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SAMPLE–UnauthorizedLeaveandWrittenWarning

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[Date]

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[Name]

[Address]

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Via[HandDeliveryORCertifiedMailNo._________]

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Dear[Mr./Ms.LastName]:

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Thepurposeofthisletteristonotifyyouthatyourabsencebeginningat[time]on[day],[date]through

[time] on [day], [date] is being

charged as unauthorized leave.Secondarily, this letter serves as a

writtenreprimandforfailingtoappropriatelyrequestandreceiveapprovalforpaidleave,andforfailing

tofollowtheestablishedprocedureforcallingintoreportanunscheduledabsence.Itisimportantfor

you to understand that taking unauthorized leave is

 misconduct for which this disciplinary action is

beingtaken,andanyfurtherincidents  ofmisuseofleave,orotherinappropriateconduct, willresultin

moreseveredisciplinaryaction,uptoandincludingdismissal.

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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

reportedyou werehavingtransportationproblems;therefore,youweregrantedanadditionaleight(8)

hoursofemergency an nual leaveforthat day.You were expected to return to work

on [day], [date],

however,youdidnotreportforworkuntil[timeandday],[date].

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You not only failed to return to work on [date], as expected, but also failed to report to work on

[date(s)],anddidnotcontactyoursupervisoronanyofthesedays

torequestadditional timeoffor to

explainyourabsence.Itis yourresponsibilitytokeepyoursupervisorinformedofanyemergencywhich

prevents you from being at work as scheduled.Failure to do so is absence without authorization for

approvedleaveandwillresultinyourpaybeingdocked.

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[Include details regarding previous counseling, warnings, suspensions, etc., related to the same

offense.]

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AccordingtotheAdministr ativeRuleoftheWestVirginiaDivisionofPersonnel,W.V

A.CODER.§143‐1‐1

etseq.,subsection14.6‐UnauthorizedLeave:

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 [InsertcurrentSubsection14.6here]

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In accordance with the Rule, your paycheck will therefore be docked for twenty‐four (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

proratedandreducedaccordingly.

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[Insertrelevantdetailsregardingcall‐inprocedure,requestinginadvance,etc.]

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