7.2 Documenting Sick Leave

Exactly as extracted, unformatted — for checking against the original. The readable version is easier to read.

Centreville Police Department
Title: Documenting Sick Leave Directive #: 7.2
Issued: 10.1.2016 Revised: 7.12.2018 / Rev. #2
Approved by: Kenneth N. Rhodes
Chief of Police
A. Purpose
To outline how to document and submit all paperwork associated with the use of sick leave.
B. Policy
The CPD will follow state and federal laws for requiring submission of sick leave documentation and retention of
those records.
C. Procedures
1. Employee Sick Leave/Family Sick Leave
a. For any absence that is more than three consecutive workdays for the illness of an employee or a
member of the employee’s immediate family, the employee shall complete and submit a ‘Medical
Practitioner’s Certification Report’ to the Chief upon his return to duty. Additionally, the employee
shall also submit the following acceptable medical documentation:
(1) A certificate from a health care provider stating the employee or the immediate family member
visited the office and the employee was unavailable for duty.
(2) All medical documentation submitted by an employee for any absence will be retained at the
employee’s workplace and maintained under strict confidence and secured under a configuration
which will prevent access by unauthorized individuals.
b. The Chief will review and approve the original certificate of illness and forward it to the Town Human
Resources Dept. and retain a copy in the employee’s local medical file.
c. For an absence of 30 or more calendar days due to the employee’s own illness or disability, the Chief
will contact the Department Physician to obtain clearance for the employee to return to restricted or
full duty.
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d. The Chief, in his sole discretion, may require a physician’s certificate for any period of absence due to
illness or injury.
2. Pregnancy
a. If an employee is sick because of her pregnancy and is unable to work, or her physician believes it
would be in her best interest to work in a restricted duty capacity, an original ‘Illness Report’ form
indicating the employee’s work status and estimated date of delivery will be submitted to the Chief.
b. The Chief will forward the original ‘Illness Report’ form to the Town Human Resources Dept.
c. Unless the employee’s work status changes, no further medical documentation is required until the
employee gives birth.
d. Upon the birth of the employee’s child, an ‘Illness Report’ form will be submitted to the Chief
indicating the date of birth.
e. The Chief will forward the original ’Illness Report’ form to the Town Human Resources Dept.
3. Births and Adoptions
a. An employee who is responsible for the care and nurturing of a child may use, without an ‘Illness
Report’ form, up to 30 days of accrued sick leave to care for the child during the period immediately
following either:
(1) the birth of the employee’s child; or
(2) the placement of the child with the employee for adoption.
b. If eligible, an employee requesting birth or adoption leave will be designated with Family Medical
Leave Act (FMLA) by the Town Human Resources Dept.
c. FMLA leave for the birth of the employee’s child or placement of a child with the employee for
adoption will not be granted on an intermittent basis.
d. The employee will immediately submit the required documentation, along with proof of birth or copy
of adoption document to the Chief, who will than forward the documentation to the Town Human
Resources Dept.
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4. Death in Employee’s Family/Bereavement Leave
a. Employees taking bereavement leave for a death in the family will report the time used on their Bi-
weekly Employee Time & Attendance Report Form. An explanation of the absence and the family
relationship will be noted in the “Remarks” section of the form.
b. Generally, no documentation is required if an employee takes bereavement leave for the death of a
family member unless the Chief has reason to believe the sick leave is questionable. If so,
documentation may be required.
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