SOP File Number:               1/2018 
                                                                                             SOP Version:                   1 
                                                                                             Document Owner:                Human Resources Management 
                                                                                       
                                             STANDARD OPERATING PROCEDURE:   LEAVE OF ABSENCE IN THE PUBLIC SERVICE 
                 Approval Date                       
                 Commencement Date                   
                 Review Date                        January 2020 
                 Periodical Review                  Every two years, or when changes in leave prescripts are made, whichever event occurs first. 
                                                    Public Service Act, 1994, as amended 
                                                    Public Service Regulations, 2016 
                                                    Determination and Directive on leave of absence in the Public Service  
                 Sources 
                                                    Public Management and Administration Delegations  
                                                    Policy and Procedure on Incapacity Leave and Ill-health Retirement  
                                                    Departmental Special Leave Policy  
                 Intent of SOP                      To document the standard operating procedure (SOP) for the management of leave of absence in the Department. 
                 Scope                              All employees 
                                                            The objectives of the standard operating procedure for the management of leave of absence in the Department are as 
                                                            follows: 
                                                               Informing all employees of the various kinds of leave that can be taken and the restrictions related to the different 
                                                                kinds of leave. 
                    Objective(s)                             
                                                               To stipulate the procedure and relevant steps to be taken by employees when applying for leave. 
                                                                      
                                                               To document the necessary documentation required for a leave application to be approved. 
                                                                      
                                                               To provide a basis for monitoring leave processes. 
                    Definitions                             HOD – Head of Department: Provincial Treasury 
                                                            Department – Department of the Free State Provincial Treasury 
                                                            HRM – Human Resource Management 
                                                            DPSA – Department of Public Service and Administration 
                                                            MMS – Middle Management Service 
                                                            COIDA – Application of the Compensation for Occupational Injuries and Diseases Act 
                                                            PILIR – Policy and Procedure on Incapacity Leave and Ill-health Retirement 
                                                            Z1(a) form – Leave Application Form  
                    Key Performance Indicator               Correct application for leave of absence by all employees of the Department for the following types of leave:  
                                                               Annual leave  
                                                               Normal sick leave  
                  SOP – Human Resources Management 
                   
                                                               Incapacity leave: 
                                                                   Temporary/Short period 
                                                                   Permanent incapacity leave 
                                                               Family responsibility leave 
                                                               Family responsibility leave for children with special needs 
                                                               Pre-Natal leave 
                                                               Maternity leave 
                                                               Paternity leave 
                                                               Adoption and surrogacy leave 
                                                               Leave for office bearers or shop stewards of recognised employee organisations 
                                                               Special leave:  
                                                                   50/50 Study leave 
                                                                   Examination leave  
                                                                   Sport leave 
                                                                   Quarantine leave 
                                                                   Natural disaster leave 
                                                                   Appearance before a court of law 
                  SOP – Human Resources Management 
                   
                                                        Leave for extraordinary circumstances 
                                                        Leave for the treatment of substance abuse 
                                                        Disability leave 
                                                        Attendance of Classes during office hours  
                                                        Transfer leave (employer initiated transfer) 
                                                        Leave for Research and Development 
                Principles                       The following principles underpin leave management in the Department: 
                                                  
                                                 Accountability & Responsibility - Compliance to relevant legislation. 
                                                 Efficiency and effectiveness - Achievement of objectives in a most cost-effective and efficient manner. 
                                                 Empowerment - Enhance the capacity of employees. 
                                                 Equity – Equal treatment of all officials. 
                                                 Participation - Involvement of management and employees. 
                                                 Transparency - Access to information and openness of administrative and management procedures. 
                                                  
                Compliance Measures                 PERSAL – All types of leave taken must be captured on PERSAL 
                                                    All types of leave should be applied for and be approved. 
                                                    Capacity Building – Training of departmental employees 
                
               GENERAL INFORMATION: 
               The number of annual leave days will be calculated pro rata from date of appointment for the specific annual leave cycle. 
               In case of a transfer from another department, the leave provisions should also be transferred. 
               Employees with less than 10 years’ service = 22 work days annual leave.  Employees with more than 10 years’ service = 30 days annual leave credits. 
               A pay slip / PERSAL printout will show the number of sick-, capped and annual leave available for the current cycle.  (Available from HRM) 
               Normal sick leave:  (36 days) is awarded in a three year cycle.  Current cycle is from 1 January 2016 to 31 December 2018 
                
               SOP – Human Resources Management