Personal Correspondence from Benefits Office to Employee
Notification of vacation time accrued
From Benefits Office or Human Resources to employee
As of December 31, you will have ten days of accrued vacation time in your account, all earned this calendar year. Under company guidelines, you must use those ten days before the end of next year; otherwise, they will be converted to bonus pay days.
In the coming year, you will begin earning vacation days at the rate of one day per full month of service, up to a maximum of twelve days.
We remind all employees that requests for vacation time off must be submitted in writing to your supervisor at least two weeks in advance and approval will be granted based on the staffing needs of your department.
Notification of excess accrued vacation time
From Benefits Office or Human Resources to employee
With the end of the 2008 calendar year now two months away, we want to remind you that you have accrued ten unused vacation days that were earned in 2007.
As stated in the employee manual, you must use those ten days before the end of 2008; otherwise, they will be automatically converted into bonus pay. Vacation days earned in 2008 can be used any time from now through the end of 2009.
If you are unable to use the accrued vacation days between now and the end of the year or prefer to receive payment for their cash value, you will see a bonus in your second paycheck of January. Vacation days are converted to cash based on your hourly or base salary rate in effect at the time the check is issued.
Approval of request for vacation
From Executive Office, Benefits Office, or Human Resources to employee
Your request for the following vacation days is approved: Monday, June 2, through Friday, June 6.
With the deduction of these five days, your employee records show a current total of five remaining vacation days. You are currently accruing vacation time at the rate of .83 days per full month of service.
Please meet with your departmental supervisor no later than two days before your vacation leave begins to discuss any ongoing projects or special coverage that may be needed while you are out of the office.
Notification of vacation policy violation
From Benefits Office or Human Resources to employee
We are unable to approve your request for ten days of vacation time beginning August 1. According to your personnel records you have only four days of accrued vacation at this time and will add only one more day between now and the date of your request.
If you have any questions about your vacation accrual, please contact Human Resources.
Denial of vacation request
From Executive Office, Benefits Office, or Human Resources to employee
We regret to inform you that your request for a vacation which includes the July 4 holiday cannot be granted because of the staffing needs of your department. This is a particularly busy time for the company and also a very popular vacation period for many employees. In granting time off, we give first preference on the basis of seniority.
We apologize for any inconvenience and encourage you to look for another period of time for your vacation.
Granting personal leave of absence
From Executive Office, Benefits Office, or Human Resources to employee
We are pleased to agree to your request for a six-week unpaid leave of absence for personal reasons, a benefit that is offered to employees who have completed at least ten years of service with the company. Your job will be kept open during your absence, which will begin on September 1 and run through October 14.
During that period, your health and retirement benefits will continue under the same terms as exist at the present time. You will not accrue vacation days or personal days during your leave of absence.
Please meet with your departmental supervisor no later than one week before your leave begins to discuss any ongoing projects or special coverage that may be needed while you are out of the office.
Denying leave of absence because of lack of availability of replacement staff
From Executive Office, Benefits Office, or Human Resources to employee
We regret to inform you that we are unable to grant your requested leave of absence beginning September 1. At this time we do not have a properly trained replacement to cover your job responsibilities.
We request that you meet with your supervisor to discuss this situation and assist us in preparing for a future request for a leave of absence.
Notification of apparent violation of holiday policy
From Benefits Office or Human Resources to employee
CONFIDENTIAL
According to payroll records, you called in sick on Monday, July 16. This was scheduled to be your first day back at work after a two week–long vacation for which you were given permission.
We have noted that this is not the first time in recent years that you have shown the same pattern of extending a scheduled vacation period.
While we understand that you may indeed have had a legitimate medical reason to miss that day of work, we do want to bring to your attention Section VII of the employee manual, which asks supervisors to monitor attendance records of nonexempt employees to avoid abuse of personal and sick days. The employee manual states that the company may request verification of medical treatment.
We hope this pattern does not repeat, and may request such verification of medical treatment in the future.
Granting home and family leave
From Benefits Office to employee
We have received your request for a leave of absence to assist your wife in the care of a newborn child. Congratulations on your joyous event.
As a covered employer under the federal Family and Medical Leave Act, we are required to grant eligible full-time employees as much as twelve weeks of unpaid leave during any twelve-month period for any of these reasons:
Birth and care of a newborn child of the employee;
Arrangement for adoption or foster care for a child of an employee;
Care of an immediate family member (spouse, child, or parent) with a serious health condition; or Medical leave for an employee who is unable to work because of a serious health condition.
Please fill out the attached form and submit it to Human Resources. We also ask that you meet with your supervisor as soon as possible to discuss any ongoing projects that may need special coverage by other employees. We would also appreciate it if you would keep in touch with the HR Department at least once every two weeks to keep us up to date on your plans.
Request for unpaid time off for permissible family needs (leave of absence)
From employee to Human Resources or Benefits Office
I am writing to request an unpaid leave of two weeks to allow me to attend to an important personal matter. As stated in the employee manual, the company may grant such a leave at its discretion if a supervisor or departmental manager gives permission.
Attached is a memo from my supervisor stating that my absence for two weeks in June will not adversely affect our operations. I have assured him that I will be available for overtime if requested.
I appreciate your consideration.
Thank you.
Response to request for new benefit
From Benefits Office to employee
Thank you for your suggestion of a new benefit for our employees. We were not aware of the “affiliate” program of the Lumbertown Historical Association, and upon investigation we have determined that a corporate donation by Consolidated Intergalactic to this worthy institution will allow all of our employees to visit the museum at a deeply discounted ticket rate.
Your idea will benefit both the LHA and our employees, and we are happy to do so.
Request for details of course for tuition reimbursement
From Benefits Office to employee
We have received your application for participation in the Tuition Reimbursement Program.
Before we can approve the request, we would like to see a full course description as published by the college or trade school. Please also attach a memo in which you explain how this course relates to your current or proposed job description.
We look forward to hearing from you soon.
Request for grade report for reimbursement
From Benefits Office to employee
We have received your request for payment under our Tuition Reimbursement Program. In order to process this request, please submit an official copy of your grade report.
Under terms of the plan, we will reimburse the cost of credits and fees up to $5,250 per year, per employee. Employees who receive a grade of B or higher will receive full reimbursement up to the maximum amount; employees who receive a B- through C- will receive 50 percent of the cost up to the maximum amount. Employees who receive a D+ or lower or who do not complete the course will not be reimbursed.
Personal Correspondence from Employee to Benefits Office
Request for clarification of health benefits
From employee to Benefits Office or Human Resources
My daughter will be enrolling in college this fall. Will the company-supported health plan continue to cover her through her four years at school?
Are there any special forms I need to prepare or proof of enrollment I need to provide?
Thank you for your assistance.
Request for health benefit forms
From employee to Benefits Office or Human Resources
I would like to make a change in the health insurance plan we are enrolled in through the company. Can you please provide full descriptions of the various PPO and HMO plans, and enrollment forms for each?
Thank you.
Request to add family member to insurance
From employee to Benefits Office or Human Resources
My husband and I completed the adoption of a child on May 1. Can you please advise me what forms I need to file in order to include her under our health insurance coverage?
Notification of intention to use family and medical leave time
From employee to Human Resources or Benefits Office
I am writing to request an unpaid leave from my post as senior financial analyst under terms of the federal Family and Medical Leave Act.
I need to travel to Florida to assist with the health care for my father, who is scheduled to undergo surgery on May 10. Under terms of the law, I am allowed a leave of as much as 12 weeks; I hope that my stay in Florida will be much shorter, perhaps three or four weeks. I will keep my supervisor and the Human Resources Office advised of my plans as soon as they are set.
I regret any inconvenience this causes the company and my department.
Advising change in personal information, dependents
From employee to Human Resources or Benefits Office
Please adjust my personnel records to reflect the fact that my daughter is now married and living outside of the home. She is also covered under her husband’s health plan, and according to the employee manual she is no longer covered under the Consolidated Intergalactic plan.
Thank you.