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HomeMy WebLinkAboutN-246 - Sick Leave CITY OF PASCO ADMINISTRATIVE ORDERS Administrative Order No. 246 Personnel Policies & Procedures Subject: Sick Leave Initial Effective Date : April 2, 1979 Revised 9/30/88 12/28/09 N/ 10 Approved GC GC The following Administrative Order is effective December 28 , 2009 and supersedes Administrative Order No . 11 , dated 4/2/79 and 9/30/88 ; Administrative Order No. 27, dated 7/ 1 /81 ; Administrative Order No . 60, § II. 13 . 3 ; and Administrative Order No . 72, § IV . I. PURPOSE . This Administrative Order is issued to establish a policy and expectations regarding the accrual and use of sick leave. II. DEPARTMENTS AFFECTED . All III. REFERENCES : A. Family Medical Leave Act (FMLA) — Administrative Order No . 231 B . Pregnancy Leave — Administrative Order No. 231 . 2 C . Washington Family Leave Act — Administrative Order No . 231 . 5 IV. POLICY . A. For all non-exempt benefitted employees : 1 . Employees shall earn sick leave at a rate of 3 . 7 hours/pay period (for a full time equivalent) . Benefitted part time employees shall earn sick leave on a pro rata basis depending upon their individual FTE status . Maximum accrual of sick leave shall not exceed 960 hours except where established by collective bargaining agreement. 2 . The use of sick leave shall be for the illness or injury of the employee or a family member as established by the Family Medical Leave Act, Pregnancy Leave, Washington Family Leave Act and/or other applicable federal/state leave laws. Sick leave may also be used for physician/dental appointments, therapy treatments or similar such medical care. City of Pasco Administrative Order No. 246 Page 2 3 . The use of sick leave shall be documented, as applicable, on the employee ' s timesheet in quarter-hour increments . If an employee is off sick and does not have sufficient accrued sick leave, the remaining leave time shall be deducted from vacation time or accrued comp time . The individual ' s sick leave bank shall not carry a negative accrual. 4 . Sick leave may not be used for time off caused by accident/illness connected with other gainful employment. 5 . Sick leave is available for use after completion of the probationary period. 6 . If the absence extends beyond three working days duration, the employee may be required, at the behest of the department director, to submit certification by the employee ' s medical provider of the medical need for the absence . Further, if the absence extends beyond three working days duration, the director may require the employee to submit certification from the employee ' s medical provider that the employee is again fit for duty. (Form : Physician 's Release/Return to Work.) 7 . The employee shall notify his/her manager of the need for sick leave, by the beginning of the scheduled work day — unless department policy/collective bargaining agreement requires otherwise. The employee is obligated to inform his/her supervisor of the expected duration of the absence. Department/division policy may require that the employee call in his/her absence each day, by the beginning of the scheduled work day. 8 . All employees are to complete an Absence Report form (copy attached) and submit such form to his/her supervisor. 9 . Originals of the completed/approved Absence Report forms are to be kept in the department. B . For all exempt benefitted employees : 1 . All of the above noted policy regulations apply with the exception of the timesheet documentation of sick leave use. a. Exempt employees who are absent a full working day due to personal or applicable family illness shall record eight (8) hours of sick leave used for each full day of absence. b . Partial day absences : Exempt employee absent less than four (4) hours absence shall note their time sheets as a full work day (8 hours worked) . Exempt employees absent four (4) or more hours absence shall note actual hours absent (rounded to the nearest quarter-hour) on their time sheets.