(a) Sick leave is time for which a full-time employee is compensated at his or her regular rate when absent due to illness or another medically related reason, such as a doctor’s appointment.
(1) Each full-time employee shall be entitled to four and six-tenths (4.6) hours of sick leave for every eighty hours of completed service.
(2) Sick leave can be accumulated up to a maximum of nine hundred and sixty (960) hours for conversions upon retirement. The smallest increment of sick leave which may be used is one hour.
(3) Nothing in this section shall be construed as to require the appointing authority to approve the use of sick leave by an employee when the appointing authority is reasonably certain that the employee was not ill or was not absent for the other reasons permitted by this section. Examples of when the appointing authority may not approve sick leave are: concerted use of sick leave by an employee singly or in concert with others as a means of withholding services; a chronic abuse of sick leave in an established pattern; or other situations where past history and facts do not substantiate the legitimate use of sick leave. The appointing authority may investigate all usage of sick leave and may withhold full payment of said sick leave until the investigation is completed.
(4) Should the appointing authority determine that an employee has not used sick leave properly, payment may be denied and discipline imposed. Employees who do not report for work due to sickness, and who have exhausted their sick leave days, are subject to disciplinary action for being absent without approved leave. The appointing authority is authorized to approve leave without pay to employees in this situation where it is determined that such action is in the best interest of the Village.
(5) New employees are eligible for sick leave after successful completion of the probationary period of six months of employment. Seasonal employees earn no sick leave benefits. Sick leave does not accumulate while an employee is on suspension or any unpaid leave of absence in excess of one month.
(b) (1) Sick leave may be used for absence due to temporary disability caused by illness, injury, pregnancy or for exposure to contagious or communicable disease which may be transmitted to fellow employees. Any such absence shall begin when the temporary disability or exposure shall be so severe as to prohibit an employee from attendance at work and shall cease when an employee is able to return to work.
(2) Although medical appointments are not encouraged during normal business hours, two hours of paid sick leave may be granted provided the employee provides some form of documentation from an accredited doctor’s or dentist’s office stating the reason for such a visit to his or her supervisor and notifying the Administrative Offices or Village Clerk.
(c) An employee absent on sick leave for more than three days shall submit a claim for sick leave. For a sick leave absence of three days or less, the appointing authority may require employees to furnish a claim for sick leave form. Failure to submit the sick leave claim form when required will result in the employee being determined to be on leave without pay and a deduction in the subsequent payroll period. The claim form should be forwarded with the employee’s time sheet.
(d) (1) Employees seeking to use sick leave should call a supervisor two hours prior to the regular starting time. Failure to do so may result in the employee being counted as missing - no sick leave benefit will be paid and the employee will be subject to disciplinary action.
(2) Any full-time employee who retires and meets the age and length of service requirements of the Public Employees Retirement System (PERS) or the Police and Fire Pension Fund (PFPF), whichever is applicable, shall be paid a sum of money equal to fifty percent (50%) of their accumulated unused sick leave times their daily wage rate. The accumulated unused sick leave shall not exceed nine hundred and sixty (960) hours. (Ord. 2886-01. Passed 12-19-01.)
(3) Half of any amount greater than nine hundred and sixty (960) hours may be purchased by the Village on a yearly basis at the current rate of pay. The hours are to be determined at the end of March and paid to the employee, at the employee’s option, during April.
(Ord. 2973-05. Passed 8-17-05.)
(4) At the employee’s option, payment for excess hours may be made in a manner that, in the event the employee does not exercise a purchase of the hours as set forth above, limits the employees tax liabilities. Examples: transfers to tax deferred accounts, transfer to IRAS.
(5) This payment may also be made to an employee in any manner agreed upon by the employee and the Village Clerk so that no additional costs are incurred by the Village.
(e) Maternity leave will be considered under the Family and Medical Leave Act.
(f) A leave of absence may be approved by the Council under the following conditions:
(1) Leave of absence is always without pay.
(2) Leave of absence may only be granted to regular, full-time employees who have successfully completed their probationary period.
(3) The request for a leave of absence must be in writing from the employee outlining the reasons for the leave.
(4) On any approved leave of absence in excess of one month, the employee shall pay the total premium cost for his medical and life insurance for the duration of the leave. This cost is to be paid in advance of the first month of the leave and prior to each month thereafter or the coverage will be terminated.
(5) Failure to return from a leave of absence at the specified date will be considered as a resignation.
(6) All approved leaves of absence shall be confirmed in writing to the employee by the Chairman of Council with a copy of the employee’s file.
(7) Vacation and sick leave do not accrue on a leave of absence in excess of one month. Vacation allowance is paid at the time of departure on the amount unused and accrued. Any sick days accumulated prior to the leave may be reinstated immediately upon return.
(8) Re-employment, if applicable, should be part, or the condition of, the leave of absence. If not, the employee is subject to the availability of employment at the time of his or her requested return. Employees returning from military service are subject to the Veterans Re-employment Rights Act.
(9) There are several types of leaves of absence. They include:
A. Medical: Time away from the job because of accident or illness not covered by sick leave.
B. Self improvement: Schooling.
C. Personal: Time needed to handle personal problems.
(g) Any absence from work which is not detailed in this section of these Personnel Rules and Regulations shall be considered an unauthorized absence from duty. Any such unauthorized absence from duty shall constitute just cause for disciplinary action.
(h) The Village will provide eligible employees a leave of absence for specific reasons and subject to guidelines as defined by the Family and Medical Leave Act (FMLA). Eligible employees shall be provided up to twelve (12) weeks of leave during any twelve month period in connection with specific qualifying events. Employees must be restored to the position occupied when the leave began or to an “equivalent position” with equivalent conditions of employment.
(Ord. 2886-01. Passed 12-19-01.)