Policy Text
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O. 251.01
1 OF 3
251.01
SICK/SPECIAL/PARENTAL/BEREAVEMENT LEAVE
11-13-08
PURPOSE
To establish procedures for reporting use of Sick or Special Leave when employees cannot report for
duty because of sickness, injury, death in the immediate family, or any emergency situation.
POLICYTo grant time off for illness, injury, parental leave, bereavement leave, or emergencies that render
employees unable to perform their regular duties.
PROCEDURE
A. Sick and Special Leave procedures provided in this order are based on the Civil Service Board
Rules.
B. REPORTING ABSENCES
1. Employees who are too ill or injured to report for duty, or when an emergency exists,
shall, unless hospitalized, not ify their immediate supervisor.
2. Employees who are hospitaliz ed shall, if possible, have someone make the notification.
3. Employees shall make such notification at the earliest practical or possible moment, and
whenever possible, at least two (2) hours before the start of their scheduled shift.
a. If the employee's f unctional unit is staffed during t he preceding shift, notification
shall be made as soon as possible during th at preceding shift. Employees of the
preceding shift shall alert the concerned supervisor, or higher authority, in a
manner practical to the situation.
b. If the employee's functi onal unit is not staffed dur ing the preceding shift,
notification shall be as soon as possible.
c. Notification for future use of leave, e.g. for scheduled surgery, shall be made as
soon as dates are known.
4. On-duty employees who become too ill to complete their assigned shift, or who learn of
an emergency, shall immediately notify their supervisor or higher authority.
a. If such contact cannot be made, notif ication shall be to the Communications
Division, Service Desk.
b. Dispatchers receiving such notifications shall record them in the CAD system
(Sick Mask) and send them to the te rminal of the employee's supervisor.
c. The section/watch commander shall determine whether another employee must
be called in to replace the employee.
5. Supervisors shall ensure a Report of Illness/Injury (SPD 196) is completed for absences
and superiors are properly notified.
6. Special Requirements - Office of Operations (uniform assignments)
a. Officers and CSO's who are too ill or injured to report for duty, or when an
emergency exists, shall notify their i mmediate supervisor by calling the
Communications Division, Serv ice Desk, at least two (2) hours before the start of
their shift.
b. Dispatchers receiving such notifications shall record them in the CAD system
(Sick Mask), and send them to the termi nal of the concerned watch commander.
7. The CAD system Sick Mask shall record the same information as the SPD 196 and the
Sick Mask shall serve as the SPD 196.
C. SICK LEAVE WHILE ON VACATION
Sick leave in lieu of scheduled vacation is aut horized only if employees are confined to a
hospital, or bedridden on a physician's written order s, and unable to continue vacation activity.
1. On return to work, employees shall submit a medical certificate from their physician
verifying the dates, location, and reason fo r the hospitalization or being bedridden to
their immediate supervisor.
SACRAMENTO POLICE DEPARTMENT
GENERAL ORDERS
G.O. 251.01
2 OF 32. The immediate supervisor shall submit the ce rtificate with a Time Sheet Correction form,
documenting the time us ed as sick leave, in stead of vacation, through channels to City
Payroll.
D. EXTENDED ABSENCE FROM DUTY
1. Employees shall call in each day they w ill be absent as outlined in Section B above.
2. When the absence is 40 hours or less:
a. the employee's return may be appr oved by the immediate supervisor.
b. a Duty Status Report (SPD 165), comple ted by the employee's physician, may be
required by the supervisor.
c. if there is a question as to fitness for duty, the employee may also be required to
be examined by the City Physician. The Personnel Services Di vision (PSD) shall
coordinate the appointment.
3. When the absence exceeds 40 hours, but is less than 160 hours, an SPD 165 may be
required and the PSD may refer the employee to the City Physician.
4. Employees off work for more than 40 hours may be required to submit an SPD 165 after
each visit to the treating physician, or every 160 hours, whichever comes first.
5. For absences of 160 hours or more, an SP D 165 must be completed by the treating
physician. Employees s hall be referred to a City Physician by the PSD.
E. OFF-DUTY INJURY OR I LLNESS REQUIRING AN OFFI CIAL LEAVE OF ABSENCE
1. Employees shall take an official leave of absence or be placed in Absent Without Pay
status if they are absent due to an off-dut y illness or injury and do not have enough sick
leave or elect not to use accumulated sick leave to cover the absence and are unable to
return to available modified duty.
2. Employees whose illness or injury is directly traceable to employment other than the City
of Sacramento shall not use sick leave, and if unable to return to available modified duty,
shall take an official leave of