Applicable To: All employees

Approval Authority: Major S.A. Savage

Signature:  Signed by SAS

Date Signed: 11/1/2004

1.               PURPOSE

To establish a policy that manages sick leave usage, as well as, a policy that monitors and detects abusive sick leave practices.

2.               POLICY

Employees will follow the guidelines set forth when requesting approval for sick leave time. 

3.               RESPONSIBILITIES
 

3.1              Employees of the Communications Section are responsible for completing a sick leave request form upon returning to work and requesting the use of sick time. 

3.2              Supervisors will be responsible for monitoring each employee’s sick time by utilizing the “Sick Leave Tracking Form” (Appendix A) and taking the appropriate actions when there is evidence of habitual and abusive use of the leave.

4.               ACTION

4.1              Sick leave can be approved for payroll purposes only upon employees’ submission of a satisfactory request  (Form 32-G-106 Rev. 11/94) for sick leave.

4.2              Employees will not be allowed to use sick leave unless the employee currently has sick leave time available.  The employee must advise the supervisor if they have no sick time to cover the requested time off.

4.3              Supervisors will be responsible for monitoring each employees sick time by utilizing the “Sick Leave Tracking Form” (Appendix A) and taking the appropriate actions when there is evidence of habitual and abusive use of the leave.

4.4              The employees must submit a statement from a license physician if they have been out sick for three or more consecutive working days or if their supervisor has notified them that such a statement is required due to the employees frequent or habitual absences from duty (Sick Leave Medical Excuse Requirement – Appendix B).

4.5              The supervisor will issue a Sick Leave Medical Excuse Requirement form (Appendix A) to an employee to indicate official notification of abuse.  Employee that have been advised in writing that they have been placed on sick leave abuse status are required to submit a doctor’s statement each time they request sick leave.  Partial days will be added together and counted at a rate of one (1) day per 8 total hours taken.  This action is pursuant to the following:

1.    Three or more sick instances of using a sick day in conjunction with a scheduled off day, vacation or other leave time in a six-month period.

2.    Six or more instances of using a sick day on the same day of the week repeatedly in a six month period.

3.    Two or more instances, in a six month period, of using a sick day after requesting leave and being denied.

4.    Ten or more sick days used in a six-month period with no surgery, injury or prolonged illness.

4.6              Supervisors will fill out a request for sick leave form if the employee is out and will not return to work before the last day of the pay period.

4.7              If an employee has 2 or more days of unexcused absences taken within six month period, they will be referred to Employee Assistance Services for Early Warning evaluation.

4.8              If sick leave is taken while subject to the Sick Leave Medical Excuse Requirement and the employee does not produce a valid medical excuse, the sick request will be denied and a zero will be given for the day(s) taken.  A memorandum will be generated and forwarded to Personnel Section and copied to the Section Commander.

4.9              A supervisor may allow an employee to take compensatory time or vacation time in lieu of sick time.  This privilege will not be granted if the employee is on Sick Leave Medical Excuse Requirement, in early warning or calling in sick on a day which had been denied elected time.  The supervisors will track this time along with the sick leave used with a notation in the unit’s time book to indicate a sick day off.

5.               DEFINITIONS

N/A

6.               CANCELLATIONS

N/A

7.               REFERENCES

N/A