological, adopted,
foster, step, or individual who stood in loco parentis to the Recipient when he/she was a child).
2. Cap: One qualifying event per year (rolling year from the start of the event).
3. Maximum: Recipient may receive up to six (6) months ( (1040 hours for a full-time employees),
prorated for part-time employees), of donated Vacation Time for each qualifying event which may be
used consecutively or intermittently.
4. Employees do not accrue leave on paid donated Vacation Time.
5. The dollar value of donated Vacation Time is adjusted proportionately to the Base Pay Rate of the
Recipient for purposes of calculating the hours to be added to the Recipient’s Sick Leave balance.
6. Once donated to the Recipient, Vacation Time shall not be returned to the donor.
7. If there is insufficient leave donated for the pay period, the remaining hours will be LWO.
8. Department Approval: To request department approval for donations of leave, a Recipients should
submit the following to their Appointing Authority:
a. A written donation of leave request signed and dated by the Recipient; and
b. Documentation from a health care provider which states that the Recipient or his/her “Immediate
Family Member” is under the care of the provider for a serious health condition as defined by the
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
FMLA that is expected to cause an absence from work of at least two (2) consecutive weeks or
that states the need for intermittent medical treatment for radiation, chemotherapy, or dialysis.
9. HR Director Approval: The Appointing Authority must submits a request to the HR Director or designee
for authorization to solicit department employees for donations of leave.that states The request must
state that:
a. The need for leave is for a serious health condition as defined by the FMLA for the Recipient or
his/her “Immediate Family Member”.
b. The Recipient has exhausted or will have exhausted all of his/her Sick Leave and Vacation Time
before thehis/her anticipated return date and.
c.b. The situation giving rise to the donation of leave request is expected to because an absence
absent from work of for at least two (2) consecutive weeks.
VI. SICK LEAVE
A. Purpose: Sick Leave (which includes Earned Paid Sick Time as defined by A.R.S. §Section 23 -371 et
seq.) is a paid absence for an eligible employee who is absent due to:
1. Personal illness or injury.
2. An FMLA-qualifying event.
3. Preventative, routine, and unexpected medical or dental appointments for the employee or employee’s
“Family Member”.
4. Occasions that require the employee to care for a “Family Member” who is ill or injured.
5. Domestic violence, sexual violence, abuse, or stalking as defined by state law.
6. Any other purpose authorized by state law.
B. Within the context of Sick Leave, a “Family Member” includes an employee’s:
C.B. Spouse (, the person to whom the employee is legally married under the laws of any state), domestic
partner (the person to whom the employee is registered as a domestic partner under the laws of any state
or political subdivision), as well as the employee’s, or spouse’s, or domestic partner’s:
1. Child (biological, adopted, foster, step, legal ward, or child to whom the employee or spouse stands
in loco parentis currently or when the child was a minor).
2. Parent (biological, adopted, foster, step, legal guardian, or any person who stood in loco parentis
when the employee, or spouse, or domestic partner was a minor child).
3. Grandparent or grandchild (biological, adopted, foster, or step).
4. Sibling (biological, adopted, foster, or step).
5. Any other individual related by blood or affinity whose close association with the employee is the
equivalent of a family relationship.
D.C. Eligibility: Employees are eligible to accrue Sick Leave beginning on the first day of employment with
the County and may usebegin using Sick Leaveit as it is earned.
E.D. Accruals:
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
1. Classified Employees: Accrue Sick Leave at the rate of one hour for every 30 hours worked (.0333)
up to a fixed total in each calendar year based upon months of credited service.
Classified Employees
MONTHS OF ACCRUED SICK LEAVE TOTAL PER
CREDITED SERVICE PER PAID HOUR YEAR CAP
0-36 Months .0333 40.0
37-72 Months .0333 48.1
73 Months plus .0333 59.8
2. Unclassified Employees: Accrue Sick Leave in increments based upon months of credited service and
with the earnings capped at the totals set forth below.
Unclassified Employees
MONTHS OF ACCRUED SICK LEAVE TOTAL PER
CREDITED SERVICE PER PAID HOUR YEAR CAP
0-36 Months .03875 80.6
37-72 Months .04625 96.2
73 Months plus .05750 119.6
3. Classified and Unclassified Employees: For purposes of this provision for Classified and Unclassified
employees, “hours worked” includes actual hours worked as well as any time in a paid leave status.
4. Temporary, Contract, and Head Start Contract Employees: Accrue one hour of Sick Leave for every
30 hours worked (.0333 per hour) with a maximum of 40 hours per calendar year.
For purposes of these employees, “hours worked” includes only actual hours worked and does not
include paid leave time.
Temporary, Contract, and Head Start Contract Employees
MONTHS OF ACCRUED SICK LEAVE TOTAL PER
CREDITED SERVICE PER PAID HOUR YEAR CAP
Any .0333 40
Temporary, Contract, and Head Start Contract Employees can only use up to 40 hours of Sick Leave
each calendar year regardless of their Sick Leave balance. When Temporary, Contract, and Head
Start Contract Employees’ work or contracts end, any Sick Leave remaining is forfeited subject only
to the reinstatement provisions set forthoutlined in this Policy.
5. Full-time Exempt Employees: AAccrue Sick Leave on up to 80 paid hours a pay periodbased upon a
maximum of 80 paid hours in a pay period. Exempt employees who record less than 80 paid hours in
a pay period will accrue Sick Leaveat a prorated amount based upon the total number of paid hours.
Exempt employees will not accrue Sick Leave on more than 80 paid hours in a pay period.
F.E. Use of Sick Leave: Employees are eligible to use Sick Leave subject to the following:
1. Sick Leave must be used in accordance with this Policy. Acceptable documentation or proof of illness
may be required for consecutive absences of three (3) or more consecutive days. Supervisors must
consult their HR liaison before requesting documentation.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
2. Employees must make a good faith effort to provide as much advance notice of foreseeable
appointments as possible and make a reasonable effort to schedule foreseeable medical or dental
appointments so that they do not interfere with County or department business operations.
3. Employees mustshall request tothe use of Sick Leave, and whenever possible, include the expected
duration of the absence. Departments may develop specific written call-out procedures for
unforeseeable absences. An employee’s request to use Sick Leave shall not require documentation
(other than for an absence of three or more consecutive days) for up to the first 40 hours taken in a
calendar year. If an employee requests to use more than 40 hours of Sick Leave in a calendar year,
the employee may be required to submit documentation substantiating the need to use additional Sick
Leave.
4. FMLA: If employees or their qualifying family members have a qualifying event under the FMLA, the
provisions of federal law and County policy shall be followed. (See HR2413.)
5. Short Term Disability (STD) Requirement: Employees who have STD insurance must use Sick Leave,
Vacation Time, and Leave Without Pay (in that order) during any applicable waiting period until the
STD benefit begins.
6. Workers’ Compensation Requirement: Employees injured on the job must use Sick Leave, Vacation
Time, and Leave Without Pay (in that order) during any applicable waiting period before workers’
compensation benefits begin. Employees may also elect to augment their workers’ compensation
wage benefits with Sick Leave and Vacation Time (in that order).
7. Resignation: Employees who submitturn in their resignation from employment shall not be allowed to
“burn off” their paid leave by using Sick Leave or Vacation Time to extend their last day.
G.F. Discretion to Send Employees Home: Supervisors maycan send employees home if they:
1. Come to work ill; or
2. Develop or exhibit an illness or condition while at work which, impairs their ability to be productive or
which could jeopardize the health or physical safety of co-workers or the public.
Any resulting lost work time is charged against employees’ Sick Leave, Vacation Time, and Leave Without
Pay (in that order).
H.G. Restrictions on Disciplinary Actions Relating to Use of Sick Leave: No eEmployees may not
be subject to disciplined under any time or attendance policy due tofor their use of Sick Leave protected
by the FMLA or ADA or their first 40 hours of Sick Leave of up to 40 hours in a calendar year. However,
failure to follow a written departmental Sick Leave call-out procedure, a copy ofs which has been provided
to employees, for the use of Sick Leave may result in disciplinary action absent extenuating
circumstances.
After an employee has usesd 40 hours of Sick Leave in a calendar year, any additional uses of Sick Leave
may be subject to the restrictions of a departmental time or attendance policy, including possible discipline
for poor attendance unrelated to the protected 40 hours of Sick Leave. No departmental time or attendance
policy can provide for disciplinary action for any leaveabsences that isare protected by the FMLA or
authorized as an accommodation under the Americans with Disabilities Act (ADA).
I.H. Retaliation: No employees shall be subject to retaliation or discrimination for using leave protected by
state or federal law or for filing any complaint relating to their use of leave protected by state or federal
law. Employees who believe they have been subjected to unfair treatment as a result of their use of leave
protected by state or federal law, should follow the complaint process outlined in HR 2405 (Employee
Workplace Concerns) or HR 2406 (Prohibition Against Discrimination, Harassment, and Retaliation).
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
VII. HOLIDAY PAY
A. Legal Paid Holidays: The County has 10 paid holidays (New Year's Day, Martin Luther King, Jr./Civil
Rights Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving
Day, the Friday after Thanksgiving Day, and Christmas Day).
1. The Legal Paid Holidays currently observed by County employees may be automatically revised as
the result of subsequent legislative changes.
2. A holiday that falls on a Sunday is observed on the following Monday and a holiday that falls on a
Saturday is observed on the preceding Friday.
B. Eligibility: Classified, Unclassified, Contract, and Head Start Contract Employees who are not required
to work on a Legal Holiday shall be compensated paid for the holiday if they are in a paid status (e.g.,
regular hours worked, Vacation Time, Sick Leave or any other paid leave) on their scheduled day before
and after the Legal Paid Holiday. Temporary Employees and employees with standard hours of less than
20 hours per week are not eligible for Holiday Pay.
C. Holiday Pay Rules:
1. Vacation Time and Sick Leave will not be deducted for a Legal Paid Holiday that falls within a group
of days where an employee uses Vacation Time or Sick Leave.
a. Employees with standard hours of 40 hours per week receive eight (8) hours of compensation for
a Legal Paid Holiday. Employees with standard hours of 20 to 39.99 hours per week receive a
prorated amount for the holiday based on their standard hours.
2. Employees working a flexible schedule (e.g., four 10 hour days or a 9/80 schedule) receive no more
than eight (8) hours pay for a Legal Paid Holiday. Subject to their supervisors’ discretion, employees
working flexible schedules in a week in which there is a Legal Paid Holiday have the following options:
a. Use Vacation Time to make up the difference between the eight (8) hours of Holiday pPay for the
holiday and their remaining scheduled hours; or
b. Adjust their work schedules to make up the time provided that the time is made up within the same
work week in which the holiday occurred.
D. Holidays Worked: Classified, Unclassified, Contract, and Head Start Contract Employees required by
their Appointing Authority to work a Legal Paid Holiday are compensated as follows:
1. Non-exempt Employees: Up to eight (8) hours Holiday Pay based on the employee’s standard hours
and pay for the hours actually worked. Holiday Pay does not count as time worked forfor the purpose
of calculating overtime eligibility. At the discretion of the Appointing Authority, non-exempt employees
who are required to work on a Legal Paid Holiday may receive equal time off (an hour for an hour
actually worked on the holiday up to a maximum of 8 hours) from the employees’ standard hours
within the same workweek in which the Legal Paid Holiday occurs.
2. Exempt Employees: Exempt employees’ work schedules should be adjusted to ensure no more than
80 hours of pay is received (which includes regular hours worked, approved leave hours, and Holiday
Pay) during the pay period in which the Legal Paid Holiday occurs. If the Appointing Authority is unable
to adjust the employees’ work schedules, in addition to regular hours worked, they will receive Holiday
Pay for the hours worked on the Legal Paid Holiday up to a maximum of eight (8) hours.
VIII. FLOATING PERSONAL DAYS
A. Eligibility: Classified and Unclassified Employees whose standard hours are 40 hours per week
receiveare granted eight (8) hours of paid leave each calendar year as a Floating Personal Day (prorated
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
for those whose standard hours are 20 to 39 hours per week). Contract, Head Start Contract, and
Temporary Employees are not eligible for Floating Personal Days.
B. Use of Floating Personal Day: Use of Floating Personal Days Mustis subject to be pre-approvedal
according to the department’s needs andal approval processes and the needs of the department, and will
not be approved after the fact for an unanticipated absence from work.
C. Expiration: Floating Personal Days eExpire at the close of business on December 31st of each calendar
year and are not paid out when employees leave County service.
IX. RECOGNITION LEAVE
A. Purpose: Appointing Authorities may award Recognition Leave for clearly demonstrated excellence
(significant and distinct results that set the employeem apart from peers and has have a positive impact
on the department or County) on a project, task, or function that has occurred within the last 12 months:
1. Equal to the hours of an employee’s regular daily shift.
2. Not to exceed one recognition per employee during a calendar year.
3. No more than approximately 10% of a department’s workforce may receive Recognition Leave in a
calendar year.
B. Eligibility: Full-time Classified, Unclassified, Contract, and Head Start Contract Employees. Part-time
employees, Temporary Employees, employees who are not eligible for leave, and employees who have
received discipline in the form of a Reprimand or higher in the previous 24 months are not eligible.
Recognition Leave is reserved as a retention tool for a department’s strongest performers. The fact that
an employee is eligible does not guarantee that the employee will receive an award. An employee who
receives an award one year is not guaranteed to receive it again the next year.
C. Use of Recognition Leave:
1. An employee’s ability to use Recognition Leave mMust be pre-approved according to the department’s
needs andal approval processes and is subject to the needs of the department.
2. An employee may request to use Recognition Leave may be used starting the pay period it is loaded
into the County’s leave management system and may not be used it prior tobefore the current pay
period in which the department approves its use.
D. Expiration: Recognition Leave expires at the close of business on December 31st of each calendar year
and is not paid out when employees leave County service.
X. BEREAVEMENT LEAVE
A. Eligibility: With the approval of the Appointing Authority, Classified, Unclassified, Contract, or Head Start
Contract Employees may receive paid Bereavement Leave for the death of a “Family Member”. The
Appointing Authority may require documentation substantiating the need for leave.
For purposes of Bereavement Leave, “Family Member” includes: an employee’s spouse to whom he/she
is legally married under the laws of any state, parents (biological, adoptive, foster, step, in-law, or individual
who stood in loco parentis to the employee when he/she was a child), sibling (biological, adopted, foster,
step, in-law, or half), child (biological, adopted, foster, step, son/daughter-in-law, or child to whom the
employee stands in loco parentis), grandparents (biological, adopted, step, or in-law), grandchildren,
custodial persons, a reportable occurrence under Arizona law of fetal death of a listed relation, and the
employee’s aunts, uncles, nieces, nephews, or first cousins.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
B. Leave: For each occurrence of the death of a “Family Member,” eligible full-time employees may receive
up to (prorated for eligible part-time employees):
1. 24 hours when travel outside of Arizona is not required.
2. 40 hours when travel outside of Arizona is required.
2.3. An additional 16 hours is granted for the death of an employee’s spouse, child (biological, adopted,
foster, or step), or parent.
Bereavement Leave may be taken intermittently and must be used within 12 months of the death of the
“Family Member”.
C. Additional Time Needed: Bereavement Leave may also be taken in conjunction with other forms of
qualifying leave (e.g., Vacation Time) subject to the provisions of this Policy.
XI. CIVIC DUTY LEAVE
A. Purpose: Civic Duty Leave may be used:
1. To exercise the right to vote consistent with state law, or
2. For other authorized civic activities that have been pre-authorized by the Board of Supervisors or
County Manager (e.g., Combined Charitable Campaign events, or assisting the Maricopa County
Elections Department with elections and related activities).
B. Eligibility: For purposes of voting, all employees eligible to vote may receive Civic Duty Leave as outlined
below. For all other purposes of Civic Duty Leave, Classified, Unclassified, Contract, and Head Start
Contract Employees may be eligible.
C. Use of Civic Duty Leave:
1. To Vote: All employees eligible to vote may receive up to three (3) hours to vote in an election if their
scheduled shift does not permit a three (3) consecutive hour period in which the polls are open for
them to vote.
a. Civic Duty Leave to vote shouldmust be requested prior tobefore the day of the election.
b. The Appointing Authority may designate the hours when the employee may be absent from the
workplace and require evidence of eligibility to vote.
2. All other Approved Civic Duty Events: Employees’ (excluding Temporary Employees) ability to attend
pre-authorized events is dependent upon the needs of the department and is subject to the
department’sal needs and approval processes.
XII. JURY DUTY LEAVE
A. Eligibility: Classified, Unclassified, Contract, and Head Start Contract Employees are compensated
for their standard hours during which they report to serve or are serving on a municipal, county, state, or
federal jury. Temporary Employees are not eligible.
B. Use of Jury Duty Leave:
1. Employees must follow departmental approval processes and provide notice of the summons in
advance of the scheduled jury duty. Departments may require verification of the jury duty.
2. Employees who attend jury duty for fewer hours than they are scheduled to work (e.g., an employee
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
on a 4/10 schedule attends 8 hours of jury duty or a regularly scheduled employee attends 6 hours of
jury duty), may, subject to the discretion of the Appointing Authority:
a. Work the remaining scheduled hours for that day on the same day or within the same work week
that they attended jury duty; or
b. Use Vacation Time.
3. Employees on an alternative work schedule (e.g., 4 days/10 hours) are paid for all their standard hours
during which they were actually on jury duty (e.g., an employee scheduled to work 4 days/10 hours
who attends jury duty for 8 hours receives 8 hours of jury duty pay).
4. Employees summoned for jury duty who work on a second or third shift must have their schedule
altered to permit them to fulfill their obligation to attend jury duty.
5. Waiting to Call: When employees are required to call during the workday to find out if they need to
report to jury duty that day, they are not eligible for Jury Duty Leave pay. Employees should report to
work as per their regular schedule until they call and find out if they are required to report for jury duty.
6. Jury Duty Payment: Employees keep their jury duty payment from the Court. Employees’ regular pay
is reduced by this payment, excluding mileage reimbursement, unless the employees attend jury duty
during their regularly scheduled days off, while using Vacation Time or Leave Without Pay, or while
absent on FMLA leave.
XIII. WITNESS LEAVE
A. Eligibility: Classified, Unclassified, Contract, and Head Start Contract Employees shall receive paid
Witness Leave when noticed as a witness, subpoenaed to testify in a legal action arising from County
work-related events, or subpoenaed by a governmental entity to testify in an unrelated action to the
employee’s work. Temporary Employees are not eligible.
B. Use of Witness Leave: Employees must follow departmental approval processes and provide a copy of
the subpoena in advance of the date on which they are ordered to appear.
XIV. CRIME VICTIM LEAVE
A. Purpose: Employees who are the victim of a criminal offense or who are an immediate relation (spouse,
parent, child, sibling, grandparent, or any other person related to the person by consanguinity or affinity
to the second degree), or any other lawful representative of a person who has been killed or incapacitated
during a criminal offense, may use their Sick Leave, Vacation Time, or LWOP in any combination to attend
court proceedings related to the crime.
B. Reasons for Crime Victim Leave: Specifically, victims of juvenile offenses are given the right to leave
work to be present at proceedings under A.R.S. §8-395 (post-conviction release hearing), §8-400 (any
hearing at which the accused has the right to be present), §8-401 (detention hearing), §8-402 (post-arrest
release hearing), §8-403 (plea negotiation hearing); §8-405 (disposition hearing), §8-406 (probation
modification or termination hearing), and/or §8-415 (reexamination proceeding).
Similarly, victims of adult offenses are given the right to leave work to be present at proceedings under
A.R.S. §13-4414 (post-conviction release hearing), §13-4420 (any proceedings at which the defendant
has a right to be present), §13-4421 (initial appearance), §13-4422 (post-arrest release hearing), §13-
4423 (plea negotiation hearing), §13-4426 (sentencing), §13-4427 (probation modification or termination),
and §13-4436 (re-examination proceeding).
C. Eligibility: All Employees (Classified, Unclassified, Contract, Head Start Contract, and Temporary).
D. Use of Crime Victim Leave: Leave to attend court proceedings is subject to the department’s needs,must
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
follow departmental approval processes, and is subject to the needs of the department and the
requirements below.
1. Employees seeking to use Victim Leave must provide the Appointing Authority:
a. A request for Victim Leave at least two weeks in advance of such leave, unless such advance
time is not practicable or foreseeable.
b. A copy of the form or information provided by the law enforcement agency related to the crime.
c. If applicable, a copy of the notice of each scheduled proceeding that is provided to the victim by
the agency that is responsible for providing notice to the victim.
2. Appointing Authorities who receive documentation qualifying employees for Crime Victim Leave:
a. Will approve the leave requested to attend proceedings at the dates and times specified unless
such leave creates an undue hardship on the department (significant difficulty and expense to the
department taking into consideration the department's size and resources and the critical need of
the employee). Accrued balances must be sufficient for the paid time, or Leave Without Pay may
be granted as requested.
i. Victims may notify the prosecutors if exercising their rights under this section would create an
undue hardship for the County, so that the prosecutors can communicate the notice to the
courts during the scheduling of proceedings where the victims have the right to be present.
ii. Care must be taken when documenting the leave to protect the confidentiality and privacy
rights of the employee. All records related to Victim Leave will be afforded the same
safeguards as other confidential, personal information.
b. Shall not refuse to hire or employ, to bar or to discharge from employment, or to discriminate
against an individual in any terms, conditions, or privileges of employment because the individual
leaves work pursuant to the provisions of this section.
XV. MILITARY LEAVE
A. Short and long-term Military Leave shall be granted in accordance with all state and federal laws.
B. Employees on Military Leave are eligible to remain on County benefits for up to 24 months. The County
will pay the employer portion of such benefits for up to one (1) year of that time; the employee would have
to cover the employer portion of such benefits beyond the one (1) year.
XVI. ADMINISTRATIVE LEAVE WITH PAY
Appointing Authorities may authorize Administrative Leave with Pay may be authorized for any employee’s for
their standard work hours when:
A. The employee should be removed from the workplace for allegedly engaging in misconduct that will likely
result in discipline.
B. The employee is under investigation or during a notice period.
C. It is in the County’s best interest not to have an employee who resigned work through his/her last day.
Leave granted for any of these reasons::
1. Requires the Appointing Authority to consult with the HR Director monthly, when applicable, to
determine whether the leave should continue.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
1.2. Requires County Manager approval to continue the leave beyond 180 calendar days.
At the Appointing Authority’s discretion, to interview for another position within the County.
When the Appointing Authority determines that an employee should be removed from the workplace.
Leave granted for this reason:
. Requires the Appointing Authority to consult with the HR Director monthly, when applicable, to
determine whether the leave should continue.
. Requires County Manager approval to continue the leave beyond 180 calendar days.
XXI.XVII. EMERGENCY LEAVE WITH PAY
Emergency Leave with Pay may be authorized to coverfor any employee’s for their standard work hours if
authorized:
A. If authorized bBy the County Manager for emergenciesy situations.
B. If authorized vVia a declaration by the Board of Supervisors or the Governor of the State of Arizona that
a state of emergency or, disaster, or grief exists.
XXII.XVIII. LEAVE WITHOUT PAY
A. Eligibility: LWO may be taken by employees eligible to take leave under the FMLA or in the event the
employee’s leave has been authorized as an accommodation under the ADA. Otherwise, Classified and
Unclassified Employees may submit a written request to take a leave of absence without pay of up to six
(6) months;. Aapproval of whichsuch requests is shall be subject to the discretion of the Appointing
Authority and based on the needs of the department.
B. Use of Leave Without Pay:
1. All accrued and available paid leave must be exhausted before an employee may be placed on Leave
Without Pay unless the situation falls under Section V.F. above or the employee is on protected Military
Leave and chooses not to use earned paid leave.
2. If an employee will be on Leave Without Pay for a full pay period or more, the Appointing Authority
must submit a Personnel Action Form indicating the leave to Human Resources.
3. Employees do not accrue Vacation Time or Sick Leave during periods of Leave Without Pay.
XXIII.XIX. FURLOUGH
A. Purpose: A Furlough is a mandatory unpaid leave of one or more days imposed by departments to
accomplish a budget reduction as a result of a budget deficit.
B. Every department contemplating the need for a Furlough must comply with the provisions of HR2403,
“Reductions in Force and Furloughs,” and with any related budget policies.
C. Eligibility: All employees may be subject to Furloughs.
D. Furlough Rules:
1. Furlough time must be taken in full work day increments or the residual mandatory Furlough time of
less than a full work day may be taken at one time.
2. Employees on Furlough:
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
a. Accrue leave at the same rates as they would for worked hours.
b. Where appropriate, remain eligible for Holiday Pay even if a Furlough day off occurs on the day
before or the day after a Legal Paid Holiday.
c. Are not compensated at a later time for their unpaid Furlough days off.
d. Who are exempt under the Fair Labor Standards Act (FLSA) must be managed consistently with
the provisions of the FLSA and other applicable state or federal laws.
e. Must not perform any work for the County while on furlough status (e.g., reviewing emails, taking
work-related telephone calls, or accessing County networks remotely).
E. See Reductions in Force and Furloughs Policy (HR2403) for additional information.
XXIV.XX. ADDITIONAL PROVISIONS FOR HEAD START CONTRACT EMPLOYEES
A. Human Services’ full-time Head Start Contract employees may be offered:
1. Up to 48 hours of Vacation Time.
2. Up to 10 additional paid days for breaks such as fall, winter, or spring break as determined by the
Human Services Department based upon the budget and academic calendar.
3. The County’s standard health benefits, including employer-paid premiums, during unpaid, non-work
periods as long as the employees meet the same eligibility requirements of regular employees and
pay the applicable employee premiums for the unpaid time period. The applicable employee premiums
can be paid in a lump sum at the beginning of the non-work period or the employee can continue to
pay them directly to the County every 2 weeks.
B. Employees who are on an unpaid leave of absence of any duration on their scheduled work days prior
tobefore or after a paid break shall not receive the paid break time identified above.
XXV.XXI. EXECUTIVE COMPENSATION PACKAGES
A. Executive Compensation Packages (ECPs) for employees (except Temporary Employees) at a level
equivalent to a department deputy director or above may be approved by:
1. The Board of Supervisors; or
2. The County Manager or designee as long as the leave does not exceed 80 hours of Vacation Time,
80 hours of Sick Leave, and/or a Tier 3 accrual rate for Vacation Time and Sick Leave.
B. Separation: ECP recipients who separate from employment will only be paid out for Vacation Time if they
have completed at least twelve (12) months of continuous non-temporary employment in the months
immediately preceding the date of their separation. Contract and Head Start Contract Employees are not
eligible for any payout of Vacation Time upon separation.
XXVI.XXII. LEAVE ADJUSTMENT INCENTIVES
A. Leave Adjustment Incentives for employees (except Temporary Employees) in critical and difficult to retain
or fill positions may be approved by:
1. The Board of Supervisors; or
2. The County Manager or designee as long as the leave does not exceed 80 hours of Vacation Time,
80 hours of Sick Leave, and/or a Tier 3 accrual rate for Vacation Time and Sick Leave.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
Departments must show how the position is critical and difficult to fill.
B. Separation: Recipients of a Leave Adjustment Incentive who separate from employment will only be paid
out for Vacation Time if they have completed at least twelve (12) months of continuous non-temporary
employment in the months immediately preceding the effective date of their separation. Contract and Head
Start Contract Employees are not eligible for any payout of Vacation Time upon separation.
XXVII.XXIII. REINSTATEMENT
A. Subject to the exceptions below, eEmployees who separate from County service and return to County
service within one year of separation shall have thebe entitled to reinstatement of allir accrued Sick Leave
that was forfeited at the time of separation reinstated and, shall have immediate access to untilize itto
such accrued paid Sick Leave, and shall accrue paid leave as set forth in this Policy.
B. Exceptions: Employees who retire and receive a Post-Employment Health Plan at retirement in exchange
for their accrued Sick Leave acknowledge that they have received a greater benefit than required by state
law, and therefore if they subsequently return to County serviceemployment, such employees shall not
have be entitled to reinstatement of any previously accrued Sick Leave reinstated and will shall begin
accruing paid leave as a new employee with zero months of credited service.
XXVIII.XXIV. MISCELLANEOUS
A. Non-Exempt Employees: With the exception ofExcept for Holiday Pay, Emergency Leave with Pay, and
Board approved Premium Pay Rates that allow for non-exempt employees to be compensated above their
standard hours, an employee cannot be paid by any other form of paid leave (e.g., Vacation Time, Sick
Leave, Bereavement, Civic Duty Leave, Jury Duty Leave, Administrative Leave with Pay, or Floating
Personal Day) for more hours than their standard hours in a week. For example, an employee who is on
vacation for the week and gets called into work on Saturday would only get paid 40 hours for that week
(not 48 hours) and would have their Vacation Time reduced to 32 hours.
B. Exempt Employees: Exempt employees cannot use paid leave to be paid for more than 80 hours in a
pay period except as outlined under Holiday Pay or under Board approved Premium Pay Rates that allow
for compensation above 80 hours in a pay period.
C. Interview Leave: At the discretion of the Appointing Authority, employees can use work time to interview
for another position within the County.
D. Non-exempt Mental Health Associates, Licensed Practical Nurses, and Registered Nurses
Providing Care in a Correctional Health Clinic/Environment Exception: Based on business needs
and industry standards, the County Manager may allow the aforementioned employees whose standard
hours are between 36 to 39.99 hours per week to accrue Vacation Time or Sick Leave and receive Holiday
Pay, Bereavement Leave, or a Floating Personal Day, equivalent to a 40-hour per week employee.
B.
Page 15 of 16

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
0095-1819-
Current Adoption Date:
201921
Revision History
Version Revision Date Description of Revision
1 12/17/2008 Initial version (C-31-09-006-6-00)
2 05/20/2009 Added provisions for furloughs (C-31-09-016-6-00)
3 06/22/2009 Modifications to fit conversion to new HRIS (C-31-09-018-6-00)
4 12/15/2010 Updated Holiday Pay calculation (C-31-09-018-6-01)
4 01/12/2011 Allowed contract and temporary employees to use military leave (C-31-09-018-6-02)
5 06/22/2011 Updated short term disability language (C-31-11-017-6-00)
6 07/06/2011 Updated donated vacation leave language (C-31-11-017-6-01)
7 02/22/2012 Various edits to alter what qualifies for leave (C-31-11-017-6-03)
Updated language to reflect changes to Policy HR2413 FMLA Approved Leaves of Absence, to
8 06/24/2013 County Head Start Contracts, to Short Term Disability waiting periods, and to Legal Holidays,
A.R.S. § 11-413 (C-31-11-017-6-04)
Updated so FMLA eligibility is not needed to accept donated leave and clarified that contract
9 01/29/2014
employees can receive donated leave (C-31-11-017-6-05)
10 12/09/2015 Minor revisions to align with changes to Employee Merit System Rules (C-31-16-016-6-00)
Revisions necessary to comply with A.R.S. 23-371 through 23-381 (Earned Paid Sick Time)
11 06/21/2017
(C-31-17-039-6-00)
Updated and clarified language, added Recognition Leave, and change eligibility for vacation
12 06/27/2018
payout and donation of vacation time to 12 months (C-31-17-039-6-01)
Unused donated vacation is not returned to donor and employees on protected military leave do
13 09/19/2018
not have to use paid leave before they go into an unpaid leave status (C-31-17-039-6-02)
Added language to prevent frontloading vacation time, updated Recognition Leave, and updated
14 05/22/2019
the Reinstatement Section (C-31-17-039-6-03)
Added Emergency Leave with Pay, a maximum and cap to donated Vacation Time, a maximum
15 09/18/2019 amount of Sick Leave that can be used for temporary and contract employees, and updated
Bereavement Leave (C-31-17-039-6-04)
Corrected a minor grammatical error under the Family Member definition (removed “in-law”
16 03/04/2020
under the child definition)
Updated “Family Member” definition for Sick Leave, an additional 16 hours of Bereavement
Leave is given for the death of an employee’s spouse, child, or parent, clarified when
17 05/09/2021
Administrative Leave may be authorized, and added a correctional health environment
exception under miscellaneous (C-31-17-039-6-05)
Page 16 of 16