Recently we recorded an Upstate HR Podcast episode discussing bereavement and funeral leave policies within organizations and concerns with not enough time or inconsistencies. In the unfortunate event an employee needs to use leave for bereavement or funeral leave, organizations need to have policies and processes in place that ensure consistency throughout the workforce. As family relationships have evolved, so to should our policies and procedures.
The 5 considerations on bereavement and funeral leave:
- Notification Process: If an employee needs to take time off for leave, who should they notify and what is the process for approving the time? Should the employee contact their supervisor or the human resources department? Does the supervisor contact a manager or the human resources department? Email, phone, text message, etc.? More than likely the employee will notify their supervisor, but we need to outline the processes in the policy.
- Extended Leave: Will we grant extended leave for an employee who needs additional time to cope with the loss or coordinate family affairs? Can the employee use PTO and/or vacation time? Remember, there might be legal issues, funeral planning, estate meetings, etc. that an employee must deal with in relation to the loss. Situations will vary. If the death happens in the winter, will we allow time off in the spring for the burial? These are areas we don’t usually consider but need to recognize. Most organizations are lenient with granting additional time off, but we should outline it in the policy.
- Paid Bereavement Leave: This will vary by organization. Organizations might grant unlimited leave to cope with a loss. Other organizations have a set number of days based on the relationship in the family. Below is a simple draft outline to consider as part of your leave policy:
- “Employees are allowed up to four consecutive days off from regularly scheduled duty with regular pay in the event of the death of the employee’s spouse, domestic partner, child, stepchild, parent, stepparent, father-in-law, mother, mother-in-law, son-in-law, daughter-in-law, brother, sister, stepbrother, stepsister, or an adult who stood in loco parentis to the employee during childhood.
- Employees are allowed one day off from regular scheduled duty with regular pay in the event of death of the employee’s brother-in-law, sister-in-law, aunt, uncle, grandparent, grandchild or spouse’s grandparent.
- Employees are allowed up to four hours of bereavement leave to attend the funeral of a fellow regular employee or retiree of the company, provided such absence from duty will not interfere with normal operations of the company.”[i]
Relationships in families vary, the policy needs to be flexible, but consistent. Ensure you are providing the needed time off for the workforce.
- Providing Documentation: Organizations I have worked for in the past have required notice if an employee does ask for bereavement and funeral leave. We have requested obituary notices; newspaper or website and employees have returned with copies of the funeral documentation. Unfortunately, I have seen employees abuse leave and lie about their need for bereavement leave. If you do require documentation, ensure you are doing so consistently.
- Pay Policy: “Bereavement pay is calculated based on the base pay rate at the time of absence, and it will not include any special forms of compensation, such as incentives, commissions, bonuses, overtime or shift differentials.”[ii] Policies will vary; this sentence is short and covers the details.
The loss of a loved one is challenging for anyone. The organizational policies are necessary, but showing compassion and understanding is the most important thing we can do for our workforce. Remember to offer Employee Assistance (EAP) to any employee that is struggling with the loss, as these services provide additional support for our employees and their families. Be consistent and flexible with the policies. Ensure that the policy is reviewed and updated. As always, remember to seek guidance if you need assistance reviewing and updating all policies.
-Matthew W. Burr