It is common for companies give their employees “special leave,” such as congratulatory or condolence leave, in addition to annual paid leave. Since special leave is a non-compulsory system, setting detailed rules is important for stable management. This article covers key points in setting rules and looks into “grandchildren leave,” which has been spreading in recent years.
[1] Types of special leave
The Labor Ministry’s pamphlet, “Introduction examples of special leave 2023,” classifies special leave into three types.
1. Special leave to promote the use of annual paid leave
Example: sick leave (paid)
2. Special leave for unexpected situations
Example: citizen judge leave, leave for the recovery of crime victims, disaster leave
3. Special leave to support employees’ various activities
Example: volunteer leave, donor leave, personal development leave
[2] Key points to establishing special leave
Leave of absence must be described in the companies’ “employment rules.” Whenever a new leave system is established, the company must add description about the leave. Following are the points that must be considered.
1. Employees who can take the special leave
Companies have to clarify the scope of employees who can take special leave, for example, employees who have worked for the company at least one year, employees who have completed the probationary period, etc.
2. Reasons for special leave and the length
Various reasons (purposes) are possible for special leave, such as marriage, childbirth, or condolences in the family. Companies should specify reasons for special leave and the number of days allowed for each leave.
3. Wage treatment
When employees took annual paid leave, companies are required to pay normal wages for standard work hours. Meanwhile, companies may set their own rules on wages for special leave. Normally, wages are paid in the case of congratulatory or condolence leave.
[3] Grandchildren leave
Recently, the number of municipalities introducing “grandchildren leave” has been on the rise. Employees can take the leave to look after grandchildren or care for sick/injured grandchildren. The initiative is spreading to promote society-wide support for the child-raising generation.
Grandchildren leave is not covered in the Childcare and Caregiver Leave Act, but it is expected to become increasingly widespread as a measure to support workers raising children.
Some companies may have faced problems regarding special leave, such as receiving requests to divide the leave period and take in multiple portions or having applications submitted long after the reasons arose. Please check past examples and review employment rules if needed.
[Reference]
Portal site for improving the ways of working and taking leave
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*The information is valid as of the date of this article.
