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SAMPLEUnauthorizedLeaveandWrittenWarning
[Date]
[Name]
[Address]
Via[HandDeliveryORCertifiedMailNo._________]
Dear[Mr./Ms.LastName]:
Thepurposeofthisletteristonotifyyouthatyourabsencebeginningat[time]on[day],[date]through
[time] on [day], [date] is being
charged as unauthorized leave.Secondarily, this letter serves as a
writtenreprimandforfailingtoappropriatelyrequestandreceiveapprovalforpaidleave,andforfailing
tofollowtheestablishedprocedureforcallingintoreportanunscheduledabsence.Itisimportantfor
you to understand that taking unauthorized leave is
misconduct for which this disciplinary action is
beingtaken,andanyfurtherincidents ofmisuseofleave,orotherinappropriateconduct, willresultin
moreseveredisciplinaryaction,uptoandincludingdismissal.
Approval was granted to you for annual leave for [day], [date] through [day], [date], and you
were
scheduled to return to work on [day], [date], but failed to do so.On [day], [date] you called and
reportedyou werehavingtransportationproblems;therefore,youweregrantedanadditionaleight(8)
hoursofemergency an nual leaveforthat day.You were expected to return to work
on [day], [date],
however,youdidnotreportforworkuntil[timeandday],[date].
You not only failed to return to work on [date], as expected, but also failed to report to work on
[date(s)],anddidnotcontactyoursupervisoronanyofthesedays
torequestadditional timeoffor to
explainyourabsence.Itis yourresponsibilitytokeepyoursupervisorinformedofanyemergencywhich
prevents you from being at work as scheduled.Failure to do so is absence without authorization for
approvedleaveandwillresultinyourpaybeingdocked.
[Include details regarding previous counseling, warnings, suspensions, etc., related to the same
offense.]
AccordingtotheAdministr ativeRuleoftheWestVirginiaDivisionofPersonnel,W.V
A.CODER.§14311
etseq.,subsection14.6‐UnauthorizedLeave:
[InsertcurrentSubsection14.6here]
In accordance with the Rule, your paycheck will therefore be docked for twentyfour (24) hours in the
pay period beginning [date].Since you are eligible to accrue tenure and leave only while
in a paid
status, your annual and sick leave accrual, as well as your tenure for the month of [date], will be
proratedandreducedaccordingly.
[Insertrelevantdetailsregardingcallinprocedure,requestinginadvance,etc.]
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