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POL: 1998 SICK LEAVE FUND POLICY SICK LEAVE FUND POLICY 2.21.801 SHORT TITLE This policy may be cited as the Sick Leave Fund Policy. 2.21.802 POLICY AND OBJECTIVES (1) It is the policy of Jefferson County to allow the sharing of accrued sick leave between employees and the pooling of sick leave, consistent with these rules. Shared and pooled sick leave may then be available to a qualifying employee who suffers an extensive illness or accident. (2) It is the objective of this policy to establish the structure of the sick leave fund, to establish eligibility requirements, and to establish procedures to administer the sick leave fund. (3) No regular payroll funds shall be attached to any hours of sick leave which are: (a) donated to the sick leave fund; (b) received as grants from the sick leave fund. 2,21.803 DEFINITIONS As used in this sub-chapter, the following definitions apply: CONTRIBUTION: Means the number of hours of accrued personal sick leave which an employee must donate to the sick leave fund to become or remain a participant in the fund. EXTENSIVE ILLNESS or ACCIDENT: means an illness, injury, disability, or quarantine which incapacitates the participating employee. MAXIMUM ALLOWABLE BENEFIT: means no more than 160 hours of sick leave in any continuous 12-month period received as grants from the sick leave fund. PARTICIPATING EMPLOYEE: Means an employee of the County of Jefferson, assigned to a position which has been designated as permanent full-time or part-time who has joined the sick leave fund by making the initial contribution of the number of hours. COUNTY EMPLOYEE PERSONNEL COMMITTEE: Means a committee of employees and elected officials which advises Jefferson County on the sick leave fund policies and other personnel matters. SICK LEAVE FUND: Means a pool established to accumulate and disburse voluntarily and irrevocably contributed accrued personal sick leave from County employees for the purpose of providing sick leave to participating employees. SICK LEAVE VOUCHER: means the form used to transmit sick leave credits , to the sick leave fund, or from the sick leave fund to a participating employee. 2.21.804 PROHIBITED USES OF SICK LEAVE FUND An employee shall not receive a grant from the sick leave fund: (a) if the employee is receiving or eligible to receive workers' compensation benefits; (b) while the employee is on long-term leave of absence without pay for a reason other than extensive illness or accident or during the one-year preference period following a reduction-in-work force. 2.21.810 STRUCTURE OF SICK LEAVE FUND The sick leave fund shall be administered by the County. There shall be only one sick leave fund. 2.21.811 ADMINISTRATION OF SICK LEAVE FUND (1) Sick leave credit shall be contributed to the sick leave fund using a sick leave voucher. The sick leave voucher and other forms necessary to administer the sick leave fund shall be prescribed by the County. (2) To request a grant of sick leave from the sick leave fund, the participating employee shall obtain a voucher from the Clerk & Recorder's Office. (3) The Clerk & Recorder's Office shall certify that: (a) The Department Head or designee has approved the receipt of sick leave; and (b) the supervisor has approved the leave of absence. (4) The Department Head shall transmit the voucher to the Clerk & Recorder's Office. The Clerk & Recorder shall certify that the requested sick leave credits are available from the sick leave fund and shall return the voucher to the Department Head. The Clerk & Recorder shall credit the sick leave credits to the employee's account. 2.21.812 MEMBERSHIP IN SICK LEAVE FUND (1) A full-time or part-time employee in a position - designated as permanent or part-time - of Jefferson County may become a participating employee in the sick leave fund. (2) To enroll in the sick leave fund, an employee must: (a) have completed the 90-day qualifying period to take sick leave, (b) contribute at least eight (8) hours of accrued sick leave to the sick leave fund. The initial contribution for part-time employees shall be prorated. (c) have a minimum balance of 40 hours of sick leave remaining in the employee's account following the contribution. The minimum balance for a part-time employee shall be prorated. (3) An employee may contribute a combined total of no more than 40 hours of sick leave in a 12-month period. The 12-month period is calculated from the first day the employee contributes to the fund. An employee may exceed the 40-hour limit in order to make an additional contribution requested by Jefferson County to maintain a minimum balance in the fund. At the time of termination, there is no limit on the amount of sick leave an employee may contribute to the fund. (4) An employee meeting the requirements in (2) (a-c) may enroll in the sick leave fund at any time. (5) All contributions to the sick leave fund shall be voluntary and irrevocable. Once a contribution is made it cannot be returned. (6) Participation in the fund constitutes the employee's agreement to abide by all rules related to the sick leave fund promulgated by Jefferson County. (7) An employee remains a member of the sick leave fund unless or until the employee: (a) fails to authorize an additional contribution; (b) terminates employment with Jefferson County, or (c) resigns in writing from the fund at any time. 2.21.813 CONTRIBUTIONS (1) The initial contribution required from a full-time employee to become a member of the sick leave fund shall be eight (8) hours of accrued personal sick leave. The contribution from a part-time employee shall be prorated. (2) To maintain a minimum balance in the sick leave fund, it may become necessary for Jefferson County to request additional contributions of eight (8) hours of sick leave from participating employees. The additional contribution for a part-time employee shall be prorated. (3) Participating employees shall authorize the additional contribution within 45 days, except as provided in paragraph (5). If an employee fails to authorize the additional contribution, the employee's membership in the sick leave fund shall be terminated. (4) A participating employee who is in the process of exhausting all sick leave as the result of an extensive illness or accident at the time a request for additional contributions is made shall not be required to make the contribution. An exception must be approved by the Department Head, or designee and submitted to the Clerk and Recorder within 45 days of the original request. 2.21.814 ELIGIBILITY TO RECEIVE GRANTS FROM THE SICK LEAVE FUND (1) A participating employee who meets the eligibility requirements of paragraph (6) of this rule may receive no more than a maximum of 160 hours of sick leave in any continuous 12-month period in grants from the sick leave fund. Leave approved for a part-time employee shall be prorated. The maximum allowable benefit in any 12-month period from either grants from the fund is 160 hours. (2) The 12-month period is calculated from the first day the employee takes sick leave which is a grant from the sick leave fund. (3) No employee is eligible to receive a grant of sick leave from the sick leave fund without the approval of the Department head or designee. (4) Participation in the sick leave fund or meeting the eligibility requirements of paragraph (6) of this rule does not guarantee that receipt of sick leave shall be approved in any specific case by the Department Head. (5) When approving leave of absence, a Committee may approve a combination of paid sick leave and leave of absence without pay in a work week, for example, 20 hours of paid sick leave and 20 hours of leave of absence without pay. (6) To be eligible to receive a grant from the sick leave fund, and employee must: (a) have met the 90-day qualifying period to take sick leave; (b) suffer an extensive illness or accident which results in absence from work; (c) exhaust all personally accrued sick leave, annual leave, all other accrued paid leave, and compensatory time. Participation in the fund constitutes an employee's agreement to exhaust all accrued annual vacation in order to become eligible to receive the additional sick leave; (d) exhaust all accrued leave and compensatory time; (e) receive approval from the supervisor; (f) receive approval from the Department Head or designee to receive a grant of sick leave; (9) provide to the committee a physician's certification of extensive illness or accident; (7) If an employee is incapacitated and unable to apply for leave of absence and or a grant from the sick leave fund, another person may do so for the employee. (8) participation in the sick leave fund does not prohibit the County from terminating an employee for continued incapacity to perform. (9) An employee may request a grant from the sick leave fund, to provide "necessary care of or attendance to an immediate family member... until other attendance can reasonably be obtained." The employee must meet all eligibility requirements of paragraph (6) of this rule. QUESTIONS REGARDING THE IMPLEMENTATION OF THIS POLICY SHOULD BE REFERRED TO YOUR DEPARTMENT HEAD. YOUR DEPARTMENT HEAD WILL CONTACT THE COMMISSION IF ADDITIONAL ASSISTANCE IS NEEDED IN INTERPRETATION OF THE POLICY. Personnel Liaison Committee u u Date VIVA °h 4, 1948 Steve Marquis, Chai Adopted this day of March , 1998. AT�T2EST: p ; /()lex• CLERK AND RECORDER NA I ' OBIE, CHAIR %.r LEONARD WORTMAN, COMMISSIONER set"- •xeit.win SAM SAMSON, COMMISSIONER