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Dominion Life Advisors — Employee Leave Policy

Location: Richmond, Virginia, USA 
Effective Date: [Insert Date]

1. Purpose

This policy outlines the types of leave available to employees at Dominion Life Advisors and provides clear procedures for requesting and managing time off. It ensures compliance with federal and Virginia state labor laws while supporting our commitment to employee well-being and work/life balance.

2. Scope

This policy applies to all regular full-time and part-time employees of Dominion Life Advisors. Temporary, seasonal, and contract workers may be subject to different leave arrangements as outlined in their employment agreements.

3. Types of Leave

A. Annual Leave (Paid Time Off — PTO)

Definition: Annual leave, or PTO, is accrued paid time off for vacation, personal needs, or rest.

Eligibility:

• Available to all full-time and part-time employees after 30 days of continuous employment.

• PTO accrues proportionally based on hours worked.

Accrual:

• Full-time employees accrue PTO at the rate of [insert rate, e.g., 1.25 days/month].

• Maximum accrual cap: [e.g., 20 days]. PTO stops accruing when the cap is reached.

Request Procedure:

• Submit leave requests via the HR portal or to your direct supervisor at least two weeks in advance.

• Approval is subject to business needs and staffing requirements.

Unused Leave:

• Unused PTO may be carried over into the next calendar year up to the accrual cap.

• Upon separation, accrued but unused PTO will be paid out per Virginia wage laws.

B. Parental Leave

Definition: Parental leave is time off provided for the birth, adoption, or placement of a child.

Eligibility:

• Employees must have completed at least 12 months of service and worked 1,250 hours over the past 12 months.

• Eligible under the Family and Medical Leave Act (FMLA).

Duration:

• Up to 12 weeks of unpaid, job-protected leave within 12 months of the child’s birth or placement.

Procedure:

• Notify HR at least 30 days in advance when the need is foreseeable.

• Submit supporting documentation (e.g., expected delivery date or adoption paperwork).

Unused Leave:

• Unused FMLA leave cannot be carried over and resets each 12-month period.

Legal Reference:

• Compliant with the FMLA (29 U.S.C. § 2601 et seq.).

C. Sick Leave

Definition: Sick leave is paid time off for personal illness, injury, or medical appointments.

Eligibility:

• Granted to full-time employees upon hire; part-time employees may receive prorated leave based on hours worked.

Accrual:

• Full-time employees accrue sick leave at [e.g., one day/month], up to a maximum of [e.g., 10 days/year].

Procedure:

• Notify your supervisor as soon as possible, ideally before the start of the workday.

• For absences over three consecutive days, a medical certificate may be required.

Unused Leave:

• Unused sick leave may be carried over up to a maximum of [e.g., 30 days] but is not paid out upon separation.

D. Unpaid Leave

Definition: Unpaid leave is time off without pay granted for personal, educational, or other qualifying reasons.

Eligibility:

• Must be employed for at least six months and demonstrate a valid need.

• Subject to managerial and HR approval.

Duration:

• Typically limited to a maximum of 30 calendar days in a 12-month period. Extensions require executive approval.

Procedure:

• Submit a formal request with justification to HR at least 30 days in advance.

• Approvals depend on business needs and the employee’s performance history.

Unused Leave:

• Unpaid leave is not accrued and does not carry over. It may affect benefit accruals depending on the duration of absence.

4. General Procedures for Leave Requests

1. Submission: All leave requests must be submitted through the official HR system or via email to HR and your supervisor.
2. Approvals: Supervisors will review and respond to requests within five business days.
3. Documentation: Supporting documentation may be required depending on the leave type.
4. Recordkeeping: All leave taken will be documented in the employee’s personnel file and tracked for compliance. 

5. Legal Compliance and References

• FMLA: Governs parental and certain medical leaves.

• Virginia Labor Law: Does not mandate paid leave but allows employers discretion in leave policies.

• Dominion Life Advisors complies with all applicable federal, state, and local regulations.

6. Policy Review and Updates

This policy will be reviewed annually or as needed to ensure compliance with changing laws and company needs. Employees will be notified of any significant updates.

7. Questions and Contact

For questions about this policy or to request leave, please contact HR at hr@dominionlife.com or visit the HR office.