[Amended 3-9-2021]
Earned paid leave standard operating procedure
and policy. The Town shall provide earned paid leave (EPL), effective
January 1, 2021, in accordance applicable State of Maine Law, 26 MRSA
§637.
A. Exceptions
to eligibility: The following categories are not eligible for EPL.
(4) Seasonal
workers: please refer to Maine Department of Labor seasonal employee
list.
(5) Elected
municipal officers.
(6) Board/Commission
members.
B. Accrual
of earned paid leave.
(1) Earned
paid leave (EPL) shall accrue for all covered Town employees, as defined
by the Employment Security Act, 26 MRS §1043(11), at a rate of
one hour earned for every 40 hours worked beginning with their date
of hire. The maximum benefit allowed each calendar year is 40 hours.
Unused EPL balance from previous year may carry over, but maximum
benefit remains at 40 hours and in no event may an employee have more
than 40 hours available per calendar year.
(2) An
employee would not continue to accrue earned paid leave while out
on paid or unpaid leave or when utilizing the earned paid leave. However,
the days the employee is out on leave do count toward the threshold
of 120 days of employment.
C. Use of
accruals.
(1) Once
employees have been employed for 120 calendar days, they may use earned
paid leave for any reason in increments of 1/2 hour. An employee taking
EPL, absent an emergency, illness or the sudden necessity for taking
earned leave, must provide notice as soon as practicable under the
circumstances. The Town reserves the right to deny a requested date
of use if it significantly impacts departmental operations.
(2) The
Town may require that leave be used if the employee takes a planned
absence, or if the employee is out due to an emergency, illness, or
sudden necessity. The Town may request a medical note or other documentation
if the leave is for more than three consecutive days.
D. Separation
of employment.
(1) Upon
separation, in good standing, from employment the employee will be
paid for unused accrued EPL (up to 40 hours).
All vacation time shall be scheduled by permission
of the department head at times mutually agreeable to the employee
and department, except that vacations shall not disrupt departmental
operations. All requests for vacation time are to be written and on
forms prescribed by the Town. Should employees desire the same vacation
days, preference will be given to the person who submitted his/her
request first. Should the requests have been submitted on the same
date, the employee with the greater seniority shall have preference.
Upon separation in good standing, an employee is entitled to the proportionate amount of annual vacation time due him according to the vacation schedule, subject to the provisions of §
31-19.
An employee shall not be allowed to work and
be paid double his/her wage during his/her vacation period unless
approved in advance by the department head and Town Manager.
Split vacations are discouraged. In the event
that it is warranted, the department head and Town Manager must approve
it in advance.