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‘Finance
Administration
Memo
To: Non-Union Employees Police Command Employees
Police Patrol Employees Fire Employees
From: Finance Director
cc: City Manager
Date: January 20, 1998
Re: Uniform Sick Leave Policy
At it's meeting on December 9", the City Commission adopted a Uniform Sick Leave Policy for Non-Union
employees. Subsequent to this, bargaining units were offered the opportunity to voluntarily participate in the
new program: police and fire bargaining units have agreed to participate for 1998; the clerical and 586 units
have chosen not to participate at this time. The new policy includes several important changes that you
should be familiar with:
1 The new policy increases the maximum sick bank for non-union employees from 960
hours (120 days) to 1,056 hours (132 days) consistent with other employee groups.
Because of this change there will be no automatic payment for sick leave in excess of 960
hours for non-union employees in 1998.
2 Forty-hour employees within the participating units having at least 160 hours (20 days)
accumulated sick leave as of January 1 may elect to receive cash payment for a portion of
their accrued unused sick leave balances. Cash payments will be made at the rate of 50%
unless the employee elects to contribute the entire payment to one of the City's deferred
compensation programs in which case the payment shall be made at the rate of 100%.
Payments under this program will be made in March. For firefighters working a 54-hour
week, the applicable thresh hold is 240 hours.
3 Effective in 1998, sick leave for participating groups will be accrued and available for use
as eamed. In other words, each paycheck will report your current sick leave balance
including sick leave eamed during the most recent pay period.
® Page 1
AAMEMO NON-UNION SICK LEAVE POLICY. doc
4 At the end of 1998, employees who are unable to use all of their available vacation time
may elect to convert up to 120 hours (216 hours for firefighters) of unused vacation time to
sick leave.
These are some of the major changes included in the new policy. A copy of the complete policy is attached
for your review and future reference. Also attached is the form to be used by eligible employees to request
cash-out of a portion of their accumulated sick leave.
Please let me know if you have any questions.
Thank you
® Page 2
City of Muskegon - Uniform Sick Leave Policy for 40-
Hour Non-Union Employees
SICK LEAVE
Q Sick leave shall be accumulated at the rate of .04615 hours for each qualified hour of
employment during the current calendar year. The accumulation shall not exceed 96
hours during any one calendar year. “Qualified hours of employment” shall include
regularly scheduled work hours, vacation leave, sick leave, holiday leave, personal
leave, and time-off due to work-related injury or illness subject to the limitations
outlined below. Sick leave will accrue for overtime hours only to the extent that the
employee's regularly scheduled hours are reduced by extraordinary overtime
demands (e.g. snowplowing). Sick leave will not accrue for unpaid absences.
Q Accrued sick leave is available to employees upon completion of the employee's
initial probation period. Within the probation period for a new employee, up to 24
hours "emergency" sick leave may be granted by the employee's department head.
Emergency sick leave will be deducted from the employees accumulated sick leave
to date.
a Sick leave may be accumulated up to a maximum of 1,056 hours.
a After an employee has accumulated 1,056 hours of accrued, unused sick leave, then
all
additional accruals shall be paid annually at the rate of fifty percent (50%) of such accrual
in excess of 1,056 hours. All payments due under this section shall be based on the
employee's accumulated sick leave as of each December 31 and shall be paid annually
on or before March 31 of the calendar year next succeeding the accrual. Payments shail
be made at the employee's then current pay rate.
a Employees who have accumulated at least 160 hours of accrued, unused sick leave as
of each January 1 may elect to receive cash payment for a portion of their accrued,
unused sick leave balances in accordance with the following schedule:
Amount of Sick Leave Accrued as Maximum Number of Hours
of the Last Pay Period of the Year That May Be Cashed Out
Annually
Less than 160 Hours 0 Hours
160 Hours to 320 Hours 80 Hours
321 Hours to 480 Hours 120 Hours
481 Hours or More 160 Hours
All payments due under this section shall be paid at the rate of fifty percent (50%) of such
accrual unless the employee elects to contribute the entire payment to the City's deferred
compensation program in which case the payment shall be made at the rate of one-
hundred percent (100%). All payments due under this section shall be paid annually on
or before March 31 of the calendar year next succeeding the accrual. Payments shall be
made at the employee's then current pay rate.
A day of sick leave shall be canceled for each day an employee would have worked
during the normal work week, and shall be paid for at the rate an employee would have
earned on that particular day, exclusive of overtime. Sick leave shall be taken in
increments of one-quarter hour.
Sick leave will be taken only for the following reasons:
Any itiness an employee may contract preventing him/her from performing normally and
safely at work;
Any illness from contagious disease not duty-related which could affect the health of
others;
Any injury or illness to the employee's spouse, child, stepchild, mother, father, mother-in-
law or father-in-law, which requires the hospitalization of that individual. At the discretion
of the employee's department head, sick leave may be taken for injury/illness to other
relatives of the employee. The employer may require verification of sick leave taken for
these purposes;
Any serious iliness to the spouse, child, or stepchild of the employee which serious illness
requires the employee's absence from duty. At the discretion of the employee's
department head, sick leave may be taken for serious iliness to other relatives of the
employee. The employer may require verification of sick leave taken for these purposes;
Any non-duty disability an employee may sustain, except injury sustained while in the
employ of another, or an injury sustained during the commission of a felony or high court
misdemeanor by the employee .
The employer may require verification of sick leave taken in excess of three consecutive
days. This will not preclude the Employer from requesting verification of iliness of less
than three (3) days if the employee has shown a pattern which would indicate misuse of
sick leave.
Any employee who is off at the request of the Employer because of an exposure toa
contagious disease which is documented from Employer's records (for example,
hepatitis) shall be paid the regular salary for all lost time, without loss of sick time.
An employee's absence from work due to duty-connected sick disability, for which he/she is
receiving compensation, shall not be deducted from his/her leave unless he/she shall
elect to be paid the difference between Workmen'singCompe nsation benefits and his/her
normal wage or salary, to be paid out of the operat funds of the department involved,
be used
in which event said employee's eamed sick leave shall ected disabil at the rate of one-third
(1/3) sick leave day for each day of such service-conn ity, until such sick
leave accumulation has been exhausted, at which time such payments out of the
operating funds of the department involved shall cease, unfess the City Commission shall
authorize an extension of leave. Checks for suchtheservic e-connected disability will be
issued only upon receipt of a statement signed by Employ er's physician to the effect
that the injured employee is unable to perform his/her regular duties or such other
temporary tasks available in the framework of the City functions.
In the event of a confining illness, and provided the sickofleave accumulation has been
ion
exhausted, the City Manager may authorize an extensadditio leave to the extent of five (5)
days for each year of service, not to exceed an nal sixty (60) working days.
Provided, however, that, in the case of an employeenalwholeaveshail have been in the City
service for more than fifteen (15) years, such additio may be extended not to
exceed six (6) months, instead of sixty (60) working days.
No compensation for sick leave will be authorized ifl the employee fails to notify the
r norma starting time. After notifying their
department at least one-half hour before his/heemplo
department, of their need to take sick leave, yees will not be permitted to change
the type of leave taken from sick leave to vacation or personal leave.
Upon termination of employment under honorable condit ions, accrued sick leave will be
the
ofaccum
compensated at the rate of one-half of the value(12) ulated sick leave, providing
the employee has worked a minimum of twelve months.
disability, for a period of one
If an employee is absent from work due to duty-connectedsaid
hundred eighty (180) calendar days from date of injury, employee will continue to
accrue sick leave. This provision may be extended past one hundred eighty (180) days
at the discretion of the Employer.
time in a given year may
Employees who are unable to use all of their earned vacatitoonsick
leave
elect to convert up to 120 hours of unused vacationregula leave. Vacation days
converted to sick leave will be treate d the same as r sick leave including the option
for vacation conversion must be
to cash-out accumulated sick leave. All such requestshead
submitted in writing to the employee's department and, subsequently, the city
manager no later than December 31.
Employees may not be "out of pay status". Employeesduewhoto exhaus t accumulated sick
leave and are subsequently unable to report to work ions. Anillness or disability will be
subject to discipline under civil service rules and regulat employee who has been
granted an approved leave of absence will be considered to be in “active pay status” for
purposes of this policy.
“CITY OF MUSKEGON
REQUEST FOR CASH-OUT OF ACCUMULATED SICK
LEAVE :
COMPLETED FORMS MUST BE RETURNED TO FINANCE
BY FEBRUARY 20, 1998
‘
ee
; EMPLOYEE NAME
POSITION
GH RNA Yi Sete
SOCIAL SECURITY NO PHONE NO
GR RR
| hereby request cash payment for a portion of my accumulated, unused
sick leave balance in accordance with the Uniform Sick
Leave Policy for Non-Union Employees. | understand that by accepting
this cash payment, my available sick leave bank will be
teduced by the number of hours being cashed-in and that these
hours will no longer be available for my use.
TT PUSNER ISERIES TESTU The
EMPLOYEE SIGNATURE
DATE
MTSE
THAI AR NBA OR
SARL
TOTAL ACCUMUALTED SICK LEAVE HOURS AS OF JANUAR
Y 1, 1998
SICK LEAVE HOURS REQUESTED TO BE CASHED
-OUT (SEE BELOW)
SICK LEAVE HOURS REMAINING AFTER CASH-OUT
eA a
FINANCE DEPARTMENT REVIEW
DATE
Ss
PAYOUT OPTION SELECTED:
Q 50% CASH PAYMENT MADE DIRECT TO EMPLOY
EE
; Q 100% CASH PAYMENT MADE TO DEFERRED COMPSE
NSATION PROGRAM"
,
i
:
ICMA % HARTFORD %
FI
4
Employees who have accumulated at least 160 hours of accrued,
unused sick leave as of each January 1 may elect to receive
cash i
payment for a portion of their accrued, unused sick leave balances
in accordance with the following schedule:
é
;
40-Hour Employees 54-Hour Fire Employees
j
E Amount of Sick Leave Maximum Number of Hours Amount of Sick Leave
Fi
Maximum Number of Hours That q
Accrued as of January That May Be Cashed Out Accrued as of January May Be Cashed Out Annually Ff
4 41,1998 Annually 4, 1998
Q
¥ Less than 160 Hours 0 Hours Less than 240 Hours 0 Hours i
160 Hours to 320 Hours 80 Hours 240 Hours to 480 Hours 120 Hours i
321 Hours to 480 Hours
oe NSS NNT TR TONAL ANAS
120 Hours 481 Hours to 720 Hours 192 Hours
481 Hours or More 160 Hours 721 Hours or More
ASTRA
240 Hours
All payments due under this section shall be paid at the rate of fifly
percent (50%) of such accrual unless the employee elects to
contribute the entire payment to the City's deferred compensation
program in which case the payment shall be made at the rate of one-
hundred percent (100%). All payments due under this section shall
be paid annually on or before March 31 of the calendar year next
succeeding the accrual. Payments shall be made at the employee
's then current pay rate.
' For 1998, the maximum annual deferred compensation contribution allowed by the IRS is 25%
of gross earnings or $8,000
(whichever is less). This includes all contributions made by
the employee as well as any City matching contributions.
Employees who participate in the City's deferred comp matching
g program should take care to ensure that their total
contributions for 1998 do not reach the deferred comp limit prior
to receiving the full City match.
§
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