Employee attendance and leave policy
ARTICLE I - SCOPE
1. Scope. This Employee Attendance and Leave Policy ("Policy") details the regulations and practices governing attendance, timekeeping, and paid and unpaid leave for employees of Wikimedia District of Columbia.
2. Applicability. This policy shall apply to all employees of Wikimedia District of Columbia, whether paid or unpaid, and whether full-time or part-time.
3. Exclusions. This policy shall not apply to members of the Board of Directors of Wikimedia District of Columbia ("Board of Directors"), to the Officers of Wikimedia District of Columbia, to members of the Standing, Special, and Advisory Committees of Wikimedia District of Columbia, or to positions expressly appointed by the Board of Directors.
ARTICLE II - ATTENDANCE
1. Attendance. All employees are expected to be present at their designated work location during previously agreed-upon work hours. Employees who experience a delay or emergency that will require them to be more than 30 minutes late in arriving are required to notify their immediate supervisor of their expected arrival time.
2. Unscheduled Absence. When an employee has an unscheduled absence from work, they must notify their immediate supervisor within one hour of their normal starting time. The employee must keep their supervisor informed every day as to when they expects to return to work. In the event that an employee is absent due to a medical emergency, they must contact their supervisor within 24 hours. If the employee is not able to contact their supervisor, then an immediate family member must do so.
3. Off-Site Work. Employees are not permitted to perform work away from the Wikimedia District of Columbia office unless approved in advance in writing by their immediate supervisor.
4. Alternate Hours. Employees may, with approval of their immediate supervisor, work alternate hours, so long as such modifications do not impair the effective operations of Wikimedia District of Columbia.
5. Inclement Weather. It is the policy of Wikimedia District of Columbia to remain open during most periods of inclement weather; however, where extraordinary circumstances warrant, Wikimedia District of Columbia reserves the right to close the facility. If the facility is announced to be closed on a given day, all exempt level staff will receive their regular pay for the day of closure. For hourly employees on a day of closure, an employee will receive an amount equivalent to four hours of base pay for the day. Regardless of whether the facility being open or closed, it is each employee’s decision as to whether he or she will report into work during such weather. If an employee elects not to work on a given day, they must inform their immediate supervisor. If an employee elects not to report to work on a day when the facility is open, the employee must use paid leave for the missed day.
ARTICLE III - TIMEKEEPING
1. Hourly Employees. Employees who are paid an hourly wage shall keep accurate records of all time worked in half-hour increments. These records shall be filed with the Treasurer or his or her designee on a weekly basis. Any misrepresentation of hours worked shall be a violation of this Policy.
2. Exempt Employees. Exempt employees shall not be required to submit records of attendance or hours worked.
ARTICLE IV - PAID LEAVE
1. Eligibility. All paid employees shall be eligible for paid leave. Unpaid employees shall not be eligible for paid leave.
2. Holidays. All employees shall be entitled to paid leave for the following holidays: New Year's Day, Martin Luther King's Birthday, Washington's Birthday (also known as Presidents Day), Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, the day after Thanksgiving Day, and Christmas Day. Wikimedia District of Columbia shall rely on federal law for the definitions of those holidays. When Christmas, New Year's Day or Independence Day falls upon a weekend, a nearby workday shall be designated instead.
3. Vacation. Full-time employees shall be eligible for 15 days of paid vacation per year. Part-time employees shall be eligible for 10 days of paid vacation per year. All employees shall be required to provide a minimum of 5 business days notice to their immediate supervisor prior to using paid vacation, and shall not use more than 5 days of paid vacation per month without the approval of the President. Unused vacation shall not carry over to the next fiscal year, and no pay shall be given in lieu of vacation.
4. Sick Leave. All employees shall be entitled to a maximum of 10 days of sick leave per year. Before returning to work from a sick leave absence of 3 days or more, an employee may be required to provide a physician’s verification that he or she may safely return to work. Unused sick leave shall not carry over to the next fiscal year, and no pay shall be given in lieu of sick leave.
5. Jury Duty. Full-time employees who are called to serve as jurors or are subpoenaed to appear before a court as a witness shall receive their regular pay minus any jury duty pay or witness fee received for each work day while in court for jury duty or as a witness. The receipt of a notice to report to jury duty or of a subpoena shall be reported immediately to the President. Wikimedia District of Columbia reserves the right to request that the employee be exempted from jury duty if the employee's services are essential.
ARTICLE V - FAMILY AND MEDICAL LEAVE
1. Definitions. As used in this Policy, the following terms have the indicated meaning:
- (a) "Family and medical leave" is an unpaid leave of absence take due to the birth, adoption, or placement of a child in foster care; in order to care for a spouse, son, daughter or parent with a serious health condition; or due to the serious health condition of the employee.
- (b) “Serious health condition” is defined as a condition which requires inpatient care, or any period of incapacity or subsequent treatment in connection with inpatient care; or a condition which requires continuing care by a licensed health provider, or which if left untreated, would result in a period of incapacity of more than three days.
2. Eligibility. To be eligible to take family and medical leave under this Policy, an employee must have completed at least one year of service with Wikimedia District of Columbia and have worked at least 1250 hours over the previous 12-month period.
3. Duration. Family and medical leave may be taken for up to 12 work-weeks in each 12 month period. This period is determined by the 12-month period measured forward from the date that the emloyee first begin taking family and medical leave under this Policy. If the employee takes less than twelve work-weeks of leave for one event, then the employee may use the remaining time for any other event within the 12-month period.
4. Intermittent Leave. Family and medical leave may be taken intermittently whenever medically necessary to care for a seriously ill family member, or because the employee is seriously ill and unable to work. If family and medial leave is taken for birth, adoption or placement in foster care, use of intermittent leave is subject to the approval of Wikimedia District of Columbia.
5. Notice. All employees requesting family and medical leave under this Policy must provide written notice to the President. If possible, the employee must give Wikimedia District of Columbia 30 days notice of his or her plans for taking leave; if 30 days notice is not possible, employees are expected to give notice as soon as practical. An employee who is to undergo planned medical treatment is required to make reasonable efforts to schedule the treatment in order to minimize disruptions to the operations of Wikimedia District of Columbia.
6. Medical Certification. Following a request for family and medical Leave due to an employee or family member illness, Wikimedia District of Columbia may require medical certification supporting the leave request. An employee shall have 15 days to respond to requests for medical certification.
7. Return. Upon return from family and medical Leave, employees will be restored to their original or an equivalent position with equivalent pay, benefits and other terms and conditions of employment.
8. Exceptions. An employee whose position has has been eliminated due to a workforce reduction or filled for reasons of business necessity may not be entitled for reinstatement. Each such case will be reviewed on an individual basis. Before denying any such reinstatement, Wikimedia District of Columbia will notify the affected employee of its intent to deny reinstatement upon return from leave.
ARTICLE VI - MILITARY LEAVE
1. Military Leave. A full-time employee who is a member of an organized reserve unit of the Armed Forces of the United States of the National Guard and who attends a regular military camp shall be granted the time necessary to meet his or her obligation. A full-time employee who is a member of an organized reserve unit of the Armed Forces of the United States or the National Guard who is called into active duty shall be granted a military leave of absence for the period for which they are called. Military leave shall not be counted against vacation days, but shall instead be considered to be a leave of absence without pay.
2. Notice. An employee taking a military leave of absence must give the President immediate notice of the dates of intended absence.
3. Return An employee taking military leave shall report for work at Wikimedia District of Columbia no later than five days following discharge from active duty. Wikimedia District of Columbia cannot guarantee that any employee will return to the same position which they filled prior to the active duty, but will make every effort to provide an equivalent position.