QUERY: Can you provide us with a sample policy dealing with employee leave due to a death in the family?

RESPONSE: The following material is found in Ceridian's HR Compliance Reference System:

Death in the Family:  Leave of Absence

Disclaimer:  These are generic sample policies and procedures and do not necessarily reflect the employment laws in any or all of the 50 U.S. states.  Before establishing any company policy or procedure, one should review the applicable state laws and/or seek guidance from legal counsel.

Policy Description:

In the event of a death in the immediate family of a regular employee, leave of absence with pay may be granted for up to a maximum of three days. With supervisory approval, additional time may be taken and charged to vacation, optional holidays, time off for compelling reasons or leave without pay. An employee's immediate family is defined as:

• The employee's spouse or domestic partner.
   
• The children or grandchildren of the employee or of the spouse or domestic partner.
   
• The parents, foster parents, guardians, grandparents, brothers and sisters of the employee and of the employee's spouse or domestic partner.
   
• Anyone who is a permanent resident in the household.

Supervisors may, when deemed appropriate, request documentation which establishes the employee's relationship to the deceased.

With supervisory approval, time off may be granted to attend the funeral of a close relative who does not meet the definition of immediate family given above. Such absences will be charged, with supervisory approval, to vacation, optional holidays, time off for compelling reason or leave without pay.

 Procedure:

Employee:

·         Talks with supervisor as soon as possible about the death and the time desired to be away from the work place.

·         Presents documentation of the relationship if requested by the supervisor.

 Supervisor:

·         May request documentation of the employee's relationship to the deceased.

·         If additional leave without pay is granted, sends Change of Status form to the Department of Human Resources for signature and forwarding to Payroll.