Court Duty Leave Policy
If you are summoned for jury duty, or have been subpoenaed to testify as a third party in a case (you are neither the plaintiff, nor the defendant), Vanguard allows you to take up to eight workweeks of paid court duty leave in a calendar year. Court duty leave that exceeds eight workweeks is unpaid. However, you do have the option of using paid time off (PTO) during unpaid court duty leave if you prefer.
Request for leave
To request court duty leave, notify your immediate supervisor as soon as possible and provide him or her with a copy of the official jury summons or the official jury subpoena.
If you are out of the office for court duty longer than eight scheduled workweeks (e.g., 40 workdays or 24 workdays for crew members scheduled to work three days a week), you, your supervisor, or a Crew Central representative must initiate a Request Leave of Absence transaction in Workday for unpaid court duty leave. If your leave does not exceed eight workweeks, a Workday request is not required. Days out of the office do not need to be consecutive.
Here's how your compensation will be affected while on paid court duty leave:
- Base pay. You will receive regular pay for the first eight workweeks of court duty leave in a calendar year. You are also permitted to keep any monetary allowance received from court for your service.
- Partnership/bonus. Partnership and bonus payments will not be affected by paid court duty leave and will be paid on the normal distribution dates.
- Merit program. Annual merit increases and performance appraisals will not be affected by paid court duty leave.
Here's how your compensation will be affected while on unpaid court duty leave (i.e., unless you choose to use PTO):
- Base pay. Your pay will be suspended beginning with your first day of unpaid leave (if administratively possible). In some cases, you may receive a full paycheck even though you did not work the entire pay period. If this happens, Vanguard will take back any overpayment.
If you return to work in the middle of a pay period, you will not receive a paycheck until you have worked a full pay period.
- Partnership/bonus. Partnership and bonus payments are not impacted by your time on court duty leave. Both Partnership and bonus payments are paid on the normal distribution dates.
- Merit program. Managers may begin the merit review and appraisal process while you are on leave and complete them with you once you return.
Vanguard's FlexCare program includes coverage for health, dental, vision, prescription, life, and accidental death and dismemberment (AD&D) insurance, as well as flexible spending accounts (FSAs), purchased PTO, and group legal.
If your court duty leave will exceed eight workweeks in a calendar year, Crew Central™ will send a packet of information (to your home address) explaining how all of your benefits will be affected.
FlexCare benefits while on paid leave
If you are on paid court duty leave, benefit deductions will continue to be taken from your pay (as long as you have enough pay to fund all of the deductions). If your pay is not enough to cover the cost of your FlexCare elections, the missed payroll deductions will be deducted from your pay when you return to work.
FlexCare benefits while on unpaid leave
If you are on unpaid court duty leave, you may either continue or stop participating in all FlexCare benefits, except for group legal, which must be continued.
- If you choose to continue participating, additional payroll deductions will occur when you return to work to "catch up"
the missed FlexCare payments.
When you return to work, any missed payments for the following benefits will be deducted from your first paycheck: medical, dental, vision, prescription, life, AD&D, long-term disability, and group legal.
Any missed payments for the following benefits will be adjusted through year-end to reflect the missed payments: health care FSA, dependent day care FSA, and purchased PTO.
- If you choose to stop participating, your FlexCare benefits will be discontinued during the leave. Once you return, contact Crew Central™ to let them know that you have returned to work and if you would like your benefits reinstated. Under this option, you cannot submit any claim for FlexCare benefits. For
example, if you incur FSA-related expenses while your coverage is discontinued, you cannot submit a claim for reimbursement. When you return
from leave, if you have a health care or dependent day care FSA, your annual pledge will be reduced to reflect the missed payments. You must
contact the Benefits Department if you would like to continue the same annual pledge. Because participation in group legal cannot be discontinued, missed payments
for group legal will be caught up when you return to work.
- While on an unpaid leave, you may be entitled to modify your FlexCare benefits due to a "change in status." However, if you elected to continue a health care or dependent day care FSA during the unpaid leave, you may not retroactively elect to cancel participation in the FSA when you return to work (e.g., in order to avoid making the catch-up payments). Refer to the Summary Plan Description (see Know your rights) or contact Crew Central™ with questions concerning the rules around changes in status.
Vanguard makes it easy for you to make the necessary changes to your FlexCare benefits using Workday.
- If your employment with Vanguard terminates before you return from leave, you will be required to submit a check, payable
to "The Vanguard Group" for any payments due for missed FlexCare benefits deductions.
- If your coverage is terminated, you may continue health care (medical, dental, prescription drug, vision, and/or health care FSA participation) coverage through COBRA (the Consolidated Omnibus Budget Reconciliation Act, a federal law).
Annual Open Enrollment
If you are on unpaid court duty leave during the annual FlexCare Open Enrollment period, the Open Enrollment information will be mailed to your home address if we do not have your home e-mail address on file.
You will not accrue PTO during unpaid court duty leave. PTO accrual is based on time actually worked. Remember, you have the option of using PTO during the leave.
Volunteer time off (VTO)
Court duty leave will not affect your VTO. However, you may not use VTO while on leave.
Holiday time will not be paid during unpaid court duty leave. For more details, please refer to the Payroll Practices Policy.
In order to receive reimbursement, you must have been employed with Vanguard full-time prior to the start of the course and must not be on a paid or unpaid leave of absence at the time of reimbursement.
You may become eligible for short-term disability benefits during unpaid court duty leave.
Vanguard Retirement and Savings Plan (RSP)
Your salary deferrals and matching contributions (if eligible) to the RSP will be suspended during unpaid court duty
leave. If you have an RSP loan, your payments may be suspended during unpaid court duty leave for up to 12 months (including any other type of unpaid
leave that may be taken before or after). Once this 12-month period expires or you return from leave—whichever comes first—all missed loan
payments must be paid based on a schedule determined by Crew Central. Failure to make up missed loan payments may result in a taxable distribution.
Vanguard's quarterly retirement plan contribution to the RSP is based on your eligible quarterly earnings; therefore, your quarterly contribution will be decreased as a result of any unpaid court duty leave taken during the quarter.
Unpaid court duty leave will not be treated as, or counted toward, a "break in service" under the RSP.
In most circumstances, computer access will not be restricted during court duty leave. However, Vanguard may restrict your access if necessary.
When you return to work
You should immediately notify your supervisor of your return to work. You must also provide him or her with proof of court duty service (e.g., written confirmation from the court clerk.
If you were on unpaid court duty leave, you or your supervisor must then let Crew Central™ know that you are back so that they can initiate the return from leave process. Crew Central™ will then adjust your PTO and either adjust, recover, or resume your pay as appropriate. You will be notified of any adjustments. If you do not return to work on the agreed-upon date, your employment may be terminated.
Departmental management is responsible for implementing and enforcing this policy. The Human Resources managing director is responsible for the overall administration and interpretation of the policy.