POLICY TITLE: | Leave - Sick Leave |
POLICY NUMBER: | 04.03.03 |
VERSION: | 2.0 |
REVISED DATE: | August 21, 2017 |
REVIEWED DATE: | March 14, 2018 |
APPROVAL DATE: | March 22, 2018 |
EFFECTIVE DATE: | April 2, 2018 |
NUMBER OF PAGES: | 3 |
A. OVERVIEW
1. Description and Purpose This policy establishes policies and procedures for the accrual and use of sick leave by employees of the City of Saint Paul (City).
2. Applicability This policy applies to all employees of the City.
3. Failure to Comply Failure to comply with this policy may result in disciplinary action in accordance with any and all disciplinary policies of the City or denial of leave.
B. POLICY AND PROCEDURE
1. Use of Sick Leave
a. Sick leave may be used for an employee's personal illness, well-care and medical and dental appointments. Sick leave also may be used for illness and well-care of a member of an employee's immediate family (including the employee’s spouse, children, mother and father).
2. Sick Leave Accrual for Regular Employees
a. Regular full-time and part-time employees shall accrue sick leave at the rate of .0462 per hour ratio based on the number of hours worked.
3. Sick Leave Accrual for Temporary and On-Call Employees
a. Temporary and on-call employees will not accrue sick leave, unless regular employment occurs.
4. Sick Leave Accrual While on Leave Without Pay
a. Sick leave will not accrue while an employee is on leave without pay status.
5. Sick Leave Accrual During Probationary Period
a. Sick leave may not be taken prior to the completion of the employee’s initial probationary period.
b. After completion of the probationary period, sick leave shall accrue retroactive to the date of employment.
6. Sick Leave Accrual Limit
a. Sick leave may be accumulated up to 720 total hours.
b. Employees will stop earning sick leave in excess of 720 hours.
7. Separation and Payment for Sick Leave
a. Employees are not paid for unused sick leave upon separation of employment.
8. Management of Sick Leave
a. Employees are responsible for managing their sick leave. This means developing a plan for taking doctor's appointments. It also means holding some time in "reserve" for the unexpected, such as emergencies and illnesses.
9. Minimum Increments of Sick Leave
a. Employees may not take less than 0.50 hours sick leave.
10. Notification and Requesting Sick Leave
a. Employees shall be required to notify their supervisor before the start of regular or alternative work schedule if they will be off work and using sick leave.
i. An employee’s failure to report to work more than twenty (20) minutes after the employee’s approved start time shall constitute tardiness and shall subject the employee to disciplinary action.
ii. An employee’s failure to notify the immediate supervisor of absence within one (1) hour of the employee’s approved start time shall constitute absence without permission and shall subject the employee to disciplinary action.
iii. The employee must complete a Leave Request using the time keeping system or Leave Request Form when they return to work.
b. If extended sick leave will be taken for more than two (2) consecutive workdays, a statement from a physician may be required before the employee is permitted to return to work.
c. If an employee is required to travel for medical appointments, dental appointment, etc., sick leave may be used for travel days, the days of appointments and an amount of time prescribed by the doctor for follow-up care or observation.
i. If sick leave will be requested for days between the travel day and the appointment day, it must be no more than four (4) days.
ii. Sick leave for travel for medical appointments, dental appointment, etc may be requested by completing a Leave Request using the time keeping system or Leave Request Form, at least three (3) days in advance.
11. Exhaustion of Sick Leave
a. If sick leave is exhausted, annual leave will be used in its place.
12. Sick Leave in Relation to Alaska Family Leave Act or Family Medical Leave Act
a. If the employee is on leave under the Alaska Family Leave Act (AFLA), or Family Medical Leave Act (FMLA), paid sick leave or paid annual leave must be used initially as part of the FMLA leave.
13. Buy-Out of Sick Leave
a. If accrued sick leave hours are greater than 161 hours, an employee may opt to have the City buy-out hours.
b. All by-outs will be in forty-hour increments.
c. Buy-out rate will be at fifty percent (50%) of hourly pay.
d. Employees may sell more than one (1) forty-hour block, but balance remaining must be greater than one hundred twenty (120) hours after any buy-out.
e. No more than one hundred twenty (120) hours can be bought out during one (1) calendar year.
f. All by-outs will be rounded up to the nearest cent.
14. Recording of Sick Leave
a. The amount of leave time accrued, used and available will appear on an employee’s paycheck stub.
b. Employees are required to record all sick leave time used on his timesheet.
15. Emergency Use of Sick Leave
a. In the case of a dire emergency in the immediate family of an employee, the employee may take up to, but not to exceed, five (5) days of accrued sick leave with pay without prior approval of his supervisor.
i. Immediate family members are defined as: an employee's domestic partner, spouse, parents, stepparents, siblings, children, stepchildren, grandparent, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, or grandchild.
16. Sick leave is subject the rules specified in the City Personnel Policy Number 04.01.01 - General Leave Rules.
C. FORM(S)
1. Leave Request Form.
D. REFERENCE(S)
1. City Personnel Policy Number 04.01.01 - General Leave Rules.
E. DEFINITION(S)
1. None.
F. POLICY HISTORY
1. This policy replaces Sections 11.05.18 through 11.05.23 in the City Code of Ordinances (CCO).