Times spells out sick-leave policy ... but will they commit to it?

Seattle Times management's sick leave is spelled out in the memo below. The Guild's bargaining team would like the reassurance of having some of these policies and practices spelled out in our contract, so that members are aware of what their rights and benefits are.

(Memo received from Chris Biencourt in Times negotiations 6/6/06:)

To: Guild-Represented Employees
From: Human Resources/Labor Relations
Date: February 16, 2006
Re: Paid Sick Leave Change

Qualified employees in the Guild bargaining unit currently receive sick pay under the Times’ discretionary, informal policy referenced in Article 15.3 of the Guild bargaining agreement. While we expect this policy to continue into the future, our recent conversion to a new payroll system created an opportunity for us to look at our practices and, in this case, to simplify and clarify our practice in a way that benefits employees.

Specifically, we intend to discontinue the Publisher’s option of imposing a first day, unpaid waiting period after the third occurrence of sick leave in a calendar year.

The following questions and answers are intended to further clarify this policy:

1. Why is the company making this change?
The occasion of installing a new payroll system created an opportunity for us to look at the waiting day practice. As a result of that review, we have determined to waive our option of imposing a waiting period.

2. Why does the company offer sick pay?
The intent of paid sick leave is to provide income protection to eligible employees who are absent from work due to either:
• the personal illness of the employee (whether Family and Medical Leave Act (FMLA) qualifying or not); or
• to care for a family member with an illness as allowed under the Washington Family Care Act (WFCA).
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3. Paid sick leave is a discretionary policy not an accrued benefit. What does this mean?
Paid sick leave is available for use by eligible employees during their active employment, but unlike vacation, it is not “accrued” and paid out on termination or retirement.

4. Who is eligible to receive sick pay?
Employees in the Guild bargaining unit who have at least six months of continuous service are eligible for sick leave with pay upon the first workday of illness.

5. How much sick pay am I allowed?
Available paid sick leave is calculated as ten days (80 hours) per year of service, less time used, and is prorated for employees working less than full-time hours. Available paid sick leave is capped at six months (1040 hours or the pro rata equivalent). Beginning with the first pay period of 2006, available sick pay has been tracked in SAP. All eligible employees have received a beginning allowance of hours based on this calculation using their most recent hire date. Sick pay hours are added and subtracted each pay period according to time worked and use. Questions you have about how the beginning allowance was calculated should be addressed to nchaney@seattletimes.com.
Available sick pay is tracked for each eligible employee in SAP. When you have a qualifying need, ask your supervisor, department payroll preparer, or HR manager for your available balance.

6. When can I use available sick pay?
After 6 months of continuous employment, available sick pay can be used for your own illness or disability (FMLA or other). Under WFCA, sick pay can be used to care for a minor child with a health condition that requires supervision or treatment. Also under WFCA, sick pay can be used to care for a spouse, parent, parent-in-law, or grandparent who has a serious health condition or an emergency condition; medical certification (using same forms as FMLA) and HR approval are required.

7. How do I access available sick pay?
Employees in the Guild bargaining unit who are eligible for overtime (nonexempt) must record all sick pay qualifying absences on their time sheet or work schedule according to the manner in which hours are recorded in their department.
Overtime exempt (sometimes called “salaried”) employees will report only FMLA or WFCA qualifying absences on an “exceptions” basis. These exceptions to their normal 40-hour weekly work schedule need to be communicated to the department’s payroll preparer before the time entry deadline each pay period using a new electronic form created for this purpose.

8. What happens with my pay if I’m absent for a qualifying reason but I have no available sick pay?
Employees can use available vacation subject to company and/or departmental policy on requesting vacation. If vacation is not available, the time will be unpaid.

9. Does the fact that I receive sick pay for a period of absence excuse me from the company’s attendance policies?
The sick pay policy and the attendance policy are separate policies; receiving sick pay generally does not affect the application of the attendance guidelines. However, FMLA or WFCA covered periods of sick pay are not counted under the company’s attendance guidelines.

If you have other questions about this policy, please direct them to your supervisor and/or Human Resources.