Leave of Absence Policy
Revised Mar. 5, 2013 - Printable version


While attendance is very important to the success of our business, the company understands there will be times that an employee will need time off work for medical or personal reasons.

This policy is intended to allow employees a reasonable amount of time off to meet their personal health or family needs while at the same time ensuring that ABX Air is able to successfully operate its business. Whenever possible, the company's goal is to help employees recover so that they can return to productive work with the company.

If the prevailing applicable state statute differs from this policy, the employee will receive the benefits of the more advantageous provisions of the state or federal law.

Core Requirements

  • A leave of absence consists of:
    1. More than three (3) days away from work for medical or personal reasons, or
    2. One (1) or more days away from work due to an on-the-job injury.
  • When possible, leaves should be requested thirty (30) days in advance. When this is not practical, notify the supervisor as soon as possible before the start of the leave. In an emergency, contact the supervisor and Human Resources immediately.
  • Personal leaves of absence that do not qualify under Family Medical Leave (FML) are handled on an individual basis and must be requested in writing. Personal leaves are generally limited to 30 days and require the approval of department management and Human Resources.
  • Extended personal leaves may be granted to employees when there is an unusual event or crisis in the employee’s personal life.
  • Communication should be maintained with Human Resources and the supervisor as instructed.
  • All questions should be directed to Human Resources.
  • Other leaves that are available but not covered by this policy are:
    1. Jury Duty
    2. Bereavement (up to three days)
    3. Military
    Each of these types of leave is governed by a separate policy.
  • Medical appointments should be scheduled outside normal working hours whenever possible to minimize absences.
  • Employees must give written notice of any employment outside of ABX Air prior to engaging or continuing in any employment or similar activity.
Family Medical Leave (FML)
The Family Medical Leave Act is a federal law requiring covered employers to provide job-protected, unpaid leave to qualifying employees for certain family and medical reasons. Requests for FML must be received in Human Resources as soon as practicable. Request forms are available on-line and from Human Resources.

Employees that meet the following criteria are eligible to apply:
  1. Twelve (12) months of employment
  2. 1,250 hours worked in the last twelve- (12) months. (Hours worked as a temporary employee will be included.)
FML may be used for:
  • The birth of a child, or placement of a child with you for adoption or foster care.
  • Your own serious health condition (including on-the-job injuries).
  • Care for your spouse, child, or parent due to his/her serious health condition.
  • A qualifying exigency arising out of the fact that your spouse, son or daughter, or parent is on active duty or call to active duty status in support of a contingency operation as a member of the National Guard or Reserves.
  • Because you are the spouse, son or daughter, parent, or next of kin of a covered servicemember with a serious injury or illness.
When spouses are both ABX Air employees and both are eligible for the leave they are permitted to take a combined twelve (12) weeks for the birth of a child or the placement of a child for adoption or foster care or up to twenty-six (26) weeks to care for a covered ill or injured servicemember.

If an employee is determined to be a key employee they are entitled to all benefits of a leave with the exception of job restoration.

Provide a completed health care provider’s medical certification or military exigency certification to Human Resources as follows:
  • Within 15 days of an advance request for leave.
  • Within 15 days of start of leave in an emergency or unforeseen situation.
Failure to provide required certifications might result in the leave being denied or postponed.

Airport Access & Flight/Jump-Seat Status
While on a leave of absence unescorted access to any airport may be restricted. Flight / jump-seat status will be suspended.

Pay & Benefits Coordination
While on a leave of absence an employee may elect to use any earned pay such as vacation, sick, holiday, etc. for the following leaves:
  • Birth of a child (paternity is limited to the use of two (2) weeks of paid sick time).
  • Placement of an adopted or foster child (also limited to two (2) weeks of paid sick time for paternity)
  • Employee’s own serious health condition.
  • Health condition of a child.
  • Health condition of a spouse.
  • Health condition of a parent (sick time can only be used if leave is FML-approved).
  • On-the-job injury (use limited to qualification period only).
  • To care for a spouse or dependent child who is a covered servicemember with a serious injury or illness.
  • Because of a qualifying military exigency (paid time limited to vacation or holiday pay only).
Sick leave pay is reduced by any short-term or long-term disability benefit. Employees will continue to accrue vacation and sick hours as defined in the sick time and vacation policy.

If benefits eligible, medical insurance will remain in effect as described below:
  • Employees with more than one (1) year of service will maintain all insurance benefits, provided their portion of the premium is paid, for a maximum of 12 months.
  • Employees with less than one year of service will have insurance benefits discontinued on the last day of the month in which they have been on leave thirty (30) days or more (including light duty).
    1. Appropriate COBRA information will be provided.
    2. Benefits will be reinstated upon return to full duty in a benefits eligible position.
  • For personal leaves not covered by FML, medical insurance will end at the end of the month in which the leave begins unless otherwise noted in the Benefits Handbook (Summary Plan Description).
Light Duty
If employee becomes temporarily unable to perform the essential functions of their jobs, the company may place the employee in a temporary light duty assignment.

Job Protection
While on leave or working light duty ABX offers twelve (12) weeks of job protection:
  • The same or equivalent position with like pay and benefits will be held open.
  • Any leave, including Light Duty during non-FMLA periods of temporary medical restriction, used during the past 12 months will be counted towards the job protection period.
  • Once job protection period has expired the position may be filled.
  • When the company has reason to believe the leave will exceed the job protection period, the position may be filled immediately.
Performance Review Dates
If the leave or alternate duty period falls within the company’s Annual performance appraisal period, any pay increase associated with the performance appraisal will become effective on the date of return to full duty at a prorated amount to reflect the leave time.

Return From Leave
When returning to full duty, the proper medical documentation must be provided to Human Resources.

Employees whose position requires Department of Transportation or Federal Aviation Administration certification must present appropriate documentation confirming that they are able to resume their job duties according to DOT/FAA guidelines.

Leave Maximum
The maximum length of a leave is twelve (12) months in any rolling twelve (12) month period; however, the maximum job protection is twelve (12) weeks.
  • Calculation will include any time worked in light duty, if applicable.
  • FML or leave in prior twelve (12) months will be used to calculate the leave maximum.
Employees whose original job is filled due to their job protection expiring or because they are separated from the Company due to the twelve (12) month leave maximum may be eligible for reinstatement provisions for up to seventy-two (72) months from the beginning of the leave provided:
  • Employee is in good standing at the time the original leave begins.
  • Good or better performance ratings.
  • No written discipline in the last 3 years.
  • Overall good work history.
  • Employee must be full or part-time.
  • Employee must have at least twelve (12) months of continuous active employment.
Employee must notify Human Resources of their request to be considered for reinstatement.

Revision History:
Mar. 5, 2013
Oct. 4, 2010
May 4, 2009
Mar 24, 2005