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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

(continued, 21.08 to 21.99999)


21.08 - CHARGES AGAINST SICK LEAVE ACCUMULATION.
There shall be charged against accrued sick leave only time lost on those days for which an employee normally would have received pay and on which normally he would have been required to work for pay, provided however, that:

  • 21.081 - EMPLOYEES IN CLASSES REPRESENTED BY DISTRICT COUNCIL #33 OR DISTRICT COUNCIL #47 OR IN UNIFORMED AND INVESTIGATORY CLASSES IN THE POLICE DEPARTMENT OR DISTRICT ATTORNEY'S OFFICE OR EMPLOYEES IN THE DEPUTY SHERIFF SERIES OF CLASSES.
    If during any twelve (12) month period, an employee in the District Council #33 bargaining unit, in the District Council #47 bargaining unit, or in a Non Represented Class, or in uniformed or investigatory classes in the Police Department or District Attorney's Office or an employee in the Deputy Sheriff series of classes is on the "Excessive Use of Sick Leave List", said employee shall for the next four (4) occasions of sick leave or twelve (12) months, whichever is shorter, not be paid for the first day of sick leave in each occasion.
  • 21.082 - EMPLOYEES WITH JOB CLASSIFICATIONS NOT REPRESENTED BY DISTRICT COUNCIL #33 OR DISTRICT COUNCIL #47, OR NOT IN THE NON REPRESENTED CATEGORY OR NOT IN THE DEPUTY SHERIFF SERIES OF CLASSES.
    Employees who are not represented by District Council #33 or District Council #47 or who are not in Non Represented classes or who are not in the Deputy Sheriff series of classes, and who use two (2) hours or less of sick time in a half-day shall not have any charges made against their accrued sick leave providing that the appointing authority certifies that the absence from work is due to illness or disability. Employees in the aforementioned categories using more than two (2) hours of sick time shall be charged with sick leave to the nearest sixteenth of a day.
  • 21.083 - SERVICE-CONNECTED INJURY OR DISABILITY.
    Time lost from work as a result of a service-connected disability shall not be charged to sick leave, except as otherwise provided by provisions of Regulation 32.
  • 21.084 - ILLNESS OR INJURY DURING VACATION LEAVE.
    If an employee is ill or injured at a time when he is on approved vacation leave, the period of such illness or injury may, at the discretion of the appointing authority, be charged to the employee's accumulated sick leave.
  • 21.085 - SICK LEAVE CONVERSION TO VACATION LEAVE.
    Each full-time non-uniformed employee, except a non-represented employee in the Executive and Professional category, and each full-time employee in a class in the Deputy Sheriff Pay Plan may convert two (2) accumulated sick days to (1) vacation day provided the employee maintains a balance of at least eighty (80) accumulated sick days. Such conversion shall be permitted up to a maximum of ten (10) vacation days each calendar year and must be converted as full vacation days. Employees shall inform the Departmental, Board or Commission Personnel Office or authorized representative, in writing, of the conversion of earned but unused sick days during the period of time from January 1 to March 31 of each year. Conversion of sick leave to vacation may only be accomplished during the above-stated period of time. The scheduling of such vacation days shall be in accordance with the provisions of Regulation 20 - Vacation Leave.
  • 21.086 - SICK LEAVE CONVERSION TO VACATION LEAVE.
    Each full-time employee in a uniformed class in the Fire Department may convert accumulated sick leave to vacation leave provided the employee maintains a balance of at least six hundred and forty (640) hours of accumulated sick leave. Such conversion shall be permitted up to a maximum of forty-eight (48) vacation hours each calendar year and must be converted in accordance with the following schedule.

    SICK LEAVE TO VACATION LEAVE
    96 hours   48 hours
    72 hours   36 hours
    48 hours   24 hours

    Employees shall inform the Departmental Personnel Office or authorized representative, in writing, of the conversion of earned but unused sick days during the period of time from December 15th to January 15th of each year. Conversion of sick leave to vacation may only be accomplished during the above-stated period of time. The scheduling of such vacation leave shall be in accordance with the provisions of Regulation 20 - Vacation Leave.
  • 21.087 - SICK LEAVE CONVERSION TO VACATION LEAVE.
    Each full-time employee in a uniformed or investigatory class in the Police Department or District Attorney's Office may convert two (2) accumulated sick days to one (1) vacation day provided the employee maintains a balance of at least eighty (80) accumulated sick days. Such conversion shall be permitted up to a maximum of five (5) vacation days each calendar year and must be converted as full vacation days. Employees shall inform the Departmental Personnel Office or authorized representative, in writing, of the conversion of earned but unused sick days during the period of time from December 15th to January 15th of each fiscal year. Conversion of sick leave to vacation may only be accomplished during the above-stated period of time. The scheduling of such vacation days shall be in accordance with the provisions of Regulation 20 - Vacation Leave.
  • 21.088 - EXCHANGE OF SICK LEAVE FOR LONG-TERM DISABILITY COVERAGE.
    Initially for the eighteen-month period beginning July 1, 1986, and subsequently once a calendar year each full-time non-represented employee in the Executive and Professional category may exchange sick leave days for coverage under long-term disability plan at a ratio of one (1) day of accumulated sick leave for one (1) week of benefits payments under the long-term disability plan to qualified disabled employees in accordance with the provisions of the City's Flexible Benefits Plan and the long-term disability plan.

21.09 - EFFECT OF SEPARATIONS OF MORE THAN FIFTEEN (15) WORKING DAYS.
If a person has been separated from City service for reasons other than layoff for more than fifteen (15) consecutive working days, he shall upon re-employment earn sick leave as a new employee under the provisions of Subsection 21.023 of this Regulation.

21.10 - CREDIT FOR UNUSED SICK LEAVE ON RE-EMPLOYMENT FOLLOWING LAYOFF.
An employee who is re-employed from a layoff eligible list shall be credited on the date of re-employment with the earned but unused sick leave to his credit as of the date of his separation by layoff.

21.11 - REPORTS.
Sick leave shall be certified by the appointing authority upon forms prescribed by the Personnel Director and Director of Finance. The appointing authority shall maintain complete and accurate leave records. Records of sick leave accumulated and taken shall be available to the employee or his representative.

21.12 - POSITIONS EXCLUDED FROM SICK LEAVE BENEFITS.
(Refer to Section 6.1714)

21.13 - SICK LEAVE FOR SCHOOL CROSSING GUARDS.
Sick leave shall be earned by each School Crossing Guard hired prior to October 1, 1992 at the rate of one (1) working day for each of the ten (10) months during which the schools are in operation to accrue up to a maximum of ten (10) days of sick leave per year. Sick leave shall be earned by each School Crossing Guard hired on or after October 1, 1992 at the rate of two-thirds (2/3) working day for each of the ten (10) months during which the schools are in operation to accrue up to a maximum of eight (8) days of sick leave per year. Compensation for such leave shall be on the basis of the regular daily rate of pay when taken. Further provisions regarding sick leave for School Crossing Guards are governed by related sections of Regulation 21.

21.14 - PAYMENT FOR UNUSED ACCUMULATED SICK LEAVE UPON RETIREMENT.
An employee who terminates his/her employment to immediately become pensioned under one of the City's pension plans, shall, as of the date of termination, receive payment at his/her then current regular rate of pay for unused sick leave as follows:

  • 21.141 - NON-UNIFORMED CLASSES.
    A non-uniformed employee who terminates his/her employment to immediately become pensioned under one of the City's pension plans, shall, as of the date of termination, receive payment at his/her then current regular rate of pay for thirty (30) percent of the number of days of accumulated sick leave. The maximum number of accumulated sick leave days is not to exceed two hundred (200) days.
  • 21.142 - POLICE AND PROSECUTION DETECTIVE CLASSES OF THE POLICE DEPARTMENT AND THE DISTRICT ATTORNEY'S OFFICE.
    A uniformed or investigatory employee of the Police and Prosecution Detective classes of the Police Department and the District Attorney's Office at the time of retirement or if he/she dies while on active duty, his/her beneficiary(s) shall be paid:

    1. For employees with accumulation of 225 days or less, the payment shall be an amount equal to fifty percent (50%) of the accumulated days not to exceed a maximum of sixty-two and one half (62_1/2) days of compensation.
    2. For employees who have accumulated more than 225 days of sick leave the payment shall be 33_1/3% of accumulated sick leave.
  • In lieu of a cash payment at retirement, a uniformed or investigatory employee of the Police and Prosecution Detective classes of the Police Department and the District Attorney's Office may elect to use all or part of his or her accumulated sick leave to purchase an extension of the five (5) year period of retiree health coverage provided under Regulation 27.0117. For the purposes of purchasing such extended coverage, one hundred and twenty (120) hours of accumulated sick leave shall purchase six (6) months of extended coverage. All such purchases shall be made by exchange of blocks of one hundred and twenty (120) hours.

  • 21.143 - FIRE CLASSES.
    A uniformed employee of the Fire Department shall at the time of retirement receive payment for accumulated sick leave according to the following schedule:

    1. For accumulated hours up to 1890 hours the employee shall receive forty percent (40%) of such time plus twenty (20) hours.
    2. For accumulated hours in excess of 1890 hours the employee shall receive thirty percent (30%) of such time.

    These payments shall be made within thirty (30) days of retirement. Should an employee die while on active duty the beneficiary(s) shall receive such payment.
  • 21.144 - SCHOOL CROSSING GUARDS.
    A School Crossing guard who terminates her employment to immediately become pensioned under one of the City's pension plans, shall, as of the date of termination, receive payment at her then current regular rate of pay for thirty (30) percent of the number of days of accumulated sick leave, provided however, that in the event of the death of the employee prior to separation or retirement from the City service, such payment shall be paid to the designated beneficiary. The maximum number of accumulated sick leave days is not to exceed two hundred (200) days.
  • 21.145 - REGULATION 32 EMPLOYEES.
    Regulation 32 employees who were employed in secondary positions shall receive payment for their accrued balance of unused sick leave at the time of retirement from both their uniformed or non-uniformed primary position(s) of employment prior to permanent disability and secondary Regulation 32 employment(s) in accordance with the provisions for sick leave payment for their primary employment.
  • 21.146 - DEPUTY SHERIFF CLASSES.
    An employee in a class in the Deputy Sheriff Pay Plan who terminates employment to immediately become pensioned under one of the City's pension plans shall as of the date of termination receive payment at the employee's current rate of pay for fifty (50) percent of the number of days of accumulated sick days to a maximum of sixty-two and one-half (62_1/2) days. The beneficiary(ies) of an employee in the Deputy Sheriff Pay Plan who dies while an active employee shall receive pay at the current rate of pay for twenty-five percent (25%) of the number of days accumulated sick leave to a maximum of fifty-six and one quarter (56_1/4) days. The maximum number of days which may be accumulated is not to exceed two hundred twenty-five (225) days.

21.15 - UTILIZATION OF SICK LEAVE FOR MATERNITY-RELATED ABSENCES.
An employee who is incapacitated as a result of pregnancy will be permitted to use sick leave as indicated below.

  1. An employee who, during the term of pregnancy, is incapacitated in any way as a result of the pregnancy will be considered eligible for sick leave in the same manner as any other incapacitating illness or injury.
  2. In the period prior to delivery, sick leave may be used, with the approval of the appointing authority, upon the written recommendation of the employee's doctor that the employee can no longer work.
  3. Without other justification, sick leave may be used from the time of delivery forward for four calendar weeks.
  4. Additional sick leave may be utilized beyond the four-week post-partum period when:
    1. Certified by employee's physician, and
    2. Recommended by appointing authority, and
    3. Approved by Director.

Use of sick leave shall be limited to that accrued in accordance with Civil Service Regulation 21.

The provisions of this Regulation shall be retroactive to March 19, 1975.

21.16 - SICK LEAVE EARNED DURING LEAVE OF ABSENCE IN EXEMPT POSITIONS.
Employees appointed to exempt positions while on leave of absence from a Civil Service position shall, upon reinstatement to Civil Service, be credited with all accumulated sick leave which has been earned but unused up to the maximum allowed in these Regulations.

21.17 - COMPENSATION FOR SICK LEAVE.
Except as otherwise provided in these Regulations, employees hired after June 30, 1986, into a class of positions represented by District Council #47 or a non-represented class in the Executive and Professional category shall receive compensation for approved accumulated sick leave used at the rate of 75% of their current pay rate for all uncertified sick days used during a calendar year after having received notice that five uncertified days have been used in that year. Such 75% compensation for uncertified days shall cease when an employee is placed on the excessive use of sick leave list.

21.18 - SICK LEAVE REDUCTION INCENTIVE PROGRAM

  • 21.181 - Each full-time permanent employee enrolled in the City's Flexible Benefits Plan (see Section 27.013) shall be eligible each plan year to earn additional Flexible Benefits credits based on sick leave usage during the calendar year prior to the Flexible Benefits enrollment period, provided that the employee's accumulated sick leave balance at the end of that calendar year was at least twenty (20) days. Such credits shall be granted for each pay period in the calendar year following the Flexible Benefits enrollment period that the employee is in active payroll status, according to the following schedule:

    Chargeable Sick Leave Used in Calendar Year Flex Credits Per Maximum Pay Period Flex Credits Per Year
    Less than 1 full day 10 260
    1, but less than 2 full days 8 208
    2, but less than 3 full days 6 156
    3, but less than 4 full days 4 104
    4, but less than 5 full days 2 52
  • 21.182 - Each full-time permanent employee enrolled in the City's Flexible Benefits Plan (see Section 27.013) who had one hundred fifty (150) or more days of accumulated sick leave on the first and last days of the calendar year prior to the Flexible Benefits enrollment period, and who used no more than forty-eight (48) hours of chargeable sick leave during that calendar year shall have the option of either earning an additional two hundred sixty (260) Flexible Benefits credits, or converting up to ten (10) days of sick leave to Annual Administrative Leave on a two-for-one basis, with such leave to be used during the first six (6) months of the calendar year following the Flexible Benefits enrollment period. Eligible employees shall make such election during the Flexible Benefits enrollment period following the end of the calendar year.


END OF REGULATION 21.
Philadelphia Civil Service Regulations
Transmittal no.279 (Apr-10-2001)