All employees, except extra help or seasonal, shall accrue sick leave at the rate of 3.7 hours for each biweekly pay period of full‑time work. Such accrual shall be pro-rated for employees, except extra help or seasonals, who work less than full-time during a pay period. For purposes of this Section absence in a pay status shall be considered work.
Employees are entitled to be paid for sick leave used, to a maximum of the time accrued, under the following conditions:
The employee’s illness, injury or exposure to contagious disease which incapacitates him/her from performance of duties. This includes disabilities caused or contributed to by pregnancy, miscarriage, abortion, childbirth and recovery therefrom as determined by a licensed physician, or, under the Kaiser plan, a licensed health care professional.
- The employee’s receipt of required medical or dental care or consultation.
- The employee’s attendance on an immediate family member who is ill.
- The employee’s preparation for or attendance at the funeral of a member of the immediate family.
- The employee’s attendance to an adoptive child for up to six weeks immediately after the arrival of the child in the home.
For this section immediate family means parent, spouse, domestic partner, son, daughter, sibling, mother-in-law, father-in-law, grandparents or grandchildren.
For the purpose of paragraph (4) above only, immediate family also includes son-in-law, daughter-in-law, grandparent-in-law, and sibling-in-law. Use of sick leave for this expanded definition is limited to a maximum of three days if travel is required.
19.3 Procedures for Requesting and Approving Sick Leave
When the requirement for sick leave is known to the employee in advance of the absence, he/she shall request authorization for sick leave at such time, in the manner hereinafter specified. In all other instances the employee shall notify his/her supervisor as promptly as possible by telephone or other means. Before an employee may be paid for the use of accrued sick leave, he/she shall complete and submit to his/her department head a signed statement, on a prescribed form, stating the dates and hours of absence and such other information as is necessary for the request to be evaluated. If an employee does not return to work prior to the preparation of the payroll, other arrangements may be made with the approval of the department head and the Controller.
The department head may require a physician’s statement from an employee who applies for sick leave or make whatever investigation into the circumstances that appears warranted before taking action on the request.
19.4 Accounting for Sick Leave
Sick leave may be used in increments no smaller than 6 minutes. Payment for sick leave used shall be at the employee’s base pay plus applicable differential, if any, as provided in Section 10.
When an employee who has been working in a seasonal or extra help category is appointed to a permanent position he/she may receive credit for such extra help or seasonal period of service in computing accumulated sick leave, provided that no credit shall be given for service preceding any period of more than twenty-eight consecutive days in which an employee was not in a pay status.
If an employee who has unused sick leave accrued is laid off and subsequently reemployed in a permanent position, such sick leave credits shall be restored upon reemployment. No portion of sick leave credits for which an employee received compensation at the time of or subsequent to the day of layoff shall be restored.
19.6 Incapacity to Perform Duties
If the appointing authority has been informed through a doctor’s report of a medical examination that an employee is not capable of properly performing his/her duties, he/she may require the employee to absent himself/herself from work until the incapacity is remedied. During such absence the employee may utilize any accumulated sick leave, vacation, holiday and compensatory time.
19.7 Use of Sick Leave While on Vacation
An employee who is injured or becomes ill while on vacation may be paid for sick leave in lieu of vacation provided that the employee: (1) was hospitalized during the period for which sick leave is claimed, or (2) received medical treatment or diagnosis and presents a statement indicating illness or disability signed by a physician covering the period for which sick leave is claimed, or (3) was preparing for or attending the funeral of a member of the immediate family. No request to be paid for sick leave in lieu of vacation will be considered unless such request is made and the above substantiation is provided within the pay period during which the employee returns to work.
19.8 Sick Leave During Holidays
Paid holidays shall not be considered as part of any period of sick leave, unless the employee is scheduled to work on that holiday.
- The receiving employee is a permanent full or part-time employee whose participation has been approved by his/her department head;
- The receiving employee or the receiving employee’s spouse/domestic partner or direct family member has sustained a life threatening or debilitating illness, injury or condition. (The Department Head may require that the condition be confirmed by a doctor’s report);
- The receiving employee has or will have exhausted all paid time off;
- The receiving employee must be prevented from returning to work for at least 30 days and must have applied for a medical leave of absence.
Vacation and holiday time may be transferred by employees in all work groups. Comp time may be transferred only by employees in work groups 1, 4, and 5. Sick leave may be transferred at the rate of one hour of sick leave for every four hours of other time (i.e., holiday, vacation, or comp time). Donated time will be converted from the type of leave given to sick leave and credited to the receiving employee’s sick leave balance on an hour-for-hour basis and shall be paid at the rate of pay of the receiving employee. Donations must be a minimum of 8 hours and thereafter in whole hour increments. The total leave credits received by the employee shall normally not exceed three months; however, if approved by the department head, the total leave credits received may be up to a maximum of one year.
Donations shall be made on a Catastrophic Leave Time Grant form signed by the donating employee and approved by the receiving employee’s department head. Once posted, these donations are irrevocable except in the event of the untimely death of a Catastrophic Leave recipient. In that event, any excess leave will be returned to donating employees on a last in-first out basis (i.e., excess leave would be returned to the last employee(s) to have donated).
Employees denied participation in the program by the department head may appeal to the HRD Director and the County Manager whose decision shall be final.