Policy Text
Page 1 of 14 15/02 (Rev 05/12)
Time Off – Non-medical
The purpose of this General Order i s to provide policies and re quirements concerning
the use of various types of non- medical time off from work.
I. Requesting Time Off
A. Unless otherwise specified in this General Order, employees should
request time off, regardless of type , as far in advance as poss ible by
completing an absence request form and submitting to his/her su pervisor.
B. Employees must have leave bal ances available in order to tak e vacation,
compensating time off (C.T.O.), h oliday in lieu, P.T.O., Paid A dministrative
Leave, or other time off p rovided by Labor Agreement.
C. Employees must submit a signed, approved absence request for m and
any other pertinent documentat ion with their timesheet.
II. Use of Discretionary Time Off
A. Division Commanders or desi gnees shall determine when discre tionary
time off, C.T.O., H .I.L., M.T.O., Paid Ad ministrative Leave, P. T.O.,
Sick Leave/Wellness Incentive Pr ogram, Vacation, Voluntary Unpa id Time
Off/Leave of Absence, and Volunteer Poll Worker, may be used by each
employee consistent with the operational req uirements of the De partment.
III. Types of Time Off
A. The table below identifies t he types of time off and where y ou can read
about them in this Order.
Type Page(s)
Administrative Leave 2
Administrative Day Off 2
Compensating Time Off 2
Family Death Leave 3
Family and Medical Leave Act
(FMLA) – Military Exigency Leave 3
Holidays 4
Page 2 of 14 15/02 (Rev 05/12) Jury Duty 4
Leave of Absence – Personal 4
Management Time Off (MTO)
(LEMA, SCMA, & Unrepresented
Management) 5
Meetings and Seminars 5
Military Leave 6
Military Leave (Unpaid) 7
Paid Administrative Leave
(AFSCME) 7
Parental Leave 7
Promotional Ex aminations 8
P.T.O. (SCDSA) 8
Sick Leave/Wellness Incentive
Program 9
Union Time 9
Vacation Leave; Vacation Bids 10
Voluntary Unpaid Time Off/Leave of
Absence 13
Volunteer Poll Worke r 13
IV. Administrative Leave
A. This leave is used when an employee is placed off work with full pay and
benefits. Authority for granting Administrative Leave rests wi th the Sheriff
or, Undersheriff.
V. Administrative Day Off
A. This type of leave is used w hen an employee cannot work the next
scheduled shift due to the limitat ions on the number of hours t hat can be
worked in a 24-hour period. The authority for granting this le ave is limited
to Division Comm anders and above.
VI. Compensating Time Off
A. Definition: Compensating Time Off (C.T.O .) is hours earned when an
employee works more than his/ her regular scheduled work hours
(overtime), in lieu of cash pay ment for the excess hours. Gene rally,
C.T.O. is earned at the 1-1/2 time rate; however, some job clas ses are
limited to C.T.O. straight time with no overtime cash payment o ption.
B. Use: C.T.O. may be used by an employee to take time off ins tead of
using vacation hours or holiday -in-lieu hours. The process for requesting
time off using C.T.O. is the sa me as for any other leave balanc e.
Page 3 of 14 15/02 (Rev 05/12) C. Payoff: Generally, C.T.O. no t used within one year from the date it was
earned will be paid off at the empl oyee’s current hourly rate a nd will be
included in the regular paycheck . Some job classes do not have a payoff
provision and any unused C.T.O . will drop off after one year. Upon
entering a LEMA-repres ented job class, emplo yees with a C.T.O. balance
may be permitted to use C.T.O. dur ing the first year; at the en d of the first
year, any remaining C.T.O. will be paid off.
VII. Family Death Leave
A. Policy: The Department shall au thorize family death leave w ith pay for a
regular employee, when needed, due to the death of his/her:
1. parent 2. spouse 3. registered domestic partner 4. child 5. child of registered partner 6. grandchild 7. grandparent 8. brother 9. brother-in-law 10. brother of register ed domestic partner
11. sister 12. sister-in-law 13. sister of register ed domestic partner
14. mother-in-law
15. father-in-law 16. mother or father of r egistered domestic partner
17. child or close relative who resided with the employee at th e time of
death.
B. Length of time: Family Death Leave shall be limited to time which is
definitely required. The maximu m time off is 40 hours for any one death;
time off will be prorated for