Leaves

Leaves and Absences

The following leaves with pay will be provided to all full-time regular employees. Part-time regular employees will receive these
leaves on a pro rata basis. Please refer to Board Policies GCBDA and GDBDA for the complete District Policies regarding leaves and
absences.

Paid Days/Time Off

Paid time off provides employees greater flexibility in the use of time off.

Exempt Staff-Paid Days Off (PDO)

Federal law defines positions as either Exempt or Non-exempt. Positions which are Exempt are not subject to required
additional pay for extra hours worked. If you are paid on a monthly basis, your position is Exempt.
Exempt employees will have his/her full entitlement of PDOs available beginning on his/her first working day of his/her
contract. PDO entitlements are granted according to the number of contract working days, as outlined below:

Number of Contract Days PDO Hours Earned in School Year Maximum Carryover PDO Hours
Less than 205 Number of hours worked per day multiplied by 8 Number of hours worked per day multiplied by 21
205 – 243 Number of hours worked per day multiplied by 9 Number of hours worked per day multiplied by 21
244 and greater Number of hours worked per day multiplied by 10 Number of hours worked per day multiplied by 22

Employees working less than a full term (new hires or separations) will only be entitled to a prorated share of PDO hours based on length of employment during the current school year compared to a full term of employment.

Non-Exempt Staff-Paid Time Off (PTO)

Number of Contract Days PDO Hours Earned in School Year Maximum Carryover PDO Hours
Less than 205 Number of hours worked per day multiplied by 8 Number of hours worked per day multiplied by 21
205 – 243 Number of hours worked per day multiplied by 9 Number of hours worked per day multiplied by 21
244 and greater Number of hours worked per day multiplied by 10 Number of hours worked per day multiplied by 22
Vacation Days/Time Off

The District grants vacation days in addition to PDO/PTO to all regular employees scheduled to work 244 or more days a
school year. Vacation time for management personnel shall be based on the recommendation of the Superintendent and
approved by the Board of Education.

Exempt Staff-Vacation Days Off (VAC)

Federal law defines positions as either Exempt or Non-exempt. Positions which are Exempt are not subject to required
additional pay for extra hours worked. If you are paid on a monthly basis, your position is Exempt.
Exempt employees will have his/her full entitlement of VACs available beginning on his/her first working day of his/her
contract. VAC entitlements are granted according to the employee’s years of service, as outlined below:

Years of Service Vacation Hours Earned in School Year
1 to 5 years Number of hours worked per day multiplied by 10
Greater than 5 years Number of hours worked per day multiplied by 15
Greater than 15 years Number of hours worked per day multiplied by 20

Employees working less than a full term (new hires or separations) will only be entitled to a prorated share of VAC hours based on length of employment during the current school year compared to a full term of employment.

Non-Exempt Staff-Vacation Time Off (VTO)

Federal law defines positions as either Exempt or Non-Exempt. Positions which are Non-Exempt are subject to required
additional pay at straight time, overtime or comp time for approved additional hours worked. If you are a paid on a semi-
monthly basis, your position is Non-Exempt.
Non-Exempt employees must earn VTO before it may be used. VTOs will be earned each pay period. At the end of the
school year, the total VTO earned will be according to the employee’s years of service, as outlined below:

Years of Service Vacation Hours Earned in School Year
1 to 5 years Number of hours worked per day multiplied by 10
Greater than 5 years Number of hours worked per day multiplied by 15
Greater than 15 years Number of hours worked per day multiplied by 20

Employees working less than a full term (new hires or separations) will only be entitled to a prorated share of VTO hours based on length of employment during the current school year compared to a full term of employment.

Employees may accumulate up to one and a half times their accrual rate (i.e., an employee with 4 years of service may
accumulate up to the equivalent of 15 days). Hours accumulated beyond this maximum shall be automatically forfeited. The
only exception is if an employee is not allowed to take his or her vacation because of district needs, in which case the
employee shall receive an extension of six months in which to take his or her vacation.

Bereavement Leave

Employees shall be granted paid leave not to exceed 5 working days, in the event of a death in the immediate family (excluding miscarriages). The District may require verification of the need for the leave. The Board defines ‘‘immediate family’’ to include:

  • The employee’s spouse.
  • The following relatives of the employee or the employee’s spouse: parents, stepparents, children, stepchildren, siblings, stepsiblings, employee’s grandparents, grandchildren or other family members who reside in the same house hold as the employee.
  • Any other person over whom the employee has legal guardianship or for whom the employee has power of attorney and is the primary caregiver.

Employees shall be granted paid leave not to exceed 2 working days, in the event of a death in the extended family (excluding miscarriages). Extended family shall include grandparents of the employee’s spouse, son-in-law, daughter-in- law, brother-in-law and sister-in-law.

Civil Air Patrol Leave

Any employee who is a member of Civil Air Patrol and has qualified for a Civil Air Patrol emergency service specialty or who
is certified to fly counter-narcotic missions shall be granted unpaid leave to perform Civil Air Patrol emergency service duty
or counter-narcotic missions without loss of time, regular leave or any other rights or benefits in accordance with law. The
leave is limited to 15 working days in any calendar year, but is unlimited when responding to a state- or nationally declared
emergency in Missouri. The District may request that the employee be exempted from responding to a specific mission.

Coast Guard Auxiliary Leave


Employees who are members of the United States Coast Guard Auxiliary will be granted an unpaid leave of absence for
periods during which they are engaged in the performance of United States Coast Guard or United States Coast Guard
Auxiliary duties, including travel related to such duties, when authorized by the director of auxiliary or other appropriate
United States Coast Guard Authority. Such leaves of absence will be given without loss of time, regular leave or any other
rights or benefits to which such employees would otherwise be entitled. The leave is limited to 15 working days in any
calendar year, but is unlimited when responding to a state- or nationally declared emergency in Missouri or upon any
navigable waterway within or adjacent to the state of Missouri. The District may request that an employee be exempted
from responding to a specific mission.

Court Subpoena Leave

If the subpoena is directly related to the employee’s school duties, the employee will be released for court appearance
without loss of leave. Other court appearances will be deducted from PDO/PTO leave.

Crime Victim Leave

Any employee who is a crime victim, who witnesses a crime or who has an immediate family member who is a crime victim
will not be required to use vacation or PDO/PTO in order to honor a subpoena to testify in a criminal proceeding, attend a
criminal proceeding or participate in the preparation of the criminal proceeding.

Election Leave

Any employee who is appointed as an election judge pursuant to state law may be absent on any election day for the
period of time required by the election authority. The employee must notify the District at least seven days prior to any
election in which the employee will serve as an election judge. No employee will be terminated, disciplined, threatened or
otherwise subjected to adverse action based on the employee’s service as an election judge.

Firefighter Leave

Employees will be allowed to use PDO/PTO, vacation and/or unpaid leave for any time taken to respond to an emergency in the course of performing duties as a volunteer firefighter.
For the purposes of this section, ‘‘volunteer firefighter’’ includes  members of Missouri-1 Disaster Medical Assistance Team, Missouri Task Force One, Urban Search and Rescue Team or those activated by FEMA in times of national disaster.
Employees covered under this section shall not be terminated from employment for joining a volunteer fire department or for being absent from or late to work in order to respond to an emergency. Employees shall make every reasonable effort to notify the principal or supervisor if the employee may be absent from or late to work under this section. Employees are required to provide their supervisors with a written statement from the supervisor or acting supervisor of the volunteer fire department stating that the employee responded to an emergency along with the time and date of the emergency.

Jury Duty Leave

Employees reporting for jury duty are excused from work for their regularly scheduled shift on the day(s) require for jury
duty. The employee will be paid regular pay after submitting receipts showing proof of service, days served, parking, meals
and mileage. Forms available for submitting receipts are located in GCBDA-AF1.
Procedures are outlined in GCBDA-AP4. Any amount earned in excess of the receipts must be assigned to the school district.
An employee will not be terminated, disciplined, threatened or otherwise subjected to adverse action because of the
employee’s receipt of or response to a jury summons.

Military Leave

The District shall grant military leaves required by law. Members of the National Guard or any reserve component of the
U.S. Armed Forces who are engaged in the performance of duty or training will be entitled to a leave of absence of 120
hours in any federal fiscal year (October 1 – September 30) without impairment of efficiency rating or loss of time, pay,
regular leave or any other rights or benefits. Employees shall provide the District an official order verifying that they are
required to report to duty.

Professional Leave

Employees may be granted professional leave to attend classes or conferences, meet with mentors or participate in other
approved professional growth activities. Professional leave must be approved by the employee’s supervisor, arranged well
in advance and is not considered personal leave.

Leave to Vote

Employees who do not have three successive hours free from work while the polls are open will be granted a leave period
of up to three hours to permit the employees three successive hours while the polls are open for the purpose of voting.
Requests for such leave must be made prior to Election Day, and the employee’s supervisor will designate when during the
workday the leave should be taken. Any employee who properly requests leave to vote and uses the leave for that purpose
will not be subject to discipline, termination or loss of wages or salary.

Catastrophic Paid Days off Bank

The Lee’s Summit School District has established a Catastrophic Paid Days Off (PDO) Bank. This bank is designed to ensure that those
most in need during a period of catastrophic illness of their own or of their immediate family would have paid leave available. It is not the intent to ensure protection from all situations, but instead to assist in catastrophic situations. Regardless of an employee’s
application to the Catastrophic PDO Bank, an employee may be eligible for FMLA or STML.
The bank is administered by the District’s Human Resources Department. The bank’s resources come from initial and continuing
contributions of PDO/PTO’s made by all members to the bank. Human Resources then disperses, based upon proper submission and
proper medical evidence, days of PDO/PTO’s to bank members. Members who receive days do not have to repay the bank. The bank
operates much like a long-term disability insurance plan, whereby the insured pays annual premiums for a benefit which, hopefully,
need never be collected.
Human Resources does everything in its power to give full and fair consideration to each request, however, the burden of complying
with the bank’s rules and providing sufficient medical evidence of disability lies entirely with the member. Again, remember that
individual employees may be eligible for FMLA or STML while not qualifying for Catastrophic PDO pay.

Joining the Bank

In order to become a member of the bank, an employee must contribute one of their personal days off (PTO/PDO) to the bank.
The contribution will be made electronically on the insurance enrollment website. New employees may contribute to the bank
within the first 30 calendar days after employment. If you have not previously donated to the bank, you may contribute to the bank
during the District’s annual insurance open enrollment. Note: if you have donated to the pool and ended employment with the
District, you will have to donate again to become a member after being rehired by the District.

Purpose of the Bank

The purpose of the bank is to provide PTO/PDO’s to members after their accumulated PTO/PDO’s have been exhausted and/or no
more than 5 vacation days, if applicable, remain in an employee’s account. Bank use is for illness of a catastrophic nature of the
employee, the employee’s spouse, child, parent and/or stepparent.

Definition of Catastrophic

A catastrophic illness is an illness or injury due to a physical or mental impairment (other than those described below) or which:

1. Is of a terminal or life-threatening nature; or,
2. Is expected to be of a long and indefinite duration and requires:
a. Extended at-home custodial care for an individual who is unable to perform basic living functions without
assistance, such as bathing, eating, or dressing; or
b. In-patient treatment at a licensed hospital or rehabilitation facility.

The terms “illness” and “injury” shall exclude an illness or injury resulting from alcohol or narcotics abuse, self-inflicted injuries, or
engaging in a criminal felony.

Requesting Bank Leave

In order to request leave from the bank, an employee had to join the bank and exhaust all advanced and accrued PDO/PTOs. Year
round employees will be required to use all but five vacation days prior to applying to the catastrophic bank. To request leave from
the bank, follow these steps:

  1. Complete the Catastrophic Paid Days Off Claim Form found in Board Policy. For exempt staff, GCBDA-AF4 and for
    non-exempt staff, GDBDA-AF3.
  2. Return the completed form and all required documentation to the District’s Human Resources Department
    located at Stansberry Leadership Center.
  3. The District’s Human Resources Department will then be in contact with you.
Waiting Period

Newly hired employees shall become eligible for coverage under the Catastrophic Bank after having worked 90 working days
following their hire date. Hire date is defined as the first day of an employee’s contract and/or compensation summary.
Employees who do not contribute during their new hire enrollment period are eligible to contribute during the next open enrollment
period. Employees who contribute during the open enrollment period shall become eligible for coverage after serving a 12-month
waiting period. For example, if an employee contributes during the November 2017 open enrollment period, he would be eligible for
coverage beginning December 1, 2018.

Additional Information

Please refer to Board Policies GCBDA-AP2 and GDBDA-AP2 for the entire rules of procedures for the bank. You may also contact the
District’s Human Resources Manager at (816) 986-1003 for additional information.