PS form 3971 - Leave Slips

            Many times I’ve witnessed a carrier being upset over annual or sick leave that was denied by management. They would complain to me that their manager told them verbally they could have the requested leave, but when the time came, they were told something entirely different.

            I’ve also seen grievances in which a carrier claims the 3971 form was left on the supervisor’s desk or even handed directly to the supervisor; only to find out the leave wasn’t approved. This happens too many times. When the manager then asks for proof the slip was submitted, the response of “You said I could have off” will not fly, nor will you be successful in a grievance.

            There is a simple way to protect your rights when you submit a leave slip. First and foremost, be sure to check with your shop steward to see the guidelines for submitting leave requests that are in your local agreement.  Some local agreements have a clause that indicates if the 3971 form isn’t returned to you marked either approved or disapproved within an allotted time frame, the leave is automatically granted.

In addition to filling out the slip listing your name, social security or employee number and the date(s) and hours requested, the most important thing you can do is get proof of your submission to management. This is very easy to accomplish. There is a box for your signature and date. Right next to that box, is one for the signature of the person recording the absence and the date. The next box states “Signature of Supervisor and Date Notified”. This is your proof!

             Each and every time you submit a leave slip, it is imperative that you use carbon paper, use a copy machine or just make two copies so you can retain a record. It’s as simple as that, but many don’t take the time to do it. Your supervisor or manager is obligated to sign the form and give you back your copy at the time of your request! Don’t hand it in and let them say that they’ll give you a copy later. Ask for it then and there!

            Think of your copy as a receipt. If you purchase something, you have the receipt as your proof that you bought the item. It’s no different with the 3971. It’s your proof that you properly notified of your leave request. Bear in mind that the mere submission of the form is no guarantee that the leave will be approved. It is, however, a written and signed document indicating your request for leave, which can save you a lot of aggravation in the long run. There are instances when a manager may just forget to process your request and there is no malice intended. But you should always safeguard against this by retaining your copy with the supervisor’s signature.

            This also eliminates any unscrupulous behavior from a manger who wants to play games with your time off. I’ve witnessed cases in which the supervisor wanted to grant leave to a junior employee and conveniently “misplaced” the senior carrier’s leave slip and then said it wasn’t submitted.    

            Don’t be lured into complacency. Be sure to have your slip signed and retain your copy as your supervisor signs it. Put it in a safe place too. It’s your only documentation that you handed in your slip in timely fashion. Learn to protect yourself.

            I would like to take this opportunity to wish everyone a very Happy Holidays and let’s all make a New Years resolution to “KNOW YOUR RIGHTS”.