When an employee is absent from work for a personal or family medical reason covered by City policy, leave is charged according to the following guidelines. If an illness or injury (same occurrence) involves absence(s) totaling eight (8) hours or less in a twelve (12) week period, the absence(s) are charged to leave other than PML.

• If an illness or injury (same occurrence) involves absence(s) which total more than eight (8) hours in a twelve (12) week period, the first eight (8) hours serves as a deductible, which is charged to leave other than PML. Absences for the same occurrence beyond the eight (8) hour deductible in the twelve (12) week period may then be charged to PML.
• Employees have the choice of using PPL, PMC, compensatory time, other earned leave (except PML), or unpaid leave to cover the eight (8) hour deductible. (There are restrictions on taking unpaid leave; consult your supervisor if you are considering taking unpaid leave.)
• If absences for the same illness or injury (same occurrence) continue beyond a twelve (12) week period, another eight (8) hour deductible for that illness or injury must be charged in any successive twelve (12) week period before PML can be charged.
• A twelve (12) week period begins with the first absence for that same medical occurrence.
• In order to charge leave properly, it is important to distinguish whether absences are for the same or a separate medical occurrence. Medical documentation may be required by department management to make a determination on same and separate medical occurrences. Each medical absence will be reviewed individually, as necessary, to determine if it is a part of the same or a separate occurrence.

Same Occurrence
Absences for diagnosis, incapacity, treatment, and follow-up for the same illness or injury for the same person, such as a cold, the flu, an upset stomach, a broken bone or surgery, are considered to be the same occurrence. Preventive dental check-ups and follow up procedures for the same person, such as fillings, crowns, root canals, and orthodontics are considered to be the same medical occurrence. Intermittent absences for the same chronic medical condition for the same person, such as asthma, diabetes, or cancer, are also considered to be the same medical occurrence. Likewise, absences for pregnancy and childbirth are the same medical occurrence.

Separate Occurrence
An absence for an illness or injury which is not a continuation of a previous illness or injury, such as a second cold or another broken bone, is considered to be a separate medical occurrence. Emergency dental work is also considered a separate medical occurrence, as are situations wherein different family members get the same illness at different times (child gets strep throat, then employee gets it two weeks later).

Absences for Family Medical Purposes
Qualifying absences for family members are categorized in the same manner as are those for personal medical situations and require an eight (8) hour deductible each twelve (12) week period on the same basis as when employees take leave for personal medical reasons. Absences at different times for different family members are considered separate occurrences and require separate eight (8) hour deductibles.

Employee Responsibilities
All employees have certain responsibilities for managing, requesting and documenting leave. The following applies to all employees.

1. Whenever possible, employees must request leave in advance and in accordance with departmental policies and procedures.
2. Regular, full-time employees are encouraged to take at least 40 hours of leave for vacation purposes each year, 56 hours for 24-hour fire employees.
3. Whenever possible, employees are expected to minimize unscheduled absences and arrange leave for medical reasons to minimize absences.
4. When requesting leave for medical purposes, regardless of the type of leave being charged, employees should state whether the leave is for personal or family medical reasons. If leave is for family medical reasons, employees should provide the name and relationship of the family member. Employees should also provide the general nature of the medical condition, sufficient for supervisors to determine the need for leave, whether the leave is covered by City policies or FMLA, and whether the absence should be charged as the same or a separate medical occurrence. Employees are not required to state the specific diagnosis or specific nature of a medical condition. If the eight (8) hour deductible for the same occurrence during the past twelve (12) weeks has already been charged, employees must state when the deductible was charged and provide documentation if required.
5. Employees may be required to obtain documentation for medical leave of any duration from a health care provider in order for supervisors to make determinations as to whether the leave should be granted or excused and how leave should be charged.