Approved Employee Leaves

The federally mandated Family and Medical Leave Act (FMLA) helps employees balance work and family responsibilities by providing reasonable time off for qualified family and medical reasons.

Key Benefits

Eligible employees are entitled to up to 480 hours of job-protected leave within a defined 12-month period for the following reasons:

• Employee’s Health: The employee is unable to perform their job's essential functions due to a serious health condition, including incapacity related to pregnancy or prenatal medical care.

• Family Care: To care for a spouse, child, or parent with a serious health condition, including pregnancy-related incapacity and prenatal care.
• Childbirth: For the birth and care of the employee’s newborn child, within one (1) year of birth.
• Adoption or Foster Care: For the placement of a child with the employee for adoption or foster care, within one (1) year of placement.
• Military Exigency: For qualifying exigencies arising from the fact that the employee’s spouse, son, daughter, or parent is a covered military member on active duty.

Eligibility Requirements

To qualify for FMLA leave, employees must:

• Have worked for Dallas County for at least 12 months within the last 7 years.
• Have worked at least 1,250 hours during the 12-month period immediately preceding the start of the leave.

Compensation While on FMLA Leave

Employees are required to use accrued paid leave (e.g., vacation or sick time) to receive compensation during FMLA leave for their own illness or qualifying circumstances.

Initiating an FMLA Claim

To initiate a claim or for questions and concerns, contact the Third-Party Administrator, Sedgwick, at 1-888-436-9530 for immediate assistance.

For full policy details, refer to Sections 82-331 through 82-338 and Sections 82-601 through 82-607 of the Dallas County policy.

Leave of Absence (LOA) Policy

Dallas County may grant a Leave of Absence (LOA) to regular full-time employees, excluding grant-funded staff, who have completed more than six months of continuous service. LOAs are granted only for specific, approved reasons and are subject to administrative discretion. If approved, the employee’s position will be held open during the leave period unless it is eliminated due to a workforce reduction or other significant business circumstances.

For full policy details, refer to Sections 82-471 through 82-478.

Reasons for Requesting a Leave of Absence

An LOA may be requested for the following qualifying reasons:

• Recovery from Illness or Disability: For recovery from an illness or disability that is not considered permanent or disqualifying, after exhausting Family and Medical Leave.
• Health Protection: When returning to work could pose a risk to the health of others.
• Public Service: When the service performed during the leave would contribute to public welfare.
• Family Care: To provide necessary care for a family member or designated care recipient, as defined in the county’s sick leave policy under Section 82-493.
• Training or Education: To participate in a training program or pursue educational goals that enhance job performance or qualify the employee for advancement within the county.

How to Initiate a Leave of Absence

To initiate a claim or for questions and assistance, contact the Third-Party Administrator, Sedgwick, at 1-888-436-9530 for immediate support.

Catastrophic Sick Leave Policy

The Dallas County Commissioners Court has established a sick and vacation leave pool under Subchapter E, Section 157.071 et seq. of the Texas Local Government Code. This policy allows County employees to voluntarily donate their accrued sick and vacation leave to a shared pool, providing critical support to colleagues facing financial hardship due to a catastrophic illness or injury affecting themselves or an “eligible family member.” Contributions to the pool are encouraged, as it is made up entirely of donated sick leave from other Dallas County employees.

This policy is intended to assist employees who have exhausted all their earned paid leave and face a loss of compensation. It does not, however, provide paid leave beyond the exhaustion of the employee’s Family and Medical Leave Act (FMLA) leave or Leave of Absence (LOA). All sick pool leave must run concurrently with either unpaid FMLA or an unpaid LOA.

Definition of “Catastrophic” Condition

A catastrophic condition is defined as a severe physical or mental health issue, or a combination of such conditions, that requires prolonged treatment by a licensed medical practitioner and results in the employee exhausting all earned leave. The condition must meet one of the following criteria:

• A medically verified, life-threatening injury or illness; or
• A medically verified, debilitating injury or illness of extreme magnitude.

For more information, refer to the complete policy or contact the Dallas County Leaves Division:

• Jeanene Williams, HR Analyst V - (214) 653-4482

For additional details, refer to Section 82-520 of the Dallas County policy.

Sick Leave Policy

Sick leave offers income protection to regular full-time employees who are unable to work due to their own non-work-related illness or injury or to care for an eligible family member.

Accrual

Eligible employees accrue sick leave at a rate of 3.692 hours per pay period, equivalent to 96 hours per year. Employees must be in a paid status to accrue sick leave.

Usage

Sick leave cannot be used as a substitute for vacation; however, vacation time may be used in place of sick leave if necessary.

For full details, refer to Sections 82-361 through 82-363 of the Dallas County policy.

Vacation Leave Policy

Vacation leave provides regular full-time employees with paid time off to rest and recharge physically and mentally. It also accommodates absences for personal obligations, adverse weather conditions, and in lieu of sick leave, for addressing illness or a death in the immediate family.

Accrual

Eligible employees accrue vacation leave at rates based on their years of continuous service with Dallas County.

Usage

Employees must complete their probationary period before they can use accrued vacation leave.

For complete details, refer to Sections 82-381 through 82-383 of the Dallas County policy.

Military Leave Policy

Dallas County provides military leave to employees who are members of a reserve unit in the armed forces and are called to temporary active duty.

Eligibility and Benefits

• Eligible employees may receive up to fifteen (15) working days of leave per federal fiscal year (October through September) without a loss in salary or a reduction in accrued vacation or sick leave.
• Military leave is not granted for voluntary military service.

Approval Process

Employees must submit a copy of their military orders for approval by their elected official or department head.

For full policy details, refer to Sections 82-421 through 82-424 of the Dallas County policy.

Jury Duty Policy

Dallas County provides employees with paid leave for a reasonable amount of time to fulfill their jury duty obligations within their civic jurisdiction.

For additional details, refer to Section 82-502 of the Dallas County policy.

Click here to register or log-in to the Sedgwick Absence Portal.

• Sedgwick, Third-Party Administrator - 1-888-436-9530
• Ricky Patridge, Risk Manager - (214) 653-6585
• Jeanene Williams, HR Analyst V - (214) 653-4482
• VACANT, HR Tech - (214) 653-4449