Welcome to the CVA Express
CATEGORIES OF LEAVE
Category: PERSONNEL ADMINISTRATION Circular: PM 09 – 02
Series: WORK HOURS, VACATION,
AUTHORIZED AND UNAUTHORIZED ABSENCES Page: 1
Subject: CATEGORIZATION OF ABSENCES Date: July 2000
1. HOURS OF WORK
The normal hours of work are eight (8) hours per day or forty (40) hours per week,
except for some junior category of staff whose wages are calculated in accordance
with the special hours required for the satisfactory performance of their duties. All
employees working regular full-time hours are eligible for one (1) hour lunch. This
time must be scheduled with the supervisor and will be included in the total hours
worked for compensation purposes. Employees may be required to work extra hours
at the request of management. Time-back or the appropriate compensation will be given
for the period worked in excess of forty (40) hours per week.
The organization believes a regular vacation is important to the mental and physical well being of
all employees. Individual vacation entitlement is based on length of service or position level.
3. MATERNITY LEAVE
In case of pregnancies, the organization will allow the employee to work as long as
her health permits prior to delivery. Maternity leave for a period of up to three (3) months is granted
to the employee.
4. SICK LEAVE
All permanent employees who have completed three (3) months of full time service shall be eligible to paid
sick leave. Cardiovascular Associates Limited shall not be obligated to pay salaries for sick leave for employees
on probation. Employees shall complete an Application for Leave Form for absence as a result of illness.
A medical certificate must be provided by an employee who stays away from work for a
period in excess of two (2) business days.
The organization may request a sick leave certificate from any employee for any
period of absence where the organization sees it fit to do so.
5. COMPASSIONATE LEAVE
An employee may be granted up to five (5) working days compassionate leave per
annum when there is death or serious illness in the immediate family. If any extended
periods are required, a portion of the leave of absence may be without pay at the
discretion of the organization.
6. FUNERAL LEAVE
When leave of absence would not interfere with the running of the department, an
employee may be granted time off for purposes of attending a funeral of a relative or
friend. Request for funeral leave must be made to the Department Head/Supervisor where such leave
exceeds four (4) work hours arrangements must be made to deduct the extra time from vacation leave
or have the necessary salary deductions made.
7. CASUAL LEAVE
At the discretion of the Department Head/Supervisor an employee may be granted time off to attend to
urgent matters. This leave of absence will not exceed four (4) working hours per pay period. It should be noted that
casual leave is unaccumulative. Employees who in the opinion of their Department Head/ Supervisor
abuse this privilege may forfeit further extension of casual leave.
8. JURY DUTY
When the courts of the land call upon an employee of this organization to serve as a
juror such leave is mandatory upon the organization. Upon presentation of the court
order, the employee shall be granted the required time off for the duration of the court
order. The employee shall be paid regular salary/wages for the period of absence
stemming from service as a juror.
9. SPECIAL LEAVE (LWOP)
Unpaid leave of absence for a period not exceeding six (6) months may be granted to
an employee for such reasons acceptable to the administration. In no case may special
leave be granted where the employee has less than one (1) year continuous full-time
service to the organization. Each case would be dealt with on its own merit. Special
leave must be requested in writing and shall become effective after all vacation leave
(if applicable) has been exhausted. Vacation and sick leave shall not accrue during
10. EXAMINATION LEAVE
Application for examination leave should be made in writing to the Department Head/
Supervisor and approved by the Human Resource Manager. Such leave would be granted subject
to the following conditions:-
a) The examination must be is accredited.
b) That the application is accompanied with evidence of admission to the examination to be taken.
Any examination leave in excess of two (2) working days shall be deducted from vacation leave.
Category: PERSONNEL ADMINISTRATION Circular: PM 09 – 05
Series: WORK HOURS, VACATION, Page: 1
AUTHORIZED AND UNAUTHORIZED ABSENCES
Subject: VACATION ENTITLEMENT Date: July 2003
Annual vacation leave is paid leave of absence granted to an employee for the purpose of rest, relaxation,
recreation and repair. Such leave shall be granted at a time mutually acceptable to the employee and the organization.
Before permitting an employee to leave on vacation, the supervisor/manager shall ensure that his/her work is up to date.
a. Full Calendar Year of Employment
All employees who have given one (1) year continuous full time service to the
organization shall be entitled to annual vacation leave. This leave shall become due
following the anniversary date of employment. Annual vacation leave shall accrue on the
basis of length of service to the organization.
(i) Employees with 1-5 years continuous service:
– Ten (10) business days vacation. This leave shall be recorded in
multiples of 0.83 business days for each month of service.
(ii) Employees with more than five (5) years of continuous service, but
less than ten years of continuous service:
Thirteen (13) business days vacation. This leave shall be recorded
in multiples of 1.08 business days each month of service.
(iii) Employees with more than ten (10) years continuous service:
Fifteen (15) business days vacation. This leave shall be recorded in
multiples of 1.25 business days for each month of service.
(iv) Employees occupying management positions:
Fifteen (15) business days vacation.
b. Increased Vacation Entitlement During Calendar Year
All employee’s vacation entitlement may change during the calendar year due to completed years of service.
In the event of a change of entitlement category during a given calendar year, accrued vacation leave shall
be pro rated accordingly. The anniversary date of continuous employment shall constitute the effective date
for services computation purposes. The month in which the change takes place
must be considered a full month for purposes of calculating the higher vacation entitlement.
e.g. a Senior, Intermediate or Junior Employees:-
Month in which employed - August
Month in which vacation
Entitlement changed - August five (5) years later
Pro rated vacation entitlement in the fifth year
Calendar Months Vacation Entitlement
January through July
0.83 business days for each month i.e. 0.83 days x 7 months = 5.81 days
August through December
1.08 business days for each month i.e. 1.08 days x 5 months = 5.4 days
TOTAL 11.21 days
c. Last Calendar Year Of Employment
When an employee is leaving the service of the organization and has not taken any
vacation during the calendar year, his/her vacation entitlement must be pro-rated
based on the number of completed months of service in his/her final year.
d. Vacation Advances
Vacation entitlement may be advanced for employees with more than one year
continuous service and for Senior Managers irrespective of the duration of service. Advance vacation time
may not be taken earlier than (3) months prior to the anniversary of the employee’s effective date of employment,
and is solely at the discretion of the Supervisor/ Department Head to approve the advanced time based on staffing
needs within the department. Should the employee leave the organization prior to his/her employment anniversary date,
the advanced vacation time will be deducted from his/her final pay cheque.
e. Payroll Advances
An employee may request an advance on his/her salary to be received prior to his/her
departure on vacation, except when the duration of the vacation period is seven (7)
calendar days or less. The request should be made in writing and forwarded to the
Payroll department at the same time the request for Annual Vacation leave is being
f. Vacation Leave Carry Forward and Ceiling
Each employee is expected to take his/her vacation entitlement annually. Towards
this end, the administration will review vacation leave balances annually at the end of
the employment anniversary of each employee. In extreme cases where an employee
has unused vacation leave, it may be carried forward from one employment year to another.
No employee, however, will be allowed to carry forward to a new calendar year more than
five (5) business days-accumulated vacation leave. This unused accumulated leave should be
utilized by March 31st of the new calendar year.
(i) Employees may be allowed to split their vacation entitlement with approval from
The Head of Department or the General Manager.
(ii) The organization reserves the right to advance or defer the commencing date of
an employee’s vacation leave having regard to its operational circumstances. The General Manager
or a designated officer may recall an employee from vacation leave if the operational situation of
the organization so requires. In such cases arrangements shall be made for the employee to
be compensated for the inconvenience caused.
(iii) Proper records of vacation leave and payment in lieu of vacation must be
maintained. (related to 2g (ii) above).
(iv) When calculating one (1) day’s pay with respect to payment in lieu of vacation,
the employee’s annual salary is divided by 260 days (260 days representing 52
weeks x 5 days per week). Payment is therefore calculated based on working days.
Leave of absence without pay is calculated in a similar manner.
(v) When a legal (public) holiday occurs during the employee’s vacation period,
he/she is entitled to an extra day although it need not be granted in conjunction
with his/her annual vacation period.
(vi) When an employee becomes ill while on vacation leave, provided a properly
signed certificate of illness is submitted to his/her Supervisor/Department Head,
he/she will be entitled to have such sick time designated as Sick Leave.
Vacation leave may be extended for every business day which the employee was
sick as stated on the sick leave certificate.
a. During the month of January a vacation schedule for the period February of
the current year to January of the following year should be drawn up for each unit and should
be finalized as early as possible, but not later than February 15th. Unless there are unusual circumstances,
changes to the vacation schedule should be avoided after this date.
b. When scheduling employee’s vacations, factors such as the following must
be taken into consideration:-
(i) The need to maintain quality customer service.
(ii) Overlapping of vacation should be avoided within units or kept to a
(iii) Employees should be encouraged to take their vacation early in the
year to avoid difficulties in completing the schedule prior to year-end.
c. Employees’ vacation should be scheduled to accommodate, as far as possible,
the wishes of employees and the efficient operations of the unit. However, when necessary,
scheduling of vacation should take place in order of position level or length of service.
In the event there are two (2) employees with identical position levels, the employees
with the longer continuous service will be given preference as to vacation scheduling.
d. Employees must complete an Application for Leave Form in Duplicate one
(1) month prior to the date they wish to depart on vacation and have it
approved by their immediate Supervisor/Department Head. For proper
record keeping the original form must be forwarded to the Human Resource
Manager and the duplicate to the Finance Department.
e. Management Staff:
In the case of the Senior Management Staff (those requiring regular attendance
at Senior Management Meetings), Application For Leave Forms should be
approved in writing by a Director.
At least two (2) full weeks before leaving on vacation, Senior Managers should advise
all Supervisors/Department Heads in official correspondence of the duration of his/her vacation leave
and the name of the officer who will be acting for him/her in his/her absence.
Category: PERSONNEL ADMINISTRATION Circular: PM 09 – 10
Series: WORK HOURS, VACATION, Page: 1
AUTHORIZED AND UNAUTHORIZED ABSENCES
Subject: MATERNITY LEAVE Date: July 2000
a. Permanent female employees who have completed one (1) year continuous
service will qualify for maternity leave. Maternity leave for a period of up to
three (3) months may be granted to an employee.
b. Maternity leave with pay is limited to two (2) confinements in five years. Where
an employee has more than two (2) confinements in five years, maternity leave
may be granted without pay up to a period of three months.
2. PROCEDURES AND RECORDS
a. Employees must report the existence of a pregnancy to their Supervisor/Department
Head within the first three (3) months of such pregnancy.
b. Proper records of maternity leave with or without pay must be maintained.
c. Employees eligible for maternity leave with pay will receive the difference between
the National Insurance payment and the employee’s basic salary for a period of up to
three (3) months. Under the National Insurance Scheme, they will receive a weekly
payment from the National Insurance Board for a maximum period of eight (8)
weeks. Employers pay the first month’s salary of the maternity leave.
d. Employees, who do not qualify for paid maternity leave, will still qualify for the
National Insurance payment.
e. Employees on maternity leave (paid or unpaid) must maintain their contributions
where applicable to the Organization’s Group Insurance Plan to ensure continuity of
f. Maternity leave granted will not affect the employee’s annual vacation leave.
g. In the following instances an employee who was pregnant may not qualify for
- Still Births
- Where the baby dies shortly after birth
In situations such as these doctors usually recommend sick leave as necessary.
h. If the employee does not return to work by the end of the three (3) months the
organization reserves the right to terminate the employee’s employment if it believes
that termination of employment is appropriate.
Category: PERSONNEL ADMINISTRATION Circular: PM 09 – 15
Series: WORK HOURS, VACATION, Page: 1
AUTHORIZED AND UNAUTHORIZED ABSENCES
Subject: SICK LEAVE Date: July 2000
Sick leave is authorized leave of absence made necessary by illness which incapacities the employee.
An employee’s attendance at work is critical for the efficient operations of the organization.
Excessive absenteeism must be closely monitored by Supervisor/Department Heads, since this significantly affects
2. PROCEDURE AND RECORDS
(a) All permanent employees who have completed three (3) months full time
service shall be eligible for paid sick leave. Cardiovascular Associates Ltd. shall
not be obligated to pay salaries for leave absence from work arising out of
illness for employees on probation.
(b) A medical certificate must be provided by the employee for each period of absence made
necessary by illness lasting more than two (2) business days during any calendar month.
(c) Employees should complete an Application For Leave Form for leave of absence made necessary
by illness. This Leave Form must be approved by the immediate Supervisor/Department Head
and forwarded to the Human Resource Manager.
(d) In order to facilitate planning and scheduling, all cases of illness resulting in
leave of absence must be reported to the immediate Supervisor/Department
Head at least four (4) hours before scheduled duty, or, as soon as it is known that
the employee would not be able to report out to work, (which ever is sooner). The report
should be made directly to the immediate Supervisor/Department Head.
(e) Where illness is expected to last more than five (5) business days, the employee
must mail or have the signed sick leave certificate delivered to his/her
immediate Supervisor/Department Head by the second business day after the
beginning of such illness. In other cases, the employee should present a sick
leave certificate to his/her Supervisor/Department Head upon return to work.
(f) Proper records of sick leave with or without pay must be maintained.
(g) Sick leave shall be deducted from the employee’s accumulated sick leave. Where a
medical certificate is submitted, sick leave shall be calendar-day continuous i.e. the number of days
recommended shall be counted on a continuous calendar day basis.
(h) Abuse of leave of absence relating to sick leave will be looked upon with
extreme disfavour by administration. As such, administration reserves the right
to review all application for sick leave. When for any reason an application for
sick leave is called into question, the employee will be required to visit a
designated in-house physician for ratification. Abusers of sick leave will be subjected to
appropriate disciplinary action.
Category: PERSONNEL ADMINISTRATION Circular: PM 10 – 46
Series: VACATION, TIME-BACK,
ADMINISTRATIVE, COMPASSIONATE Page: 1
Subject: CATEGORIZATION OF ABSENCES Date: January 2007
As of 2007, Doctors shall have vacation entitlement equivalent to Managers.
As obtains with Managers, no time-back considerations apply to Doctors.
When an employee is required to be away from the work site e.g. Doctor attending conference
or Senior Management on business, this shall be classified as Administrative Leave.
Administrative Leave should generally be reserved for training purposes or for conduct of the company’s
business and shall not usually be more than one week’s duration. Should the employee require extension of t
he period of absence beyond one week, such extension shall be deducted from the employee’s vacation leave.
Administrative Leave will be at the discretion of the Board.
An employee may be granted up to five (5) working days compassionate leave per annum when there is death or serious illness
in the immediate family or other circumstance of equivalent magnitude. If any extended periods are required, a portion of the
leave of absence may be without pay at the discretion of the organization.