Free Company Leave Policy Template
A comprehensive leave policy template covering paid and unpaid leave, holidays, and time-off procedures for US businesses. Includes annual leave, sick leave, parental leave, bereavement, jury duty, and public holidays.
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What the Policy Covers
| Section | What It Addresses |
|---|---|
| Annual Leave | Days per year, accrual rate, carryover limits, approval process |
| Sick Leave | Days per year, medical certification threshold |
| Parental Leave | Maternity/paternity weeks, adoption leave, notice requirements |
| Unpaid Leave | Discretionary, request process |
| Bereavement Leave | Days for immediate family death |
| Jury Duty | Paid leave for jury service |
| Public Holidays | 6 standard holidays + additional at company discretion |
| Holiday Pay | Eligibility rules and substitute holidays |
| Leave Tracking | Employee and system responsibilities |
| Acknowledgment | Employee signature |
Full Policy Text
1. Purpose
This policy outlines the paid leave, time off, and holiday entitlements for employees of [Company Name]. The goal is to support employees' work-life balance while ensuring smooth operations.
2. Scope
This policy applies to all full-time and part-time employees of [Company Name].
3. Paid Leave
3.1 Annual Leave
- Entitlement: Full-time employees receive [____] days of paid annual leave per calendar year. Part-time employees receive a pro-rated amount.
- Accrual: Annual leave accrues monthly at [____] days per month.
- Carryover: Up to [____] days may carry over to the next year. Additional unused leave is forfeited.
- Approval: Requests must be submitted at least [____] weeks in advance and approved by the employee's supervisor.
3.2 Sick Leave
- Entitlement: Employees receive [____] days of paid sick leave per calendar year.
- Certification: A medical certificate is required for absences exceeding [____] consecutive days.
- Unused Sick Leave: Does not carry over and is not paid out upon termination.
3.3 Parental Leave
- Maternity/Paternity Leave: Employees receive [____] weeks of paid parental leave, in accordance with [applicable law/company policy].
- Adoption Leave: Employees receive [____] weeks of paid adoption leave.
- Notice: At least [____] weeks before the expected start of leave.
4. Time Off
4.1 Unpaid Leave
- May be granted at management's discretion for up to [____] days per year.
- Requests must be in writing and approved by the employee's supervisor.
- Granted only for reasons not covered by paid leave categories.
4.2 Bereavement Leave
- [____] days of paid leave for the death of an immediate family member.
- Additional unpaid time may be granted at management's discretion.
4.3 Jury Duty Leave
- Paid leave for the duration of jury service.
- Employee must notify supervisor immediately upon receiving a summons.
5. Holidays
5.1 Paid Public Holidays
Employees receive paid time off on the following holidays:
- New Year's Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas Day
Additional holidays may be granted at [Company Name]'s discretion.
5.2 Holiday Pay
- To receive holiday pay, employees must work their scheduled hours on the workdays immediately before and after the holiday, unless on approved leave.
- If a holiday falls on a weekend, a substitute day will be observed (typically the following Monday).
6. General Provisions
6.1 Leave Tracking
Employees are responsible for tracking their leave and ensuring they do not exceed entitlements. All requests and approvals should be recorded in the company's HR system.
6.2 Policy Changes
[Company Name] reserves the right to modify this policy at any time. Employees will be notified of changes in writing.
6.3 Compliance
This policy complies with all applicable federal and state laws. Where there is a conflict, the law prevails.
7. Acknowledgment
Employee Name: ______________________________
Employee Signature: ______________________________
Date: ______________________________
How to Customize This Template
Fill in the blanks with your company's specific entitlements. Here are common ranges for each section:
Annual leave
Common range is 10-15 days for US businesses.
Sick leave
5-10 days is typical. Check your state's paid sick leave laws.
Parental leave
FMLA provides 12 weeks unpaid. See the maternity and paternity leave templates for detailed policies.
Bereavement
3-5 days is standard for the death of an immediate family member.
Medical certification threshold
Commonly 3 consecutive days before a medical certificate is required.
Carryover
Decide how many days roll over to the next year. 5-10 days is typical.
Review with your legal team to ensure compliance with federal and state time-off rules and paid sick leave laws.
Frequently Asked Questions
Common questions about company leave policies.
This template covers company-provided leave. FMLA is a separate federal entitlement. For a dedicated FMLA policy, see the FMLA policy template in the related templates section below.
This combined template works well for small to mid-size businesses. Larger organizations may want separate policies for specific leave types (sick leave, maternity, FMLA) to provide more detail.
Some companies combine vacation and sick leave into a single PTO bank. If that's your approach, adjust the annual leave and sick leave sections into a single "PTO" section with the combined total.
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