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Why your company has to set up a special leave policy

by , 23 April 2015
Special leave is a situation that can't be overlooked in the general leave policy. You must have specific regulations when it comes to granting this. That way, you have your company's stance on this written down when you need to give time off to your employees for various reasons.

This will also help your employees to know exactly when they'll be granted special leave and how.

Implement a Special Leave Policy in your business today!

On condition that acceptable documentary proof is submitted to substantiate the specific application, special leave may be considered in the following instances:

1. To study for and/or write examinations set by a recognised training and educational institution;

2. To participate in recognised sport activities at provincial or national level;

3. To receive military training;

4. To appear as a state witness; and

5. To relocate or transfer to a new location.

Here's what you need to know about each instance of special leave

1.  Leave to study for and/or write examinations

Study and examination leave shall only be granted if the study has been cleared with the relevant Department Head, is relevant to the employee's current line of work or is in line with the employee's career development plan and proof in the form of a formal timetable and course registration certificates is supplied with the application.

One day's special leave is granted for every day on which an examination is written. If the preceding day is a working day, one day's study leave is also granted. A maximum of 15 working days' study/examination leave may be granted per annum.

In the case of approved post graduate examinations two days' study leave may be granted per subject up to a maximum of 15 working days per annum. No study leave is granted in respect of re-examinations.

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2. Leave to participate in recognised sport activities at provincial or national level

Where an employee has been selected to represent his/her province or the Republic of South Africa:
•  As a member of a sports team recognised by the National Sports Congress;
•  As a manager or coach of such a team; or
•  As a referee.

Special paid leave may be granted upon submission of substantiated proof. For international participation – up to 25 working days per annum.

For provincial competitions – up to 14 working days per annum.If extended special leave is required, normal annual leave must be taken. If an employee has no annual leave to his/her credit, management may consider unpaid leave for a maximum period of 14 working days.

The normal procedure for leave applications must be followed. Notwithstanding the above, this type of leave is subject to board approval.

3. Leave to receive compulsory military training

Special leave to attend a military training course or camp may be granted subject to the submission of the written call-up instructions.

4. Leave to appear as a State witness

Where an employee has been summonsed to appear as a State witness in a court case, special leave may be considered. The application for leave must be accompanied by a copy of the official summons/subpoena.

5. Leave to relocate in a new environment

Where an employee has been transferred by the company, he/she may be granted up to five working days as paid special leave to attend to accommodation and other personal arrangements. Normal leave application procedures apply.

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