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HR > Management of Leave > Flashcards

Management of Leave Flashcards

1
Q

What happens when an employee cannot produce a medical certificate for any occasion of sick leave that requires it?

A

The employee must sign for annual leave or leave
without pa,y if no annual leave credit is available.

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2
Q

By when must the unused annual leave at the end of the leave cycle be used?

A

30 June of the next leave cycle

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3
Q

When is a medical certificate compulsory?

A
  • For sick leave of more than 2 continuous days.
  • For all applications for temporary or permanent incapacity leave (PILIR).
  • Where a pattern of sick leave abuse has been established, consultation has taken place and the employee has been informed in writing, the Line Manager may request a medical certificate for periods of less than 3 continuous days’ sick leave.
  • For the third absence (and more) in an 8-week period (8-week rule).
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4
Q
A
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5
Q

By when must staff inform the line manager when overcome by sudden illness/injury?

A

personally within 2 hours of the start of the first working day on
which the employee is absent.

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6
Q

What must the line managers do regarding the annual leave cycle?

A

Line Managers must plan ahead.

Before the beginning of a leave cycle, they must prepare a “year planner” to ensure that employees take all their available leave in the annual leave cycle

without affecting operational requirements.

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7
Q

Can an employee take leave in his/her last month?

A

Yes, only if such a request is initiated by the employee.

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8
Q

Is an employee entitled to temporary PILIR?

A

No, temporary incapacity leave is not an entitlement.

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9
Q

How many working days of sick leave are full-time/part-time permanent employees entitle to?

A

36 working days’ sick leave with full pay in a 3-year cycle.

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10
Q

What information is required on the medical certificate?

A
  1. Name (initial and surname), address and qualification of the Health Practitioner in block letters,
  2. Registration number or practice number of the Health Practitioner,
  3. Name of the patient (employee),
  4. Date and time of the examination,
  5. Whether the diagnosis was based on personal observation by the Health Practitioner, or on information received from the patient and which is acceptable on medical grounds,
  6. A description in lay person’s language of the diagnosis, if the patient consented that this information may be revealed,
  7. Whether the patient is totally indisposed or able to undertake less strenuous duties,
  8. The exact period of recommended sick leave,
  9. Date of issue of the certificate,
  10. If the certificate is pre-printed, details not belonging to the patient must be deleted by the Health Practitioner.
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11
Q

What rule must Line Managers apply when recommending
unauthorised leave without pay?

A

the audi alteram partem rule

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12
Q

Who assesses and then approves/declines the PILIR application?

A

The application is assessed by an independent Health Risk
Manager, and then either approved or declined based on the
recommendation of the Health Risk Manager.

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13
Q

What must accompany the Z1(a) leave form in cases of leave without pay?

A

Written notice of the intention to grant leave without pay, and the employee’s
response to it.

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14
Q

What happens to annual leave from a previous cycle that is not used by 30 June of the next leave cycle?

A

Annual leave shall be forfeited.

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15
Q

Under what conditions may annual leave be converted to sick leave?

A

​​

  • The employee requests the conversion in writing,
  • The written request is accompanied by a new leave form that indicates the amended leave dates,
  • The request is accompanied by a medical certificate, and the request is approved.
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16
Q

What does PILIR stand for?

A

Procedure on Incapacity Leave and Ill-Health Retirement

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17
Q

Under what circumstances may an employee request that annual leave from the previous cycle that remains unused by 30 June be paid out to him/her?

A
  1. The leave was refused in writing due to operational requirements,
  2. The leave could not be rescheduled,
  3. The request for payment is made by no later than 31 July,
  4. The request is in writing,
  5. The request is accompanied by written details regarding the refusal of leave and the disapproved Z1(a) leave application form.
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18
Q

Can an employee take his/her full leave entitlement at any time during the leave cycle?

A

Yes, dependant on operational requirements.

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19
Q

If the employee is unable to provide valid reasons for leave without permission, what must the line manager recommend?

A

Leave without pay must be recommended.

20
Q

How many working days are regarded as Short Term Incapacity Leave?

A

1 – 29 working days: Annexure A

21
Q

When is a medical certificate acceptable?

A
  1. Only medical certificates that are issued by a registered Health Practitioner who is legally certified to diagnose and treat patients.
  2. A Health Practitioner must be registered with the Health Professions Council of South Africa (HPCSA), Allied Health Professions Council of South Africa (AHPCSA), or South African Nursing Council (SANC).
  3. Medical certificates issued by traditional healers are not recognized for the purposes of granting sick leave with pay.
22
Q

If a pattern or tendency of leave without permission is observed, how must this matter be addressed?

A

By means of the disciplinary process.

23
Q

How is the annual leave entitlement calculated for contract workers?

A

proportional to the term/length of the contract at a rate of 1/12th of the applicable annual leave category for every calendar month of the contract period.

24
Q

Do applications for clinical procedures (operations) have to be submitted in advance?

Is there an exception?

A

Applications for clinical procedures (operations) must be submitted in
advance,

unless the Health Practitioner certifies that the procedure was
performed as an emergency.

25
Q

What methods of communicating incapacity due to sickness is acceptable by line managers?

A

Line Managers must apply their minds in deciding what methods of
communication (telephone call, SMS etc.) are acceptable, taking into
consideration the personal circumstances of employees.

26
Q

Who does the power to refuse annual leave rest with?

A

Head of Institution.

27
Q

From which absence within any 8 week period, must employees submit a medical certificate?

A

Employees must submit a medical certificate from the 3rd absence onwards during any 8-week period, regardless of whether medical certificates were submitted on the first 2 occasions, or whether the absence is for as short as one day.

28
Q

Should line managers and employees agree on acceptable methods of communication beforehand?

A

Yes

29
Q

What right does an employee who absents him-/herself from the workplace without the permission of the Line Manager or Head of Component have?

A

The employee must be given the opportunity to explain the absence.

The employee must be given the opportunity to engage with
his/her union representative or to have him/her present.

30
Q

How many days are regarded as Long Term Incapacity Leave?

A

30 working days or more: Annexure B

31
Q

What happens to annual leave entitlement for every 15 continuous days’ leave without pay?

A

An employee’s annual leave entitlement will be reduced by 1/24th.

32
Q

What must the line manager do if the employee fails to submit the application within 5 working days?

A

The Line Manager must inform him/her in writing that, should the application not be received within the next 2 working days, the period will be covered by annual
leave/unpaid leave.

33
Q

How many days of annual leave are permanent full/part-time employees entitled to?

A

22 working days - employees with less than 10 years service

30 working days - employees with more than 10 years service

34
Q

How many minimum days must be taken as annual leave during the leave cycle (1 January to 31 December)?

A

At least 10 consecutive leave days must be taken. This may not form part of 50/50 study leave – see the section on Special Leave below.

35
Q

When can employees apply for PILIR?

A

Once the 36 sick leave days in a sick leave cycle are exhausted.

36
Q

How many working days of annual leave are contract employees entitled to?

A

1 working day for every calendar month of the contract period up to a maximum of 36 working days
per 3-year cycle.

37
Q

How will the employee’s sick leave entitlement be reduced for every 15 continuous days’ leave without pay?

A

For every 15 continuous days’ leave without pay, an employee’s sick
leave entitlement will be reduced by 1/72nd.

38
Q

Who may be granted sick leave?

A

An employee who needs to:

  • Consult a doctor/therapist for reasons related to the employee’s health/well-being,
  • Go for training related to a disability, e.g. a blind employee who needs to get training with his/her guide dog,
  • Go for maintenance work for equipment used for his/her disability.
39
Q

Must the Line Manager accept sick certificates that do not state the nature and extent of the employee’s illness for sick leave taken during the normal sick leave cycle

i.e. 36 days in 3 years?

A

Yes

40
Q

When may The Line Manager
request that the employee submits a sick certificate describing the nature and extent of the illness?

A

In cases where sick leave abuse has been identified. It is important to note that all information regarding the employee’s illness/condition must be treated as confidential at all times

41
Q

What must the employee do in cases where his/her normal sick leave has been exhausted?

A

The employee must complete an application for Temporary Incapacity Leave

42
Q

How long is an annual leave cycle?

A

1 January to 31 December each year

43
Q

Can employees send messages regarding booking off sick via colleagues or other persons?

A

No, unless the extent of the illness/injury prevents the employee from communicating with the Line Manager/supervisor personally.

44
Q

By when must a line manager submit Z1(a) leave form to HR after the first day of absence?

A

The Z1(a) application form for sick leave must be submitted via the Line
Manager to the HR component within 5 working days after the first day of
absence.

45
Q

Whose responsibility is it to submit adequate,
detailed and objective proof that he/she was too ill to be at work?

A

The responsibility lies with the employee

46
Q

Within what time frame must the employee submit a PILIR application to the line Manager/supervisor?

A

within 5 working days from the first date of absence

HR (2 decks)

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