Palm Beach Fire Rescue Sick Leave Policy

• This document outlines the policy for using sick leave for Palm Beach County Fire Rescue personnel.
• The policy identifies the process for calling in sick, going home sick, and returning to work.
• It also covers action against inappropriate use of sick leave.
• Updates to this policy are managed by the Wellness Coordinator, in conjunction with the PPM Committee, under the Fire Rescue Administrator.
• The policy applies to all Palm Beach County Fire Rescue bargaining unit personnel.

Key Policy Points

• It is the responsibility of all Fire Rescue personnel to be at work each scheduled work day.
• Good attendance is expected and a condition of employment.

Sick Leave Approval & Usage

• Sick leave may be approved for absence from work due to illness or non-work-related injury, as per the Collective Bargaining Agreement or County Merit Rules.
• Employees can use sick leave in quarter-hour increments for non-job-related conditions, such as incapacitation due to illness or injury.
• Sick leave can be used if attendance would jeopardize co-workers' health due to contagious illness, or for prescribed medical treatments on work days.
• It can also be used to care for a residing immediate family member needing medical assistance, or for a family member's hospitalization.
• Personnel on a 40-hour workweek can use sick leave for scheduled medical, dental, or optical appointments that can’t be scheduled off-duty.
• Such use must be approved by the employee's Supervisor.

Sick Leave Notification & Return to Work

• Fire Rescue personnel must report sick leave according to PPM FR-A-206.
• Operations employees absent due to sick leave can return to work with the Fire Operations Officer's approval and can only return to work one time during a shift.
• The Fire Operations Officer must be notified before returning to work to receive their unit assignment.
• For partial shift returns from sick leave, the Fire Operations Officer determines the unit assignment.
• This provision does not apply to ARFF employees.
• The Fire Operations Officer informs the Battalion Chief/Supervisor when an employee is approved to return and their assignment.
• Non-Operations employees can return to work with their Supervisor/Division/Section Head's approval.

Sick Leave Onset During Work

• Employees who become sick while at work must notify the Battalion Chief/Supervisor for approval to use sick leave.
• If the Battalion Chief/Supervisor considers an employee too ill or injured to work, the Battalion Chief/Supervisor can send the employee home and the hours will be charged to the employee's sick leave bank.
• If staffing needs are not met, the Battalion Chief notifies the FOO and the District Chief who will be notified by phone or email.

Documentation

• Upon return, all operational and communications center employees must ensure sick leave is noted in Telestaff.
• Non-operational employees must ensure Kronos appropriately reflects sick leave.
• If the deadline to submit leave into Telestaff and Kronos has passed, an Employee Leave Request form is needed.

Sick Leave Allotment & Transfer

• After November 1 each year, permanent 24-hour shift employees are allotted 120 hours of sick leave for the next 12 months.
• Employees not on a 24-hour shift get sick leave proportionate to their annual worked hours.
• Employees can transfer up to 120 hours from their unused sick leave allotment into their reserve vacation bank, balance cannot exceed 120 hours.
• Employees transferring sick leave must complete the Sick Leave Transfer Request (FR-H-301 Attachment C) before October 1, submitted to PBC Fire Rescue Payroll Section.

Division and Deputy Chiefs

• Division and Deputy Chiefs are allotted 104 hours of sick leave on November 1 each year.

Sick Leave Occurrence

• A sick leave occurrence is defined as working less than half of a normal shift, or combined occasions totaling one-half of the shift.
• For a 24-hour employee, four occasions of three hours each equals one occurrence.
• The number of occurrences for any bargaining unit employee is based on a continuous 12-month period without regard to fiscal or calendar year.

Disincentives

• As per Article 45 of the Collective Bargaining Agreement (CBA).
• The Battalion Chief/Supervisor is responsible for notifying employees in writing or by email upon reaching each disincentive level.
• The Battalion Chief must also notify the District Chief of each employee who has reached disincentives status.
• The District Chief notifies the Wellness Coordinator when an employee reaches the Employee Assistance Program (EAP) referral level.

Disciplinary Action

• Requesting sick leave inconsistent with the Collective Bargaining Agreement and this policy leads to denial of sick leave and potential disciplinary action.

Clearance to Return to Work (Non-Work Related)

• Employees must receive clearance from the Occupational Health Clinic (OHC) before returning to work if they have been out on sick leave for 3 consecutive shifts, 5 consecutive 8-hour days, or have received outpatient surgery or hospitalization.
• The OHC requires a doctor's release in the case of outpatient surgery or hospitalization.
• Employees must notify their Battalion Chief/Supervisor that they have been cleared from the OHC before returning to work.
• If employees come to work without OHC clearance, they will be placed on sick leave until cleared.
• If unable to obtain clearance due to a holiday or weekend, the Battalion Chief/Supervisor may permit return if the employee is no longer ill or contagious.
• Employee must still receive clearance before their NEXT work day.
• The OHC will fax or email clearance to the Wellness Coordinator, who forwards it to the employee’s District Chief and Battalion Chief/Supervisor.

Sick Leave Board

• The Wellness Steering Committee serves as the Sick Leave Board for Fire Rescue, responsible for monitoring sick leave use and identifying Fire Rescue-wide trends and patterns.

Extended Leave

• Employees can request extended leave in accordance with the Collective Bargaining Agreement and Extended Leave Family Medical Leave Act (PPM FR-H-303).