SICK LEAVE POLICY 10.2022.docx

**[Policy Manual]** ------------------------------------- ------------------------------------------------ ------------- Subject: SICK LEAVE Effective Date: 10/1/2022 SICK LEAVE...

**[Policy Manual]** ------------------------------------- ------------------------------------------------ ------------- Subject: SICK LEAVE Effective Date: 10/1/2022 SICK LEAVE Applies to: ALL UNIFORMED PERSONNEL Supersedes: GAG 1-4 dated 5/1/98 and 4/25/2010 Page 1 of 4 ------------------------------------- ------------------------------------------------ ------------- **PURPOSE:** To provide a consistent policy for all Chief Officers and other managers to utilize for monitoring sick leave (SL) usage by Fire Department personnel. **SCOPE:** This policy shall apply to all personnel of the Kansas City, Missouri Fire Department. **POLICY:** I. ACCRUED SICK LEAVE (SL) BALANCE II. PROPER USE OF SICK LEAVE III. PROPER NOTIFICATION & DOCUMENTATION OF ABSENCE A. 1. For emergency response field personnel [assigned] to a Battalion, SL absences shall be reported first to the on-duty captain where the person calling-off is assigned. If no contact is made, the report shall then be made to the assigned battalion chief's office. If no contact is made, the report shall then be made to the Fire Communications Center. 2. For emergency response field personnel assigned to Eastwood, SL absences shall be reported first to the EMS Field Division Chief. If no contact is made, they should report to the Chief Medical Officer and if no contact is made the contact should report to Communications Center. **[Policy Manual]** ------------------------------------- ---------------------------------- ------------- Subject: SICK LEAVE Effective Date: 10/1//2022 SICK LEAVE Applies to: ALL UNIFORMED PERSONNEL Supersedes: GAG 1-4 dated 5/1/98 Page 2 of 4 Updated: 9/11/08 ------------------------------------- ---------------------------------- ------------- 3. Uniformed and non-uniformed personnel not assigned to emergency field operations shall notify the appropriate manager pursuant to their work assignment. 4. Any employee who calls in sick during their mandatory on call overtime period, or calls in sick after a detail, must submit a KCFD Health Care Provider Sick Leave Form (attached to this policy) to the Emergency Services Assistant Monday- Friday anytime from 1300 - 1430 hours. The KCFD Health Care Provider Sick Leave Form is attached at the end of this policy. B. 5. For emergency response field personnel [assigned] to a Battalion, a return to duty notification shall be reported first to the on-duty captain where the person calling-off is assigned. If no contact is made, the report shall then be made to the assigned battalion chief's office. If no contact is made, the report shall then be made to the Fire Communications Center. 6. For emergency response personnel assigned to Eastwood should report a return to duty first to the EMS Field Division Chief. If no contact is made, they should report to the Chief Medical Officer and if no contact is made the contact should be made to Communications Center. C. D. Upon return to duty from sick leave, the employee must submit a Request for Excused Absence Form to the immediate ranking chief officer or appropriate manager. The chief officer or manager shall forward a copy to the Emergency Services Assistant\... If the employee can provide a KCFD Health Care Provider Sick Leave Form (attached to this policy), they should bring it to the Emergency Services Assistant M-F between 1300 and 1430 hours. **[Policy Manual]** ------------------------------------- ---------------------------------- ------------- Subject: SICK LEAVE Effective Date: 10/1/2022 SICK LEAVE Applies to: ALL UNIFORMED PERSONNEL Supersedes: GAG 1-4 dated 5/1/98 Page 3 of 4 Updated: 9/11/08 ------------------------------------- ---------------------------------- ------------- IV. INVESTIGATION OF POSSIBLE SICK LEAVE ABUSE 7. Career sick leave usage above an amount greater than 80% percentage of accrued leave and one unexcused occurrence in a 12-month period. 8. Four (4) or more occurrences of sick leave in a 12-month period. (Applies to all FD personnel.) 9. Three or more occurrences of sick leave in a 12-month period when taken on a weekend day (defined as Friday, Saturday, Sunday, or Monday) holiday, or in combination with N, V, or F-Days. (Applies only to FD personnel working a 24-hour shift.) 10. Sick leave taken when a V-day was requested and denied. (Battalion Chiefs/managers shall monitor vacation day requests and compare to the sick leave usage.) 11. Calling off sick during a mandatory on call period. 12. Calling off sick following an order to be detailed and/or within 4 hours of reporting to a detail. V. BATTALION CHIEF / MANAGER RESPONSIBILITY FOR REPORTING AND TRACKING OF SICK LEAVE A. Monthly Sick Leave Usage Report B. Investigating Possible Abuse The investigating Battalion Chief or manager shall provide the Deputy Chief or supervisor to whom they report a summary on the findings of an investigation, Documents related to the investigation, such as copies of all Requests for Excused Absence forms shall be attached to the submitted report. Investigation reports should be submitted to the Shift Deputy/manager within two shifts following the investigation. **[Policy Manual]** ------------------------------------- ---------------------------------- ------------- Subject: SICK LEAVE Effective Date: 10/1/2022 SICK LEAVE Applies to: ALL UNIFORMED PERSONNEL Supersedes: GAG 1-4 dated 5/1/98 Page 4 of 4 Updated: 9/11/08 ------------------------------------- ---------------------------------- ------------- Shift Deputies/managers shall review reports to determine if abuse has occurred. **No single element shall be determinative of a finding of sick leave abuse.** When abuse is deemed, the Shift Deputy/manager shall notify the member, the respective union, and the relevant supervisor of the determination in writing within two shifts of receiving the related investigation report. VI. GUIDELINES 1. If an employee's sick leave occurrences trigger one or more Red Flags but the occurrences are taken under Family Medical Leave, can the Battalion Chief convene a sick leave investigation? If an employee is on approved Family Medical Leave, or approval is pending on requested Family Medical Leave, an investigation is not warranted. If the absence is not for approved purposes under the FML grant and the employee otherwise falls subject to this policy, a Battalion Chief or Fire Administration may conduct an investigation in accordance with the Sick Leave Policy. 2. If an employee provides acceptable medical documentation with the excused absence form, does a sick leave investigation need to be conducted? The answer to this question is "No". Example: An employee has six single day occurrences of sick leave within a rotating 12-month period. On four of these occurrences the employee provided medical documentation. In this example, only two of the sick leave occurrences are considered unexcused and therefore no investigation is warranted. 3. If a requirement of providing sick leave documentation is issued from the Shift Deputy Chief, what is the length of time? The amount of time that the employee will be required to provide medical documentation will be twelve (12) months with the exception of calling off sick during a mandatory overtime period. In which case, an employee must provide a note each time. 4. If a requirement of providing sick leave documentation is issued from the shift deputy, what is the beginning date of the twelve (12) month period? The beginning date of the twelve (12) month period will be the date of the last unexcused sick leave occurrences associated with the determination of abuse. 5. Does the Battalion Chief have to have copies of former excused absence forms during the investigation? No, it is the responsibility of the Emergency Services Assistant to maintain copies of any notes. 6. When does a battalion chief need to conduct a sick leave investigation? Within the current sick leave policy there are six (6) red flags that give management the right to conduct an investigation. How many red flags must be met before management conducts an investigation? At least one (1) red flag must be met to conduct a sick leave investigation. It is also understood, per the policy, that there may be circumstances not listed within the policy that may give rise to a sick leave investigation. Any employee who fails to provide a KCFD Health Care Provider Sick Leave Form during a mandatory on call overtime shift or after being detailed, will be subject to a fact finding. **KANSAS CITY MISSOURI FIRE DEPARTMENT** REQUEST FOR EXCUSED ABSENCE =========================== For vacation requests, FML, military leave, and request for excused dock, *form must be completed prior to employee absence*. For Military leave, attach copy of official orders to this form. For Sick Leave and Funeral Leave, form must be completed on day of employee's return to work. Submit to Battalion Chief or manager. Battalion Chief shall forward to appropriate Bureau Deputy Chief or manager. Employee Name [ ] ----------------------------- Employee ID. \# \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Assignment \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Employee's N-Day Cycle (if applicable) \_\_\_\_ **TYPE OF LEAVE REQUESTED** □ Vacation □ Sick Leave □ Funeral Leave □ Military\* □ Family Medical Leave\* □ Excused Dock ***\*FOR MILITARY AND FML, EMPLOYEE MUST ALSO COMPLETE CITY FORM.*** **FOR VACATION TIME REQUEST COMPLETE THE FOLLOWING** Date(s) Requested [ ] Date Request Submitted To Supervisor [ ] **BATTALION CHIEF/MANAGER COMPLETE THIS SECTION** □ Vacation Granted For The Following Day(S) [ ] □ No Vacation Time Available #### FOR PERSONAL ILLNESS COMPLETE THE FOLLOWING 1\. Date First Absent From Work [ ] Date Returned To Work [ ] 2\. Reason For Absence [ ] 3\. Verification Provided *MAY BE REQUESTED AFTER 3^rd^ CONSECUTIVE ABSENCE* □ Doctor's Note □ Record Of Medical Treatment □ Other [ ] **FOR FAMILY ILLNESS OR FUNERAL COMPLETE THE FOLLOWING** 1\. Date First Absent From Work [ ] Date Returned To Work [ ] 2\. Reason For Absence [ ] 3\. If Absence Due To Illness, Accident or Death of Family Member, Give Name and Relationship [ ] *I Hereby Certify That The Stated Reason For My Absence Is Complete And Accurate* Employee Signature: [ ] Date [ ] Chief Officer/Manager Signature: [ ] Date [ ] **Kansas City Missouri Fire Department** **635 Woodland Suite 2100** **Kansas City MO 64106** **SICK LEAVE FORM** **(816) 513-4613** Health Care Provider: Please complete the below information for our employee's (or their dependent's) visit today. Please DO NOT include any medical information. Feel free to contact our Human Resources Department if you have any questions at (816) 513-4613. Patient's Name\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Relationship to Employee\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date of Visit \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Time of Visit (please include the specific hours e.g. 8 am -- 10:15 pm): \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Provider Information: Facility Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Facility Address: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Provider's Name Printed \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Provider's Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Provider's Office Phone Number for Verification (if needed): \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ I agree that my provider can release the information above to my employer, the City of Kansas City, Missouri, Fire Department: Employee's Name (Printed) **Once complete -- this form should be turned in to the Emergency Services Assistant in person at 635 Woodland Avenue Suite 2100 KCMO 64106 between the hours of 1:00 and 2:30 pm. Monday through Friday.** Employee's Signature