The Leave Scramble

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"Learn about the Leave Scramble initiative aimed at fostering teamwork and balance between personal lives and veteran care. Supervisors announce leave opportunities yearly, with details on approval processes and holiday considerations. Explore the use of the VATAS leave program for efficient management."

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The Leave Scramble

Agenda Purpose Purpose Process Process Important date review Important date review Why use VATAS Why use VATAS Questions and answers Questions and answers

Introduction The purpose of the leave scramble is to create a culture of teamwork. We need to plan ahead to support our personal lives while providing excellent care to our veterans.

Process Supervisors are required to announce the leave Supervisors are required to announce the leave scramble around October 1 scramble around October 1st st of each year. If employees choose to participate in the leave employees choose to participate in the leave scramble, they have from October 15 scramble, they have from October 15th th to November 15 November 15th th to enter their leave for the to enter their leave for the following year. following year. of each year. If to

Supervisors have from November 15th to December 15th to approve or deny all leave entered into the VATAS system. Each and every leave request needs to be addressed with either approved leave or denied leave.

Details: HOW LONG TO APPROVE LEAVE? TWO WEEKS OFF WORK A minimum of two consecutive weeks or 2 total weeks (i.e., 80 hours) will be granted unless there are conflicting leave requests. More than two consecutive weeks can be granted if there are no conflicts or minimum core staffing is available to meet projected patient care need. The decision for approval or denial of the leave request will be made within 10 working days of the request . The Department will make every effort to accommodate the employees requests, consistent with valid operational needs. The vacation plan for the next leave year will be completed by the end of the current calendar year:

Details: HOLIDAYS HOLIDAYS HOLIDAYS Leave requests for the same holiday consecutively may be granted if there are no conflicting leave requests. If neither employee had the time off the previous year, then seniority will be used to determine who is granted leave. If requesting annual leave around a holiday, it will be granted as long as there are no conflicting leave requests and minimum core staffing is available to meet projected patient care needs. If conflicting leave requests occur, they will be resolved in the following manner:

Why Use VATAS? 910 WHY DO WE USE VATAS? VATAS is the government leave program established in June 2018. If an employee does not have the sufficient number of hours to submit leave in VATAS, the system will not allow the entry. . Why use vatas? Time stamp (for seniority purpose, and for leave scramble purpose) Only lets you enter leave if you have it Management tools (they can see all leave on one screen) (calendar view) VATAS Does not get lost VATAS Does not get changed Changes are timestamped (employee used the leave scramble by entering the leave during the allotted time Oct 15 to Nov 15 You have to email or communicate with the supervisor to revert leave. You can tell quickly if your leave is still pending. Employee can log into vatas from any computer. Employee can enter leave while off work. Management has leave records for as long as VATAS is operational. ** years can pass and they can tell you who had Christmas off in 2020.

Timeline: All pending leave will be addressed or union will be forced to file. Leave Scramble announcement Supervisors approve or deny leave entries. Around 10/1 10/15 to 11/15 11/16 to 12/15 Post by 12/31 12/31 Employee enters leave in the certified electronic system. Currently VATAS. Supervisors may discuss worked holidays or worked weekends for the next year

Questions and answers: Answer: Requests received by management by the close of business November 15th will have priority over requests received after that date. Call the union MOU between AFGE and KCVA All bargaining unit employees * 816-922-2040 *Two sets of MOU s . One for Providers and one for everyone else. See the next slide.