Absence Codes Explanation

It is the employee's responsibility to enter their own time into the Red Rover system and to communicate with their site and/or departments regarding time off of work. If an employee is unsure about what code to use, they may reach out to their site and/or department secretary or administration. The employee may also contact payroll for an explanation of codes and how much time the employee currently has available to use.

All time entered into Red Rover should match the hours taken by the employee. For example, if an employee is scheduled from 7:30 AM to 4:30 PM and the employee calls in sick for the whole day, then the whole day must be entered into Red Rover.

If an employee calls in sick and is in a position that requires a substitute, then the hours the employee missed must be entered into Red Rover, not just the hours the substitute worked. For example, if an employee is scheduled from 7:30 AM to 4:30 PM and the employee requests PN time from 11:30 AM to 4:30 PM, but the substitute reports from 12:30 PM to 3:30 PM, the employee would still enter time from 11:30 AM to 4:30 PM.

Illness- Sick Time

The Illness-Sick Time code is for the employee's health and wellness needs. The time may be used when an employee is calling in sick and/or attending a medical appointment for themselves. This code should not be used when caring for a family member or attending medical appointments for a family member.

The only exception to this is Labor Code 233 which states:

"Any employer who provides sick leave for employees shall permit an employee to use in any calendar year the employee’s accrued and available sick leave entitlement, in an amount not less than the sick leave that would be accrued during six months at the employee’s then current rate of entitlement, for the reasons specified in subdivision (a) of Section 246.5. The designation of sick leave taken for these reasons shall be made at the sole discretion of the employee"

If an employee is seeking to utilize Labor 233, they must inform Human Resources and Payroll so that the time is calculated appropriately.

Illness- Personal Necessity with Reason

Illness- Personal Necessity with Reason also known as Illness-PN w/Reason is defined as a situation that requires an employee to be absent from work to attend to matters that can’t be accomplished during the work day. When the employee takes personal necessity leave, the hours used are subtracted from their sick leave balance. Thus, personal necessity is considered a form of sick leave and any hours used reduce their sick leave balance. Personal necessity limits remain constant from year-to-year. There is no accrual or carryover of this type of leave. Unlike sick time, this absence code requires pre-approval and requires an explanation of an absence. If PN is overused, it will result is a full day deduct.

For more information on how many PN days an employee receives, please see either Additional Certificated Resources or Additional Classified Resources.

Illness- Personal Necessity without Reason

Illness- Personal Necessity without Reason also known as Illness-PN W/O Reason is defined as a situation that requires an employee to be absent from work to attend to matters that can’t be accomplished during the work day. When the employee takes personal necessity leave, the hours used are subtracted from their sick leave balance. Thus, personal necessity is considered a form of sick leave and any hours used reduce their sick leave balance. Personal necessity limits remain constant from year-to-year. There is no accrual or carryover of this type of leave. Unlike sick time, this absence code requires pre-approval. If PN is overused, it will result is a full day deduct.

For more information on how many PN days an employee receives, please see either Additional Certificated Resources or Additional Classified Resources.

Family Medical Leave Act (FMLA)/California Family Rights Act (CFRA) Related Absence Codes

Illness>Intermittent- Family

This code is only for those employees approved for FMLA/CFRA leave to care for their family member. In order to be eligible for FMLA/CFRA leaves, you must have been employed with Beaumont USD for at least 1 year AND worked 1250 hours. The hour calculation is based on a rolling calendar. What this means is, if you need leave starting 07/01/2023, then you must have worked at least 1250 hours between 07/01/2022 to 06/30/2023. If you need FMLA/CFRA, please reach out to Human Resources at [email protected].

Illness>Intermittent- Self

This code is only for those employees approved for FMLA/CFRA to care for themselves. In order to be eligible for FMLA/CFRA leaves, you must have been employed with Beaumont USD for at least 1 year AND worked 1250 hours. The hour calculation is based on a rolling calendar. What this means is, if you need leave starting 07/01/2023, then you must have worked at least 1250 hours between 07/01/2022 to 06/30/2023. If you need FMLA/CFRA, please reach out to Human Resources at [email protected].

Illness> Parental Leave

This code is used to bond with a new child. It allows for 12 weeks of parental leave and is commonly referred to as "baby bonding". The parental leave has a max of 12 weeks and it may be used consecutively or intermittently. If the leave is intermittent, it must be used in two week increments and prior to the child's first birthday or within a year of the child being placed (adoption or foster care). The employee does have two opportunities to request to use less than a 2 week increment. In order to access parental leave, HR must receive the live birth verification or the birth certificate. The eligibility for parental leave requires that the employee has been employed with us for at least 1 year. There is no minimum hours requirement.

Illness> Pregnancy Disability

This code is used for Pregnancy Disability also referred to as PDL. PDL covers the time prior to the birth of the child and immediately after the birth. Typically, PDL runs for 6 to 8 weeks depending on the type of delivery. The time needed on PDL must be determined by the treating physician. An off work note must be received by Human Resources and must include a begin and end date. There is no minimum employment requirement for this leave.