350-08
SICK LEAVE

POLICY & PROCEDURE

Subject:

SICK LEAVE

Index: HUMAN RESOURCES & RISK MANAGEMENT

Number: 350-08 (replaces 300-23)

Effective Date

10/15/2005

Supersedes

3/1/1995

Page

1 of 3

Staff Contact

Michael R. Webby

Approved By

Kathy Keolker-Wheeler

1.0 PURPOSE:

To establish uniform guidelines associated with administering sick leave benefits for eligible City employees.

2.0 ORGANIZATIONS AFFECTED:

All departments and divisions

3.0 REFERENCES:

Collective Bargaining Agreements

City of Renton Policy & Procedure 700-09 - Occupational Illnesses and Injuries

City of Renton Policy & Procedure 350-09 - Leaves of Absence

City of Renton Policy & Procedure 360-01 - Discipline

City of Renton Policy & Procedure 330-07 - Personal Holiday

City of Renton Policy & Procedure 330-12 - Vacation

City of Renton Policy & Procedure 350-03 - Family Medical Leave Act/Washington Family Care Act

City of Renton Policy & Procedure 310-12 - Worker’s Compensation

City of Renton Policy & Procedure 330-11 - Types of Employment, Pay, Benefits & Retirement

WAC 296-134-001 through 296-134-090

4.0    POLICY:

4.1    Unless otherwise specified in the applicable collective bargaining agreement, new regular full-time employees are given 24 hours sick leave upon employment, with 24 additional hours given following three months of employment. Following the completion of six full months of employment, employees shall accrue sick leave at the rate of 4 hours per pay period. All regular part-time employees shall receive and accrue sick leave at a pro-rated amount based upon City of Renton Policy Types of Employment, Pay, Benefits and Retirement.

4.2    Unless otherwise specified in the applicable collective bargaining agreement, upon resignation, death or retirement, an employee hired before 1/1/93 will receive a cash payoff equal to 50% of accumulated but unused sick leave to a maximum payout of 480 hours. Bargaining Unit employees who moved to a non-represented position retain the sick leave cash-out benefits that were in effect at the time of transfer. The Chief Administrative Officer and Department Administrators shall not be eligible for this benefit.

4.3    Unless otherwise specified in the applicable collective bargaining agreement, employees hired on or after January 1, 1993, shall not be eligible for cashout of any accrued but unused sick leave.

4.4    If hours submitted exceed accruals, the hours will be charged to one or more of the following accounts: vacation, personal leave, personal holiday, compensatory time, sick leave or absent (unpaid).

4.5    In the event of death, payment shall be made to the estate of the employee based on the appropriate criteria specified above.

4.6    Sick leave is a privilege extended by the City; it is not an employee's right to use sick leave for purposes other than illness or injury not incurred at work, except for supplementing worker’s compensation payments or for scheduled personal health care appointments.

4.7    Employees may use sick leave to care for (a) a child of the employee with a health condition that requires treatment or supervision; or (b) a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency condition. For exceptional circumstances, in relationships other than those stated above, sick leave may be granted by the Department Administrator.

4.8    Employees who take approved Family Care Leave Act must use all accrued leave before moving to unpaid leave. Such leave may be used to care for a child of the employee with a health condition that requires treatment or supervision or for a spouse, parent, parent-in-law or grandparent of the employee who has a serious health condition or an emergency condition.

4.9    Sick leave accruals will be credited to an employee only during a pay period in which an employee has been in a paid status for at least one half their scheduled hours.

4.10    Sick leave may be taken in lieu of vacation time whenever an employee is on vacation and becomes sick or hospitalized. A doctor’s certificate of the illness may be required of the employee to substantiate such sickness or disability.

5.0 DEFINITIONS:

5.1    A child is one who is under age 19 for whom the employee has actual day-to-day responsibility for care and includes biological, adopted, foster or stepchild. Also included is any person age 19 or older who is incapable of self-care because of mental or physical disability, for whom the employee is legally charged with the duties, rights and responsibilities of a parent.

6.0 PROCEDURES:

6.1    An employee requesting sick leave must notify his or her immediate supervisor or other designated person prior to the start of his/her shift or as soon as possible thereafter.

6.2    Sick leave accruals must be exhausted prior to taking an unpaid medical leave of absence. If hours submitted exceed accruals, the hours will be charged to one or more of the following accounts: vacation, personal holiday, personal leave, compensatory time, or absent (unpaid).

6.3    When a regular employee suffers an on-the-job injury and receives a paycheck from the City for leave usage plus a time-loss payment from the City's industrial insurance agent, the industrial insurance agent check must be turned back to the City Finance Department. The City then credits the employee a proportionate amount of sick leave used during the period of absence.

6.4    A supervisor may require the employee to furnish a certificate issued by a licensed physician or nurse practitioner documenting proof of illness or injury and/or authorization to return to work.

6.5    Supervisors are expected to monitor the appropriate use of sick leave. When a supervisor believes there is reasonable grounds to suspect abuse, the supervisor may conduct a confidential counseling session to discuss the use of sick leave. Proven abuse of sick leave shall be cause for disciplinary action.

6.6    To apply for use of sick leave the employee shall complete and submit a Leave Request form to his/her supervisor for review and approval. The forms will be forwarded to Payroll.

6.7    Maternity related disability leave is in addition to any approved FMLA leave.