1005 Absence From Work (ADMINISTRATION)

Question 1

Who acts as a liaison and coordinating with Human Resources staff, TFD staff, and employees regarding all Workers’ Compensation issues, off–the–job injury and illness sick leave, PTO, PTU, FMLA, other attendance related issues and the Tacoma Firefighters Disability and Pension Board (Pension Board).

Answer 1

The Assigned Administrative Chief

Question 2

All Battalion Chiefs shall be responsible for?

Answer 2

Ensuring the accuracy and efficiency of the TFD sick line (KISS line)
reporting system.

Contacting employees who are sick or injured more than two consecutive shifts to determine status and expected return to work date.

Question 3

Who maintains document 1005

Absence From Work

Answer 3

The Assigned Administrative Chief

Deputy Chief, Administration Bureau

Question 4

The TFD timekeeper shall be responsible for?

Answer 4

1. Identifying absences in excess of four working days or two 24-hour shifts.
2. Reporting those absences to the Deputy Chief of Administration and City Risk Management personnel.

Question 5

Define Bureau Chief?

Answer 5

Deputy Chief charged with oversight of one of TFD’s Bureaus.

Question 6

Absence from work is what policy number

Answer 6

1005

Question 7

Define Chief Officer?

Answer 7

Uniformed personnel holding the rank of Battalion Chief, Medical Services Officer, FCC Manager, Assistant Chief, Deputy Chief, or Fire Chief.

Question 8

Define FMLA?

Answer 8

Family Medical Leave Act.

Question 9

Define “LEOFF I members with prior rights”?

Answer 9

individuals employed under the old 41.18 pension act and actively employed on March 1, 1970, when LEOFF I came into existence.

Question 10

Define “LEOFF I members with no prior rights”

Answer 10

individuals hired after March 1, 1970 and prior to October 1, 1977.

Question 11

Define “LEOFF II members”

Answer 11

individuals hired on or after October 1, 1977.

Question 12

Define “MFR”?

Answer 12

Medical Fitness Report.

Question 13

Define “PTU”?

Answer 13

Personal time off—Unplanned.

Question 14

What are Unacceptable patterns of absence?

Answer 14

Employees who go into “leave without pay” status due to frequent and/or unexplained, unprotected absences
Employees who use sick leave or PTU:
a. Immediately prior to, in between, or after an off shift period, vacation, holiday or a shift trade.
b. When no shift trade could be secured.
c. When vacation/holiday time was requested but not available.
d. When a shift falls on a debit day, holiday, or day before, during, or after a weekend.

Question 15

All TFD employees who are absent from work for more than four working days or two 24–hour shifts shall?

Answer 15

a. Obtain an MFR stating the reason for their absence and signed by his/her HCP.
b. Immediately deliver the MFR in person or by fax to TFD Headquarters prior to returning to duty.
c. Provide any additional MFR documentation as requested by TFD Administration.

Question 16

Is there a “minimum leave balance”

Answer 16

There is no “minimum leave balance” that will automatically trigger disciplinary action or HCP verification.

Question 17

What form will LEOFF 1 employees submit for absence.

Answer 17

1. LEOFF I employees shall submit a PER 879 to their supervisor with a written explanation for the absence, for each absence.
2. Any absence of more than four working days or two 24–hour shifts requires an HCP signature on the PER 879.
   a. This form must be submitted within one week of going off–duty

Question 18

Who certifies the absences of LEOFF I employees for personal illness or injury.

Answer 18

The Pension Board

Question 19

LEOFF I employees shall not return to full duty after an absence of more than 30 days without a?

Answer 19

FIR 139 completed by an HCP.

Question 20

How are FCC and uniformed day shift personnel charged sick leave?

Answer 20

FCC and uniformed day shift personnel shall be charged sick leave hour-for-hour for the time they are off.

Question 21

Who Monitors Sick Leave and PTU Usage?

Answer 21

TFD Bureau Chiefs and Division Chiefs shall monitor sick leave, PTO, and PTU usage within their respective bureaus and divisions.

Question 22

Is FMLA paid leave?

Answer 22

No

Question 23

How long are eligible employees entitled to?

Answer 23

Eligible employees are entitled to up to 12 weeks of leave during a calendar year for their own serious health condition and that of qualified family members.

Question 24

When are you eligible to take FMLA?

Answer 24

An employee may take FMLA if they have worked for the City at least 12 months (52 weeks) and was employed at least 1,250 hours in the preceding 12–month period.

Question 25

How much advance notice is required for all foreseeable leave?

Answer 25

Thirty (30) days’ advance notice is required for all foreseeable leave.

a. When the leave is not known or foreseeable 30 days in advance, notice is required as soon as the need becomes known.

Question 26

Who processes FMLA leave requests.

Answer 26

The City’s Human Resources Department processes FMLA leave requests.

Question 27

In the case of unforeseen emergencies how do you give notice for FMLA?

Answer 27

This notice can be verbal, followed by the proper FMLA paperwork within 15 days of receiving forms from the Human Resources
Department.

Question 28

If you return to work and then must return to OJI status for the same injury shall immediately contact?

Answer 28

a. Deputy Chief of Administration

b. City’s Workers’ Compensation Coordinator

Question 29

How many days do you need to be off to get sick leave credited back?

Answer 29

14 days

Question 30

In regards Workers’ Compensation.
What percentage of those first three days is
credited back to the employee.

Answer 30

85%

Question 31

Who do you submit requests for leave without pay?

Answer 31

Fire Chief.

Question 32

When circumstances warrant, the Fire Chief may grant a leave of absence without pay for how long?

Answer 32

a. For a period not to exceed 15 calendar days in any one calendar year OR,
b. For up to one year at their discretion, when granting such leave is in the best interests of the City.

Question 33

Fire Chief may grant an extension of a leave without pay for how long?

Answer 33

The Fire Chief may grant an extension of a leave without pay for a specified period of time, not to exceed six months, upon the written
submission of such a request from the employee.

Question 34

For Military Caregiver Leave Employees are entitled to a combined total of?

Answer 34

Employees using this leave are entitled to a combined total of 26 weeks of all types of FMLA leave in a single 12–month period in accordance with
29 CFR 825.102.

Question 35

If the KISS line is not operational who do you contact?

Answer 35

If the KISS line is not operational, contact the on–duty Battalion 1 Chief.

a. If Battalion 1 is not available, contact the on–duty Battalion 2 or 3 Chief.

Question 36

Who and when do Headquarters staff contact for absence?

Answer 36

Headquarters staff—Call/email supervisor at Headquarters prior to 0730 hours

Question 37

Who and when does trading staff call for absence?

Answer 37

Training staff—Call Training prior to 0700 hours

Question 38

Who and when does Prevention Division staff contact for absence?

Answer 38

Prevention Division staff—Follow guidelines set forth in TFD
Policy 6603.

Question 39

Who and when do Electrical Maintenance staff contact for absence?

Answer 39

Electrical Maintenance staff—Call Electrical Supervisor prior to
0700 hours.

Question 40

Who and when does Garage staff contact for absence?

Answer 40

Garage staff—Call Garage Supervisor prior to 0700 hours.

Question 41

Define

PER 879

Answer 41

Application for Sick and/or Disability Benefits (for LEOFF I)

Question 42

Define

FIR 139

Answer 42

Physician’s Report on Tacoma Fire Department Employee (for LEOFF I)

Question 43

Define

SIF-2:

Answer 43

Self–Insurer Accident Report Form (for LEOFF II and Non-uniformed)