Notification of Absence and Submission of Documentation

Date Issued: June 11, 2009
Date Effective: September 8, 2009
Date Revised: April 10, 2018
Date Updated: July 23, 2019
Issued By: Patti Barnes
Approved By: Gwyn Scott

If any employee is unable to report for work as scheduled, the employee must notify the manager on duty at least one-half (1/2) hour before the designated starting time of their scheduled work shift, on the first day of absence. At the time of call off, the employee must state the reason for the call-off, type of leave requested, and the anticipated return to work date. If employee is unable to provide an anticipated return to work date, employee is required to call in each day of absence. The employee will not be required to notify the venue each day, provided the employee has provided adequate notification of the nature of the illness and anticipated return date to the venue/department.

If the manager on duty is not available, the employee must leave a message on the designated voicemail in their venue at least one-half (1/2) hour before the starting time of their scheduled work shift. Employee shall state in the message the reason for the call-off, type of leave requested, and the anticipated return to work date.

It is the employee’s responsibility to know if they have a sufficient balance of accrued time to cover the type of leave being requested. Failure to have sufficient amount of requested leave to cover the absence may result in an unexcused absence which could lead to disciplinary action.

Failure to notify the venue/department of intended absence pursuant to this policy shall cause the absence to be unapproved and the employee’s record shall be marked “unapproved absence.” The employee shall not receive pay for the absence and the employee shall be subject to disciplinary action up to and including termination of employment.

If an unforeseen emergency arises which prevents the employee from notifying the venue/department of an intended absence, the absence may be considered approved provided the employee submits satisfactory evidence to the venue/department that the emergency prevented the required notice.

The employee must submit accurate and timely documentation for each absence. The documentation must be submitted no later than the first day back from the absence or prior to the end of the pay period whichever comes first. This provision does not apply to absences due to a qualifying FML condition for which the department has an active approved certification on file. It is the responsibility of the employee to notify the department at the time of call off that the absence is due to the active certification on file.