KCMO Fire Dept Sick Leave Policy

Sick Leave Policy Overview

• Effective from October 1, 2022
• Applies to all uniformed personnel in the Kansas City, Missouri Fire Department.
• Aims to provide a consistent policy for monitoring sick leave usage.

Accrued Sick Leave Balance

• Sick leave with pay must be earned prior to use.
• Accrued sick leave balance dropping to zero as a result of sick leave occurrence means the employee will be on dock for additional hours.
• Only the Department Director can approve excused leave if no sick leave is available.

Proper Use of Sick Leave

• Sick leave with pay is granted for absence due to:
  • Personal illness
  • Non-compensable bodily injury or disease
  • Exposure to contagious disease
  • Doctor/dentist appointments
  • Caring for an ill child, spouse, or parent
• Minimum sick leave increments:
  • Four hours for emergency response field schedule members.
  • Half a shift for suppression schedule members.
• Vacation time will not be refunded for illness incurred during vacation leave.

Notification and Documentation of Absence

• Employees must report necessary absences no later than 30 minutes before their scheduled duty, 1 hour for communications personnel.
• Emergency response field personnel assigned to a Battalion must report absences to the on-duty captain first, then the battalion chief’s office if no contact is made, and finally to the Fire Communications Center if needed.
• Emergency response personnel assigned to Eastwood report absences to the EMS Field Division Chief first, then the Chief Medical Officer if no contact is made, and finally to the Communications Center,.
• Uniformed/non-uniformed personnel not assigned to emergency field operations must notify their appropriate manager.
• Employees calling in sick during mandatory overtime or after a detail must submit a KCFD Health Care Provider Sick Leave Form to the Emergency Services Assistant
  • Submit the form between 1300-1430 hours, Monday-Friday.

Notification of Return to Duty

• Employees returning from sick leave report at least 30 minutes (1 hour for communications personnel) before their scheduled duty.
• Emergency response personnel assigned to a Battalion report returns to the on-duty captain, then the battalion chief’s office, and then the Fire Communications Center if no contact is made.
• Personnel assigned to Eastwood report to the EMS Field Division Chief, then the Chief Medical Officer, and then the Communications Center if contact is still not made.

Periodic Updates and Written Notification

• If absent for more than three consecutive shifts or workdays, the employee needs to notify their supervisor of the expected return date.
• Upon return, medical evidence and the KCFD Health Care Provider Sick Leave Form is required.
• The KCFD Health Care Provider Sick Leave Form must be turned in to the Emergency Services Assistant, in person.
  • For Emergency Operations employees- turn it in between 1300 – 1430 hours Monday – Friday on their next shift.
  • Outside of regular hours, in ARFF, or in communications, the KCFD Health Care Provider Sick Leave Form should be submitted to the Emergency Services Assistant through the chain of command.
• Upon returning from sick leave, employees must submit a Request for Excused Absence Form to their immediate chief officer or manager.
• Provide the KCFD Health Care Provider Sick Leave Form (if applicable) to the Emergency Services Assistant M-F between 1300 and 1430 hours.

General Conduct

• Knowingly providing false information is considered a violation of Fire Department Rules & Regulations.
• It is a violation to fail to make a proper entry or communicating with intent to deceive or "cover up".

Sick Leave Abuse Investigation

• Management has the right to manage sick leave and conduct fact findings to determine if sick leave abuse has occurred.
• Fact-finding is initiated if personnel trigger one of the "Red Flags".

Red Flags for Sick Leave Abuse

• Career sick leave usage above 80% of accrued leave and one unexcused occurrence in a 12-month period.
• Four or more sick leave occurrences in a 12-month period applies to all FD personnel.
• Three or more sick leave occurrences in a 12-month period when taken on a weekend day or in combination with N, V, or F-Days applies only to FD personnel working a 24-hour shift.
• Taking sick leave when a V-day was requested and denied.
• Calling off sick during a mandatory on-call period.
• Calling off sick after being detailed and/or within 4 hours of reporting to a detail.

Battalion Chief/Manager Responsibilities

• Battalion Chiefs and appropriate managers will receive a Monthly Sick Leave Usage Report by the 6th of each month.
• Battalion Chiefs, Deputy Chiefs, and managers must investigate a member’s usage if one of the "Red Flags" in Section IV is triggered.
• The Emergency Services Assistant will schedule fact findings when required.
• Battalion Chiefs and managers must complete the notification process when a sick leave usage investigation needs to be initiated for a member and complete it no later than the last calendar day of the month after the report is received.
• Investigations are conducted by the Battalion Chief with the Deputy Chief or manager in the presence of a union representative.
• The employee has a right to explain their sick leave usage.
• Extenuating circumstances may be considered.
• The investigating Battalion Chief/manager shall provide a summary of findings to their supervisor.
• Documents related to the investigation, such as copies of Request for Excused Absence forms should be attached to the submitted report.
• Investigation reports should be submitted to the Shift Deputy/manager within two shifts following the investigation.
• Shift Deputies/managers review reports to determine if abuse has occurred.
• When abuse is found, the Shift Deputy/manager must notify the member, union, and supervisor in writing within two shifts of receiving the investigation report.

Guidelines

• A sick leave investigation is not warranted if occurrences are taken under approved or pending Family Medical Leave.
• A sick leave investigation is not needed if an employee provides acceptable medical documentation with the excused absence form.
• If the Shift Deputy Chief requires sick leave documentation, it will be required for 12 months, with the exception of a mandatory overtime period, in which a note is required each time.
• The beginning date of the 12-month period for providing sick leave documentation is the date of the last unexcused sick leave occurrences associated with the determination of abuse.
• The Battalion Chief is not required to have copies of former excused absence forms; the Emergency Services Assistant is responsible for maintaining them.
• A battalion chief must conduct a sick leave investigation when at least one "red flag" is met.

Request for Excused Absence Form

• For vacation, FML, military leave, and excused dock requests, the form must be completed before the employee's absence.
• For sick leave and funeral leave, the form must be completed on the day of the employee's return to work.
• Submit the form to the Battalion Chief or manager, who will then forward to the appropriate Bureau Deputy Chief or manager.
• For military and FML, employees must also complete a city form.

Information for Personal Illness

• Date first absent from work
• Date returned to work
• Reason for Absence
• Verification Provided
  • Doctor’s Note
  • Record of Medical Treatment
  • Other
• May be requested after the 3rd consecutive absence

Information for Family Illness or Funeral

• Date first absent from work
• Date returned to work
• Reason for Absence
• If Absence Due To Illness, Accident or Death of Family Member, Give Name and Relationship
• This form must be complete and accurate

Sick Leave Form - Kansas City Missouri Fire Department

• Health Care Providers must fill out this form
• Complete the information for the employee or their dependent’s visit.
• Do not include any medical information.
• The Human Resources Department can address any questions at (816) 513-4613.
• Information to be provided:
  • Patient’s Name
  • Relationship to Employee
  • Date of Visit
  • Time of Visit
  • Facility Name
  • Facility Address
  • Provider’s Name Printed
  • Provider’s Signature
  • Provider’s Office Phone Number for Verification (if needed)
• Employee must sign the form to agree
• Turn this form in to the Emergency Services Assistant in person at 635 Woodland Avenue Suite 2100 KCMO 64106 between 1:00 pm and 2:30 pm, Monday through Friday.