Run: Sabbatical Leave Policy

This policy establishes the standards for requesting, approving, taking, and returning from sabbatical leave. The purpose of sabbatical leave is to support employee renewal, retention, professional growth, and business continuity while maintaining clear expectations for eligibility, compensation, benefits, and return-to-work planning.

This policy applies to all employees unless a separate written agreement, collective bargaining agreement, or jurisdiction-specific law provides different rules. **Applicable jurisdictions:** United States. **Applicable roles:** all employees, subject to eligibility requirements and business approval. This policy does not replace leave rights under the FMLA, ADA, state paid leave laws, workers' compensation, or any applicable collective bargaining agreement.

Employees may be eligible for sabbatical leave if they meet the following requirements: 1. **Minimum service:** Completed at least [12/24/36] consecutive months of active employment. 2. **Performance standing:** Not currently on a documented warning, final warning, or active PIP unless HR approves an exception in writing. 3. **Business need:** The employee's absence can be reasonably covered without undue operational disruption. 4. **Prior leave history:** The employee has not taken a sabbatical within the last [X] years, unless approved by HR and leadership. **Duration:** Sabbatical leave may be granted for up to [2-12] weeks per approved request, unless a longer period is approved in writing by HR and the employee's business leader. Sabbatical leave may be paid, unpaid, or partially paid as stated in the approval letter or employment agreement. **Intent:** Sabbatical leave is intended for approved purposes such as rest and recovery, research, study, professional development, caregiving transition, or other business-approved objectives. It is not an entitlement and may be denied based on eligibility, staffing, performance, or business needs.

Employees must submit a written sabbatical request to their manager and HR at least [30/60/90] days before the requested start date, unless an emergency or other exceptional circumstance prevents advance notice. The request should include: - Requested start and end dates - Purpose of the sabbatical - Proposed coverage plan for ongoing work - Any anticipated impact on deadlines, clients, or essential functions - Whether the employee is requesting paid, unpaid, or partially paid leave Approval requires written consent from the employee's manager and HR, and may also require department leadership approval. HR will confirm whether the leave is paid or unpaid, whether benefits continue during the leave, and whether any accrued paid time off must be used before sabbatical leave begins. **Compensation and payroll:** Unless otherwise stated in writing, sabbatical leave is unpaid. If the company offers paid sabbatical leave, the approval letter will specify the pay rate, duration, and any conditions. The company will administer pay in compliance with the FLSA, including exempt/nonexempt classification rules and overtime requirements for any hours worked during the leave period.

**Benefits:** Continuation of health, retirement, and other benefits during sabbatical leave will be handled according to the plan documents, applicable law, and the approval letter. Employees are responsible for any required premium contributions during unpaid leave. **Coordination with other laws:** If a sabbatical request may also qualify as leave under the FMLA, ADA, or a state or local leave law, HR will evaluate the request separately and apply the law that provides the greater employee protection where required. The company will engage in the ADA interactive process when a leave request or return-to-work issue may involve a disability and a reasonable accommodation. **Return-to-work expectations:** Before returning, the employee must confirm the expected return date with HR and their manager, provide any requested fitness-for-duty or release documentation if job-related and consistent with business necessity, and participate in a return-to-work meeting if requested. The company will make a good-faith effort to restore the employee to the same or a comparable position, subject to business needs, applicable law, and the employee's ability to perform the essential functions of the role with or without reasonable accommodation. **Failure to return:** If the employee does not return on the approved date and has not received written extension approval, the absence may be treated as job abandonment or an unauthorized absence, subject to applicable law.

**Employee:** Submit a complete request, maintain communication during leave, comply with approved dates, and provide return-to-work information on time. **Manager:** Review business impact, identify coverage needs, and make a good-faith recommendation to HR. **HR:** Review eligibility, coordinate approvals, document the leave terms, evaluate legal overlap (including FMLA, ADA, and EEOC considerations), and maintain records. **Department leadership:** Approve or deny requests based on staffing, operational continuity, and business needs. **Policy holder:** Follow all approved leave terms and notify HR promptly of any changes.

This policy will be administered in a manner consistent with the NLRA, FLSA, FMLA, ADA, and Title VII of the Civil Rights Act of 1964. The company will not retaliate against employees for requesting leave, discussing workplace conditions, or engaging in protected concerted activity under Section 7 of the NLRA. Misuse of sabbatical leave, failure to follow approval requirements, working for another employer without written permission if prohibited by company rules, or misrepresenting the purpose of leave may result in denial, revocation, documented warning, PIP, or other corrective action up to and including termination, subject to applicable law. **Exceptions:** Any exception to this policy must be approved in writing by HR and senior leadership. California employees: any leave-related rights under California law will be applied where applicable. Employees in other states with paid leave, whistleblower, or scheduling protections will receive the protections required by those laws.

This policy will be reviewed at least annually and updated as needed to reflect changes in business practice, benefits administration, and applicable law. Changes may be made at any time with HR and leadership approval. Employees will be notified of material revisions and may be required to re-acknowledge the policy.