HomeMy WebLinkAboutN-246 - Sick Leave (3)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
1/6/10
10/26/14
02/17/1
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The following Administrative Order is effective February 17, 2016 and supersedes
Administrative Order No. 246 dated 10/26/14, 1/6/10 and 12/28/09, Administrative No. 11, dated
9/30/88 and 4/2/79; 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:
Family Medical Leave Act (FMLA) — Administrative Order No. 231
Pregnancy Leave — Administrative Order No. 231.2
Washington Family Leave Act — Administrative Order No. 231.5
IV. ATTACHMENTS:
1. Physician's Release/Return to Work Form
2. Absence Report Form
V. POLICY:
1. For all non-exempt benefitted employees:
A. 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.
B. 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.
C. 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.
D. Sick leave may not be used for time off caused by accident/illness connected with
other gainful employment.
E. Sick leave is available for use after completion of the probationary period.
F. 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.)
G. 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.
H. All employees are to complete an Absence Report form (copy attached) and
submit such form to his/her supervisor.
I. Originals of the completed/approved Absence Report forms are to be kept in the
department.
2. For all exempt benefitted employees:
A. All of the above -noted policy regulations apply with the exception of the
timesheet documentation of sick leave use.
i. 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.
ii. Partial day absences: Exempt employees absent less than eight (8) hours in a
working day shall note their time sheets as a full work day (8 hours worked).
3. Purposes of Sick Leave/Regular Attendance Required:
The City recognizes that illnesses and emergencies arise from time to time which may
interfere with regular attendance and has therefore, established this sick leave policy
which provides income continuation to employees for a certain number of days per
year to cover those situations. The City's decision to provide this benefit, however,
does not mean that regular attendance is not a factor in determining fully satisfactory
performance. In general, employees are expected to be at work, on time, every day
Administrative Order No. 246 — Sick Leave
Page 2
they are scheduled to work. Employees with chronic attendance problems may
receive performance ratings that are lower than those whose attendance is consistent
with those expectations.
4. Sick Leave Abuse:
Employees who abuse sick leave or have "patterns" may be subject to disciplinary
action, up to and including termination. Supervisors noting signs of potential abuse
should counsel with the employee to determine if violations of the City's sick leave
policies are occurring. Examples of sick leave abuse or patterns may include, but are
not limited to:
A. A pattern of calling in sick on Mondays, Fridays or the beginning and/or end of
the workweek;
B. A pattern of calling in sick on the day before or after a holiday or vacation leave;
C. A pattern of increased or frequent sick leave use during specific months or
seasons (i.e., hunting season) of the year;
D. A pattern of one (1) day mid -week absences;
E. Use of sick leave as it is accrued;
F. A pattern of increased sick leave prior to retirement;
G. Increased use of sick leave by employees who have accrued a full sick leave bank;
H. An unjustified number of absences, tardiness, or early departures, failing to get
permission for leaving early or coming in late, failing to give advance notice of an
absence when possible, failing to report an absence, properly failing to submit
medical certification upon request;
I. Sick leave use at times when certain responsibilities devolve on the employee
(e.g., projects are due, employee has responsibility for all/part of a meeting, they
are in charge of an event, etc.);
J. Increased use of sick leave when conflicts or tensions within the workplace are
elevated.
Administrative Order No. 246 — Sick Leave
Page 3
Patient/Employee's Name:
City of Pasco
Physician's Release/Return to Work
(Please print or type)
Attachment No. 1
L&I Claim # (if applicable)
The undersigned, as the treating physician of the above named City of Pasco employee since
for: [ ] Illness
[ ] An involuntary physical incapacity (not work related)
[ ] An involuntary physical incapacity (work related)
[ ] A voluntary physical incapacity
Has read the patient/employee's written job description for the position of
and does hereby declare that such patientlemployee:
Check the appropriate box
[ ] Is "Fit for Duty" and physically able to return to work on . The
patient's recovery is complete and s/he may return to work without restrictions.
[ ] Is "Fit for Duty" and can perform all essential functions of the job with the following
restrictions:
[ ] Is "Not Fit for Duty"; recovery is not yet complete. His/her prognosis is:
[ ] Is "Not Fit for Duty," but may return to light duty (if any is available). Work should be
restricted as noted:
Health provider's name and credential (type or print) Telephone number
Health provider's signature Date
Administrative Order No. 246 — Sick Leave
Attachment No. 1
Name
CITY OF PASCO
ABSENCE REPORT
Dept.
Division
Attachment No. 2
From AM/PM
Month Day Year
To
Number of work days
AM/PM
Month Day Year
Number of work hours
REASON FOR ABSENCE
(Check one)
❑ Vacation ❑ Floating Holiday
❑ Leave without Pay* ❑ Accident on Duty (attach incident report)
❑ Sick Leave ❑ Accident off Duty (explain below)
❑ Illness/Self ❑ Comp. Time
❑ Illness/Family ❑ Flex Time
(If sick leave use is greater than 3 days, contact Human Resources)
❑ Jury Duty
❑ Military*
❑ Bereavement
❑ Other
Reported to By phone By messenger Other means Date Time
EXPLANATION/COMMENTS:
Requested by:
Approved by:
Approved by:
(Attach additional sheet ifnecessary)
Employee
Division Manager
Department Director
Date
Date
Date
Absence Report Form must be attached to timesheet for use by manager; original to be retained in
department.
*Absence Report Form must be completed and original forwarded to Human Resources.
Administrative Order No. 246 — Sick Leave
Attachment No. 2