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ORANGE COUNTY SHERIFF'S OFFICE SPECIAL ORDER Effective Date: June 5th, 2025 ☒ Amends NEW Number: 135.0 Distribution: All Personnel Review Month: May Reviewing Authority: HRD / Employee Labor Relations Subject: Military Leave Process This order consists of the following: 1. Purpose 2. Procedures 1. Purpose This S pecial Order outlines the procedures the Orange County Sheriff’s Office (OCSO) will follow to support and manage employees who serve in the United States Armed Forces or National Guard. These procedures ensure that OCSO remains in compliance with federal and state law while providing employees with the support, protection, and benefits they are entitled to during periods of military training or active -duty service. The OCSO is committed to protecting the rights of employees who serve in the uniformed services. Consist ent with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and applicable Florida law, OCSO will not discriminate against any employee based on their military status. All qualifying employees will be granted leave for service, and will be reemployed with their benefits and status restored upon return. 2. Procedures A. Notification of Military Leave 1. Employees shall submit advance notice of military service (through written orders, or equivalent paperwork from the military member’s commanding officer , detailing the service period, start date, and expected return date) at least 30 days prior to military leave, or as soon as possible when advance notice is not feasible. a. The notice must be emailed to SO-HR-Military@ocsofl.com . b. The employee must also copy two levels of their chain of command. 2. If the military activation will exceed 60 days, the employee must contact Personnel Services to schedule an out -processing deployment meetin g. a. During this meeting, the employee will review deployment logistics including orders, benefits, leave, contact preferences, and power of attorney. b. The employee must complete the Employee Check -Out Sheet to verify that all relevant d epartments have been c ontacted. c. In cases of short notice or deployment extensions, the employee must coordinate with their supervisor or chain of command to return any agency -issued property and equipment to Supply. 135.0, Page 2 of 5 B. Military Training Leave (Non -Deployment) **Does not apply to Florida State Guard ** 1. Eligibility and Leave Status a. Employees are entitled to up to 240 working hours of paid military training leave per calendar year, used either consecutively or intermittently. b. While on paid military training leave, the employe e’s status remains A1 (Active, full -time employee) and they retain their current supervisor assignment. 2. Personnel Services Function a. Once notified by Payroll that the 240 -hour limit is reached, Personnel Services must change the employee’s status to either L1 o r L3 (Military Leave – No Pay). b. Personnel Services must then generate a Personnel Change Notice (PCN) and submit it to Payroll. 3. Payroll Function a. Payroll shall monitor and track employees 240 military training leave hours. b. Upon reaching the limit, Payroll shall notify Personnel Services, Benefits, an d Payroll Management via email. c. Payroll shall stop contributions to the Florida Retirement System (FRS) and discontinue leave accruals. d. Payroll shall apply only the minimum amoun t of leave needed per pay period to maintain the employee’s benefits. 4. Benefits Function a. Upon the employee’s return, the Benefits Unit shall provide guidance regarding the FRS buyback process. b. The employee may initiate the FRS buyback immediately or at any time before retirem ent by contacting FRS directly. c. If benefits were suspended, CO BRA notifications will be sent. d. The employee may choose to use vacation leave to continue voluntary benefits. C. Military Deployment (Non -Combat) **The fol lowing applies only if deployment is 90 days or greater OR for Florida National Guard and Florida State Guard deployments for named events, a declared disaster or operation (Pursuant to FSS) ** 1. Personnel Services Function a. Personnel Services shall initially change the employee’s status to L2 (Leave of Absence with Pay/Benefits) and the employee’s User Level to 7035 and reassign the sup ervisor to the Payroll Manager. b. A PCN shall be completed and sent to Payroll to reflect thi s status. c. After 30 days, the employee’s status shall be updated to L1 or L3 (Leave of Absence – No Pay), and a second PCN shall be generated and sent to Payroll. 135.0, Page 3 of 5 2. Payroll Function a. Payroll shall enter time to provide the employee with full pay for the first 30 days of military deployment. b. After the 30 -day period, Payroll shall stop FRS co ntributions and leave accruals. c. Payroll shall calculate and apply the minimum amount of leave required to maint ain benefits if the employee earns mor e in the military than at OCSO. d. Payroll shall manage any required deductions for garnishments or Vanguard loans. 3. Benefits Function a. Upon return from deployment, Benefits shall assist the employee with initiating the FR S buyback process. b