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Home My WebLink AboutN-246 - Sick Leave Final SignedCITY 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 02/17/16 10/01/18 4/9/19 Approved GC GC GC DZ DZ DZ D The following Administrative Order is effective April 9, 2019 and supersedes Administrative Order No. 246 dated 10/0 1/18, 02/17/16, 10/26/14, 1/6/10 and 12/28/09. 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 Domestic Violence Leave — RCW 49.76 Minimum Wage Requirements and Labor Standards — RCW 49.46.200 Minimum Wage Act - WAC 296.128.600 IV. ATTACHMENTS: 1. Physician's Release/Return to Work Form 2. Absence Report Form V. POLICY: ACCRUAL: For all non-exempt full-time regular employees: • Employees shall earn sick leave at a rate of 3.7 hours/pay period (for a full-time equivalent). Regular part-time employees shall earn sick leave on a pro rata basis depending upon their individual FTE status, with a minimum rate of one hour for every 40 hours worked. For all employees not classified as regular (e.g., temporary, seasonal, irregular, etc.): • Employees shall accrue one hour of paid sick leave for every 40 hours worked. Employees are not entitled to accrue paid sick leave from use of paid time off (e.g., use of sick leave, holiday, etc.). CARRYOVER/CASH OUT OF ACCRUED/UNUSED LEAVE: • Regular employees may have a maximum carryover of 960 hours (or pro rata equivalent) except where established by collective bargaining agreement. Seasonal/temporary employees may carryover a maximum up to 40 hours. SEPARATION AND REINSTATEMENT: • Upon termination or resignation (in good standing), a regular employee's unused sick leave will be cashed out at the rate of twenty-five percent (25%), up to a maximum eight hundred forty (840) hours. If the employee returns to employment with twelve (12) months, the balance of the seventy-five percent (75%) sick leave accrual will be reinstated. • Upon termination or resignation, a non -regular employee's unused sick leave will not be cashed out. If the employee returns to employment within twelve (12) months, the unused sick leave balance will be reinstated up to a maximum of forty (40) hours. USE OF LEAVE: • 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, Minimum Wage Requirements & Labor Standards and Act (i.e., child, parent, spouse, registered domestic partner, grandparent, grandchild or sibling), Domestic Violence Leave Act and/or other applicable federal/state leave laws. Accrued sick leave may be used for physician/dental appointments, diagnosis or treatment of mental or physical illnesses, injuries or health conditions or similar such medical care. • Sick leave may also be used for the closure of the City or the employee's child's school or place of care due to an order of a public official for any health-related reason. • 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. • Sick leave may not be used for time off caused by accident/illness connected with other gainful employment. • Sick leave is available for use on the 90' calendar day after the start of employment. NOTIFICATION: • Department/division policy may require that the employee call in their absence each day, by the beginning of the scheduled workday. • Employees shall provide reasonable notice of an absence from work for the use of paid sick leave to care for themselves or a family member or any other authorized reason. • If an employee's absence is foreseeable, the employee must provide notice to their supervisor or designee 10 days prior to use of leave, or as early as practicable, before the first day paid sick leave is used. Administrative Order No. 246 — Sick Leave Page 2 • If an employee's absence is unforeseeable due to circumstance or emergency, the employee must contact their supervisor or designee as soon as possible before the start of the shift. • If possible, notification should include the expected duration of the absence. REQUIRED DOCUMENTATION/VERIFICATION: • All employees are to complete an Absence Report form (copy attached) and submit such form to his/her supervisor. Originals of the completed/approved Absence Report forms are to be kept in the department. • If the absence extends beyond three consecutive working days' duration, the employee may be required, at the request of the Department Director, to submit certification by the employee's medical provider of the medical need for the absence. The employee must provide verification that establishes or confirms that the use of paid sick leave is for an authorized purpose. 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.) • The employee is not required to provide any details concerning the specific nature of the health condition in order to use paid sick leave, unless otherwise required by law. Any information the employee provides will be kept confidential. RETALIATION PROHIBITED BY LAW: • Any discrimination or retaliation against an employee for the lawful exercise of paid sick leave rights is not allowed. The City will not discriminate or retaliate against an employee for the lawful exercise of Minimum Wage Act rights. If an employee feels they are being discriminated or retaliated against for the exercise of their Minimum Wage Act rights, the employee may contact the Human Resources office. EXEMPT LEVEL EMPLOYEES: For all exempt benefitted employees: • 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. • 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 (eight (8) hours worked). Approved: t'aManager.� Date 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 patient/employee: 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) Health provider's signature Administrative Order No. 246 — Sick Leave Attachment No. 1 Telephone number Date Name From To AM/PM AM/PM Attachment No. 2 CITY OF PASCO ABSENCE REPORT Dept. Division Month Day Year Month Day Year Number of work days Number of work hours REASON FOR ABSENCE (Check one) ❑ Vacation ❑ Floating Holiday ❑ Jury Duty ❑ Leave without Pay* ❑ Accident on Duty (attach incident report) ❑ Military* ❑ Sick Leave ❑ Accident off Duty (explain below) ❑ Bereavement ❑ Illness/Self ❑ Comp. Time ❑ Other ❑ Illness/Family ❑ Flex Time (If sick leave use is greater than 3 days, contact Human Resources) Reported to By phone By messenger Other means Date Time EXPLANATION/COMMENTS: (Attach additional sheet if necessary) Requested by: Employee Date Approved by: Division Manager Date Approved by: Department Director 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