Requesting Compassionate or Special Leave
This scenario guides you through applying for special leave or leave without pay for personal emergencies, family obligations, or other exceptional circumstances. It covers who has authority to grant such leave, what conditions apply, and how extended absences affect your pensionability and increment date.
Confirm You Have Exhausted Annual Leave
Before applying for special or compassionate leave, verify that you have exhausted all available annual leave entitlement. The General Orders require officers to use accrued annual leave before being granted leave without pay (LWOP). Check your leave balance with your department's leave records officer or the Personnel section. If annual leave remains unused, you will normally be directed to take that first.
Understand the Two Main Categories
There are two distinct categories of leave relevant here: (1) Special Leave — granted at the discretion of the Head of Department for genuine personal emergencies or exceptional circumstances and is treated as paid leave within approved limits; and (2) Leave Without Pay (LWOP) — granted when no paid leave entitlement remains and the officer still needs time away. LWOP is not pensionable, meaning the period does not count toward your pensionable service.
Which type of leave are you applying for?
Obtain and File the Written Approval
Whether special leave or LWOP is approved, ensure you receive written confirmation from the authorising officer (HoD or higher) before commencing the leave. The approval letter should state the type of leave, duration, start and end dates, and any conditions. File a copy in your personnel file and retain a personal copy. Commencing leave before written approval is granted may result in the absence being treated as unauthorised, which is classified as Gross Misconduct under the Code of Conduct.
Return to Duty and Confirm Your Records
On return from special leave or LWOP, report to your HoD on the first working day. Confirm with the Personnel section that your leave records have been updated correctly. If LWOP was taken, ask Personnel to confirm the adjusted increment date in writing so there are no disputes at your next increment review. Also confirm whether any pension contributions or adjustments are needed following the LWOP period.