LEAVE POLICY (HR2415) 09-19-2018.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
Current Implementation Date: 09-19-2018
Approved by: Board Agenda Number: C-31-17-039-6-02
BOARD OF SUPERVISORS
Original Adoption Date: 12-17-2008
I. PURPOSE
To outline Maricopa County’s plan for approved employee leaves of absence and to set forth the policies for
establishing 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 authorized 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, the Library District, and the Stadium District; however, certain types of leave are
granted only to certain types of employees. 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.
B. 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: An employee’s rate of pay, exclusive of any differentials, incentives, or other pay.
D. Classified Employee: An employee covered by an applicable set of Merit Rules (i.e. Employee Merit
System Commission or Law Enforcement Officers Merit System Commission). Probationary employees
occupying a classified position follow the portions of this policy applying to Classified Employees even
though they are in an at-will status until the completion of probation.
E. Contract Employee: 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.
G. Credited Service: The amount of credited service time on account with the Authorized Arizona
Retirement System into which the employee currently contributes, or the number of continuous years of
service with Maricopa County, whichever is greater. For purposes of this definition, retirement from a
position in one Authorized Arizona Retirement System and re-hire into a position in another Authorized
Arizona Retirement System (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
Retirement System do not receive prior service credit upon re-employment.
H. Executive Compensation Package: A package of compensation, benefits, and leave options established

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
for executive management 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) for additional information.
J. Furlough: Mandatory unpaid leave imposed on employees as the result of a budget deficit.
K. Head Start Contract: At-will employees in Human Services Education Division who do not typically work
year round.
L. HR Director: The single executive appointed as the director of County Human Resources or the
designated representative authorized to act in that capacity.
M. Leave Adjustment Incentive: Increased vacation and sick leave accrual rates and/or hours added to an
employee’s leave bank when their position is identified as critical and difficult to fill or retain.
N. Initial Probation: A specified period of time following the employment of an employee in a budgeted
position in classified service, during which the employee serves in an at-will status, and may be released
from employment for or without cause. An employee serves an initial probation period upon their
employment into any classified position to include at the time of hire, promotion, demotion or transfer.
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 Employee: At-will employees hired to work less than one (1) year or sporadically on an as-
needed basis (e.g. election workers).
Q. Unclassified Employee: An at-will employee not covered by the Employee Merit System as determined
by the Board of Supervisors or the Law Enforcement Officers’ Merit System.
V. VACATION TIME
A. Purpose: Vacation time may be used:
1. On a discretionary basis for any purpose, subject to the departmental approval processes established
by the Appointing Authority, and based on the business needs of the Department.
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 the employee has insufficient Sick Leave.
B. Eligibility Requirements: 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 basis. Temporary Employees are not eligible for Vacation Time.
C. Accrual Rates: Vacation Time is accrued by Classified and Unclassified Employees who are in a pay
status of 40 hours per week as follows:
MONTHS OF HOURS PER HOURS PER
CREDITED SERVICE PAY PERIOD YEAR
0 -36 months 4.65 120.9
37-72 months 5.55 144.3
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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 absence
with pay, but not during any Leave Without Pay (LWO) status. Vacation Time accrues on a pro rata basis
during pay periods where the employee takes LWO for some, but not all of the pay period.
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 of 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 use Vacation Time is foreseeable, employees must request and be
granted approval at least two (2) business days in advance of the vacation hours requested, unless
the department’s written policy requires a longer period of time.
2. Unscheduled Leave: If the need for Vacation Time is unforeseeable, employees must notify the
department of the need for the leave as soon as practicable following the department’s approval
procedure. The Appointing Authority may require the employee to disclose the circumstances
warranting approval of the Vacation Time. If the Appointing Authority determines that the reasons
provided or documentation submitted by the employee is inadequate, or if the employee is unable to
provide any documentation or corroboration for the absence, the Appointing Authority has 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.
4. Workers’ Compensation Requirement: Employees who are injured on the job must use Sick Leave,
Vacation Time, and Leave Without Pay (in that order) for the seven (7) day waiting period before
workers’ compensation benefits begin. Employees may also elect to sign a supplemental pay
agreement to augment their workers’ compensation wage benefits with Sick Leave and Vacation Time
(in that order).
5. Resignation: Employees who turn in their resignation from employment shall not be allowed to “burn
off” their paid leave by using Vacation Time to extend their last day of employment.
G. Payout of Vacation Time Upon Separation from Employment: Classified and Unclassified Employees
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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 serious health condition as defined by the FMLA 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. 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.
3. Once donated to the Recipient, vacation time shall not be returned to the donating employee(s).
4. If there is insufficient leave donated for the pay period, the remaining hours will be LWO.
5. Department Approval: To request department approval for donations of leave, a Recipient should
submit the following to the 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
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.
6. HR Director Approval: The Appointing Authority must submit a request to the HR Director or designee
for authorization to solicit department employees for donations of leave. 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 his/her anticipated return date.
c. The situation giving rise to the donation of leave request is expected to cause an absence from
work of 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 from the workplace for an eligible employee who is absent due to:
1. Personal illness or injury.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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:
1. Spouse, the person to whom the employee is legally married under the laws of any state, as well as
the employee’s or spouse’s:
2. Child (biological, adopted, foster, step, legal ward, or child to whom the employee or spouse stand in
loco parentis currently or when the child was a minor).
3. Parent (biological, adopted, foster, step, legal guardian, or any person who stood in loco parentis
when the employee or spouse was a minor child).
4. Grandparent or grandchild (biological, adopted, foster, or step).
5. Sibling (biological, adopted, foster, or step).
6. Any other individual related by blood or affinity whose close association with the employee is the
equivalent of a family relationship.
C. Eligibility Requirements: Employees are eligible to accrue Sick Leave beginning on the first day of
employment with the County and may begin using Sick Leave as it is earned.
D. Accrual Rates:
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 as set forth below.
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
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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. 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 forth in this policy.
Temporary, Contract, and Head Start Contract Employees
MONTHS OF ACCRUED SICK LEAVE TOTAL PER
CREDITED SERVICE PER PAID HOUR YEAR CAP
Any .0333 40
5. Full-time Exempt Employees: Accrue Sick Leave based 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 Leave
based upon the total number of paid hours. Under no circumstances will exempt employees be eligible
to accrue Sick Leave on more than 80 paid hours in a pay period.
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 absences of three (3) or more consecutive days.
2. Employees must make a good faith effort to provide as much advance notice of foreseeable
appointments as possible and a reasonable effort to schedule foreseeable medical or dental
appointments so that they do not interfere with County or department business operations.
3. Employees shall request the 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 in which employees are requesting the use of Sick Leave. 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 who are injured on the job must use Sick Leave,
Vacation Time, and Leave Without Pay (in that order) for the seven (7) day waiting period before
workers’ compensation benefits begin. Employees may also elect to sign a supplemental pay
agreement to augment their workers’ compensation wage benefits with Sick Leave and Vacation Time
(in that order).
7. Resignation: Employees who turn in their resignation from employment shall not be allowed to “burn
off” their paid leave by using Sick Leave to extend their last day of employment.
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
F. Discretion to Send Employees Home: Supervisors can send an employee home if the employee:
1. Comes to work ill; or
2. Develops or exhibits 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).
G. Restrictions on Disciplinary Action Relating to Use of Sick Leave: No employees may be subject to
discipline under any time or attendance policy due to their use of Sick Leave of up to 40 hours in a calendar
year. However, failure to follow a written departmental call-out procedure, a copy of which has been
provided to employees, for the use of Sick Leave may result in disciplinary action absent extenuating
circumstances.
After an employee has used 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 absences that are protected by the FMLA or authorized
as an accommodation under the Americans with Disabilities Act (ADA).
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).
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 Requirements: Classified, Unclassified, Contract, and Head Start Contract Employees who
are not required to work on a Legal Holiday shall be compensated 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. Neither Vacation Time nor Sick Leave will be deducted from employees’ leave balances for a Legal
Paid Holiday that falls within a group of days where they use Vacation Time or Sick Leave.
2. 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 pro-rated
amount for the holiday based on their standard hours.
3. 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
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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 pay 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 who are
required by their Appointing Authority to work on a Legal Paid Holiday shall be 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 for 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 (hour for 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 Requirements: Classified and Unclassified Employees whose standard hours are 40 hours
per week are granted eight (8) hours of paid leave each calendar year as a Floating Personal Day (pro-
rated 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, including splitting them over two days, is
subject to pre-approval according to the departmental approval processes established by the Appointing
Authority 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 expire 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 them apart from peers and has a positive impact on the department
or County) on a project, task, or function that has occurred within the last 12 months:
1. In increments of 4 or 8 hours, depending on the performance worthy of recognition.
2. Not to exceed a total of 8 hours per employee during a calendar year.
3. No more than approximately 10% of a department’s workforce may receive Recognition Leave in any
one 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 shall be reserved as a retention tool for a department’s strongest performers. The fact
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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. Awards shall only be
given for clearly identified and outstanding contributions by employees.
C. Use of Recognition Leave:
1. An employee’s ability to use Recognition Leave must be pre-approved according to departmental
approval processes and is subject to the needs of the department.
2. An employee may request to use Recognition Leave starting the pay period it is loaded into the
County’s leave management system and may not use it prior to the current pay period in which the
department approves its use.
3. Use of Recognition Leave will not be approved after the fact for an unanticipated absence.
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.
E. Appointed Departments: Appointing Authorities in appointed departments must annually submit a
summary of Recognition Leave earned by their employees to their Assistant County Manager or Deputy
County Manager for review.
X. BEREAVEMENT LEAVE
A. Eligibility Requirements: 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, adopted, 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, 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.
B. Leave: For each occurrence of the death of a “Family Member,” eligible employees may receive up to:
1. 24 consecutive working hours when travel outside of Arizona is not required.
2. 40 consecutive hours if the occurrence of death requires the employee to travel outside of Arizona.
C. Additional Time Needed: Bereavement Leave may also be taken in conjunction with other forms of
qualifying leave (e.g., Vacation Time or Sick Leave) 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 Requirements: 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,
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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 must be requested prior to 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 departmental
approval processes.
XII. JURY DUTY LEAVE
A. Eligibility Requirements: 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
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 are regularly assigned to work on a second or third shift must
have their work schedule altered to permit them to fulfill their obligation to attend jury duty.
5. 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 Requirements: 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
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Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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 committed.
B. Reason 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 Requirements: All Employees (Classified, Unclassified, Contract, Head Start Contract, and
Temporary).
D. Use of Crime Victim Leave: Leave to attend court proceedings must follow departmental approval
processes and is subject to the needs of the department and the following requirements:
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 the proper 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 departments 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
Page 11 of 15

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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
A. Administrative leave with pay may be authorized for any employee for their standard work hours:
1. If authorized by the County Manager for emergency situations.
2. If authorized via a declaration by the Board of Supervisors or the Governor of the State of Arizona that
a state of emergency, disaster, or grief exists.
3. At the discretion of the Appointing Authority, to interview for another position within the County.
4. When the Appointing Authority determines that an employee should be removed from the workplace.
Leave granted for this reason:
a. Requires the Appointing Authority to consult with the HR Director monthly, when applicable, to
determine whether the leave should continue.
b. Requires continuance of the leave beyond 180 calendar days to be approved by the County
Manager.
XVII. LEAVE WITHOUT PAY
A. Eligibility Requirements: Classified and Unclassified Employees may submit a written request to take a
leave of absence without pay of up to six (6) months. Approval of such requests is 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 any period of Leave Without Pay.
XVIII. FURLOUGH
A. Purpose: A furlough is 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 Requirements: All employees may be subject to furloughs.
Page 12 of 15

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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:
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.
XIX. 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 budget and academic calendar for the fiscal year.
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 by personal check.
B. Employees who are on an unpaid leave of absence of any duration on their scheduled work days prior to
or after a paid break shall not receive the paid break time identified above.
XX. EXECUTIVE COMPENSATION PACKAGES
A. Executive Compensation Packages (ECPs) for employees (except Temporary Employees) at a level
equivalent to 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: Recipients of an ECP 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.
XXI. LEAVE ADJUSTMENT INCENTIVES
Page 13 of 15

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
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.
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.
XXII. REINSTATEMENT
A. Subject to the exceptions below, employees who separate from County service and:
1. Return to County service within one year of separation shall be entitled to reinstatement of all accrued
Sick Leave that was forfeited at the time of separation, shall have immediate access to such accrued
paid Sick Leave, and shall accrue paid leave as set forth in this policy.
2. Work for the Judicial Branch or any other branch of government for whom the County provides payroll
services and whose Sick Leave balances transfer to the new employer, and who thereafter return to
County employment within one year, shall have their available Sick Leave balance transferred back
to the County from their prior employer, have immediate access to such accrued paid Sick Leave, and
accrue paid leave as set forth in this policy.
3. Are rehired within one year after their separation as a result of a reduction in force into positions which
accrue leave shall be awarded a leave accrual rate equal to that attained at the time of separation
from service even if they have withdrawn their retirement contributions.
B. Exceptions: Employees who retire and receive a Post-Employment Health Plan 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 employment, such employees shall not be entitled to
reinstatement of any previously accrued Sick Leave and shall begin accruing paid leave as a new
employee with zero months of credited service.
XXIII. MISCELLANEOUS
A. Non-Exempt Employees: With the exception of Holiday 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, 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.
Page 14 of 15

Policy Title: Policy Number: HR2415
EMPLOYEE LEAVE
Current Adoption Date: 09-19-2018
Revision History
Version Revision Date Description of Revision
1 17 Dec 2008 Initial version (C-31-09-006-6-00)
2 20 May 2009 Added provisions for furloughs (C-31-09-016-6-00)
3 22 Jun 2009 Modifications to fit conversion to new HRIS (C-31-09-018-6-00)
4 15 Dec 2010 Updated Holiday Pay calculation (C-31-09-018-6-01)
4 12 Jan 2011 Allowed contract and temporary employees to use military leave (C-31-09-018-6-02)
5 22 Jun 2011 Updated short term disability language (C-31-11-017-6-00)
6 06 Jul 2011 Updated donated vacation leave language (C-31-11-017-6-01)
7 22 Feb 2012 Various edits to alter what qualifies for leave (C-31-11-017-6-03)
8 24 Jun 2013 Updated language to reflect Board approved changes in Policy HR2413 Family and Medical
Leave Act Approved Leaves of Absence, to 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)
9 29 Jan 2014 Updated so FMLA eligibility is not needed to accept donated leave and clarified that contract
employees can receive donated leave (C-31-11-017-6-05)
10 09 Dec 2015 Minor revisions to align with changes to Employee Merit System Rules (C-31-16-016-6-00)
11 21 Jun 2017 Revisions necessary to comply with A.R.S. 23-371 through 23-381 (Earned Paid Sick Time).
(C-31-17-039-6-00)
12 27 Jun 2018 Updated and clarified language, added Recognition Leave, and change eligibility for vacation
payout and donation of vacation time to 12 months (C-31-17-039-6-01)
13 19 Sep 2018 Clarified that employees on protected military leave do not have to use their paid leave before
they can go into an unpaid leave status and donated vacation time will no longer be returned to
the donor (C-31-17-039-6-02)
Page 15 of 15