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Philadelphia Civil Service Regulations

Table Of Contents
. . .
  1. Purpose

  2. Definitions

  3. Preparation, Adoption and Revision of Regulations

  4. Exemptions from Civil Service

  5. Classification Plan

  6. Pay Plan

  7. General Requirements for Applicants

  8. Applications

  9. Examinations

  10. Eligible Lists

  11. Requisitions, Certification and Appointment

  12. Limited-Term Appointments

  13. Assignments and Transfers

  14. Probationary Period

  15. Resignation, Reinstatement, Restoration and Retirement

  16. Layoffs

  17. Dismissals, Demotions, Suspensions and Appeals

  18. Hours of Work

  19. Holidays

  20. Vacation Leave

  21. Sick Leave:
    21.01, 21.08+

  22. Leaves of Absence

  23. Performance Reports

  24. Working Conditions

  25. Records and Reports

  26. Training of Employees

  27. Safety, Health, Welfare and Recreation

  28. Labor Relations

  29. Political Activity

  30. Residence Requirement

  31. Interim Regulations

  32. Injury and Disability

  33. Miscellaneous Regulations



Alphabetical Index
. . .


A B C D E F G H I J K L M N O P Q R S T U V W X Y Z


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21. SICK LEAVE

(21.01 to 21.07999)


21.01 - DEFINITIONS.

  • 21.011 - AUTHORIZED SICK LEAVE - includes, with the approval of the appointing authority, the absence from duty with pay of an employee because of his illness or non-service-connected injury, his appointments with doctors or other recognized practitioners in the treatment of such illness or injury to the extent of time required to complete such appointments, or his exposure to contagious disease.

    • 21.0111 - Family Sick Leave for Employees in Classes Represented by District Council #47 and Non-Represented Employees in the Executive and Professional Category.
      Employees in classes represented by District Council #47 and Non-Represented employees in the Executive and Professional category shall be permitted to use up to five days of accrued sick leave each calendar year for the care of dependent relatives who live in the employee's home and who are sick or disabled.
  • 21.012 - CONTINUOUS SERVICE - All paid City service, between date of appointment and date of separation, shall constitute continuous service when computing sick leave earned. Periods not exceeding fifteen (15) consecutive working days during which an employee is in an unpaid status for the following reasons shall also be included in computing length of continuous service.

    1. Separation or lay off from the City service immediately prior to reinstatement or reappointment;
    2. Leave of absence without pay; or
    3. Suspension without pay.

    Exceptions: An approved leave of absence without pay, suspension without pay, layoff, or separation based on a service connected disability or a non-service connected disability, for a period exceeding fifteen (15) consecutive working days is not to be included in computing length of continuous service. Service immediately following such a break in continuous service shall be considered a continuation of the service immediately preceding it when computing sick leave earned.
  • 21.013 - MONTH OF SERVICE OR EMPLOYMENT - means employment in pay status for the majority of days in a calendar month.

21.02 - ELIGIBILITY FOR SICK LEAVE.

  • 21.021 - FULL-TIME EMPLOYEES.
    Each full-time employee in the Civil Service shall be entitled to earn and accrue sick leave with pay. (Refer to Section 6.151)
  • 21.022 - PART-TIME EMPLOYEES.
    Part-time employees who are regularly employed and whose normal work week averages or exceeds twenty (20) hours shall earn sick leave in proportion to their actual time worked, consistent with Section 21.03 of this Regulation. Part-time employees whose normal work week is less than twenty (20) hours shall not be entitled to earn sick leave. (Refer to Section 6.714)
  • 21.023 - REQUISITE EMPLOYMENT PERIOD FOR SICK LEAVE.
    Sick leave shall be earned from the commencement of employment but may not be used or paid until an employee shall have completed three (3) months of continuous service.
  • 21.024 - TEMPORARY, SEASONAL AND EMERGENCY EMPLOYEES.
    (Refer to Sections 6.1714 and 6.151)

21.03 - ALLOWANCE.

  • 21.031 - WORK WEEK SCHEDULES.

    • 21.0311 - Five-Day Work Week Employees.
      Sick leave shall be earned by each permanent full-time five-day week employee at the rate of one and two-thirds (1_2/3) working days for each calendar month of service, the total of which shall not exceed twenty (20) days in any twelve (12) months; provided, however, that employees hired or rehired on or after October 1, 1992 in classes represented by District Council 33 or District Council 47 or employees in non-represented classes shall earn sick leave at the rate of one and one-quarter (1_1/4) sick days for each calendar month of service, the total of which shall not exceed fifteen (15) days in any twelve (12) months. Provided further, that employees hired or rehired after March 30, 1993, in uniformed or investigatory classes in the Police Department or District Attorney's Office shall earn sick leave at the rate of one and one-quarter (1_1/4) sick days for each calendar month of service, the total of which shall not exceed fifteen (15) days in any twelve (12) months, and provided further, that employees in the Deputy Sheriff series hired after July 3, 1997 shall earn sick leave at the rate of one and one-quarter (1_1/4) days for each calendar month of service, the total of which shall not exceed fifteen (15) days in any twelve (12) months.
    • 21.0312 - Five and One-Quarter Day Work Week Employees.
      Sick leave shall be earned by each permanent full-time five and one-quarter day week employee, at the rate of one and three-quarters (1_3/4) working days for each calendar month of service, the total of which shall not exceed twenty-one (21) days in any twelve (12) months; provided, however, that employees hired or rehired on or after November 21, 1993 shall earn sick leave at the rate of one and five-sixteenths (1_5/16) sick days or ten and one half hours (10_1/2) for each calendar month of service, the total of which shall not exceed sixteen (16) days or one hundred and twenty-six (126) hours in any twelve (12) months.
    • 21.0313 - Five-day work week employees in classes of positions represented by District Council #47 and in non-represented classes in the Executive and Professional category, hired after June 30, 1986, shall earn sick leave at a rate of one and one-fourth (1_1/4) days per month during their first three (3) years of service. At the end of three years of service such employees shall earn sick leave in accordance with Regulation 21.0311.
    • 21.0314 - Five and one quarter (5_1/4) day work week employees hired after December 31, 1986, shall earn sick leave at a rate of one and one-fourth (1_1/4) days per month during their first three (3) years of service. At the end of three years of service such employees shall earn sick leave in accordance with Regulation 21.0312.
  • 21.032 - DUAL AND RELIEF CLASSIFICATIONS.
    An employee working in two or more classes of employment shall have time worked in the two or more classes combined for the purpose of computing credits for sick leave.
  • 21.033 - SICK LEAVE EARNED DURING LEAVES WITH PAY.
    Sick leave shall continue to accrue during leaves of absence with pay and during the time an employee is on authorized sick and vacation leave.

    • 21.0331 - Disability.
      Sick leave shall continue to accrue during any time lost from work as a result of a service-connected disability, except as otherwise provided by provisions of Regulation 32.
  • 21.034 - TRANSFERS, PROMOTIONS AND DEMOTIONS.
    An employee who moves from one position to another in the City service, by transfer, promotion, or demotion, shall be credited in his new position with his unused sick leave accrued in his prior position.
  • 21.035 - COMBINATION OF PERMANENT AND OTHER TYPES OF APPOINTMENT.
    Time worked under emergency, temporary or seasonal appointment, when followed immediately by permanent or provisional appointment may, upon the recommendation of the appointing authority and approval of the Director, be included in computing length of continuous service.
  • 21.036 - OVERTIME OR COMPENSATORY TIME.
    No credit for sick leave shall be granted for time worked by an employee in excess of his normal work week.
  • 21.037 - LEAVE NOT EARNED BY EMPLOYEES IN NON-PAY STATUS.
    Sick leave shall not be earned by an employee during a leave of absence without pay, a suspension without pay, or when the employee is otherwise not in pay status, should such period without pay exceed the majority of days in a month or fifteen (15) consecutive calendar days. Consecutive, non-pay status days covering portions of two months, where the time lost in each month is less than fifteen (15) consecutive calendar days, shall be added together for purposes of this Section and where such total is fifteen (15) consecutive calendar days or more the total shall serve to bar the earning of sick leave in either of the two (2) months but not in both.
  • 21.038 - SICK LEAVE EARNED BY REGULATION 32 EMPLOYEE DURING EMPLOYMENT IN SECONDARY POSITION.
    An employee entitled to Regulation 32 benefits shall earn and accumulate sick leave during employment in a secondary position on the same basis as he did in his uniformed or non-uniformed primary position(s) of employment prior to the date he was determined to be permanently disabled. (Refer to Section 21.031)

21.04 - ACCUMULATION.
Employees with continuous service may accumulate unused sick leave up to a maximum of two hundred (200) working days, except for the following employees:

  1. Uniformed and investigatory personnel in the Police Department or District Attorney's Office may accumulate sick leave up to a maximum of two hundred and twenty-five (225) working days.

    Uniformed and investigatory employees in the Police Department and District Attorney's Office may accumulate sick leave in excess of the 225 days limit in accordance with the following utilization schedule:

    1. During the calendar year in which the employee accumulates 225 days and during the first year of the program additional unused accumulated time shall be accrued without restriction.
    2. If an employee is absent for 0 to 4 days of sick leave during a calendar year, all earned but unused sick leave shall be accumulated.
    3. If an employee is absent for more than 4 but less than 8 days of sick leave during a calendar year 50% of the unused sick leave shall be accumulated.
    4. If an employee is absent more than 8 days of sick leave during a calendar year, no unused sick leave shall be accumulated.
    5. Sick leave which is converted to vacation shall not affect eligibility to accumulate sick leave above 225 days. Such converted sick leave shall continue to be deducted from an employee's sick leave accumulation.
  2. Uniformed personnel of the Fire Department may accumulate sick leave up to maximum of two hundred thirty-six and a quarter (236_1/4) working days (1890 hours) without other restrictions.

    Such employees may accumulate sick leave in excess of the 1890 hour limit in accordance with the following utilization schedule. For purposes of this schedule an incident of sick leave usage shall be defined as an absence for a non-service connected injury or illness for a whole or partial work shift, regardless of the length of that work shift (8.5 hours, 10 hours or 14 hours):

    1. During the calendar year in which the employee accumulates 1890 hours, additional unused accumulated time shall be accrued without restriction.
    2. If an employee is absent for 0 to 4 incidents of sick leave as described above during the calendar year, 100% of the unused sick leave shall be accumulated.
    3. If an employee is absent for 4 to 8 incidents of sick leave as described above during the calendar year, 50% of the unused sick leave shall be accumulated.
    4. If an employee is absent for more than 8 incidents of sick leave as described above during the calendar year, no unused sick leave shall be accumulated.
    5. Sick leave which is converted to vacation leave shall not affect eligibility to accumulate sick leave above 1890 hours. Such converted sick leave shall continue to be deducted from an employee's sick leave accumulation.
  3. Employees in the classes in the Deputy Sheriff Pay Plan may accumulate sick leave up to a maximum of two hundred and twenty-five (225) working days.
  4. Employees in classes in the Correctional Pay Plan may accumulate sick leave up to a maximum of two hundred and twenty-five (225) working days.

21.05 - ADVANCE CREDIT NOT PERMITTED.
Sick leave shall not be allowed in advance of being earned. If an employee has insufficient sick leave credits to cover a period of absence, no allowance for sick leave shall be granted in advance or in anticipation of future sick leave credits. In such cases, payroll deduction for the time lost shall be made for the period during which absence occurred, provided however, that earned vacation leave may be used for this purpose if the employee so elects.

21.06 - PROCESSING SICK LEAVE REQUESTS.
Requests for sick leave shall be made to the appropriate appointing authority or representative designated by him. The employee shall have the responsibility of notifying his department promptly of any illness or disability. Proof of illness or disability may be required at any time by the appointing authority or representative designated by him. Use of sick leave based on false claims of illness, injury or exposure to contagious disease or falsification of proof to justify such sick leave shall be cause for dismissal.

21.07 - AUTHORIZATION FOR SICK LEAVE.
Sick leave is to be granted to an employee in accordance with this Regulation only when the appointing authority or his designated representative considers that the provisions of this Regulation have been complied with.

  • 21.071 - APPEAL.
    An employee may appeal to the Personnel Director from the failure or refusal of the appointing authority or his designated representative to grant a request for sick leave on the grounds that such failure or refusal constituted an abuse of discretion or incorrect application of the provisions of this Regulation.


CONTINUE TO REGULATION 21.08
Philadelphia Civil Service Regulations
Transmittal no.278 (Jan-22-2001)