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Sick Leave

An accrued benefit which provides time off with pay due to personal illness or injury, due to dental, eye, or other physical or medical examinations or treatments by a licensed practitioner; to care for ill or injured family members; or due to death of a family member.

Eligibility:

All employees are eligible except for the following:

• Volunteers
• Graduate Assistants
• Resident Assistants
• Note Takers
• Readers
• Student Employees
• Retired Annuitants (except those participating in the Faculty Early Retirement Program)
• Special pay classifications, e.g., summer session, extension, special session, special consultants, substitute faculty.

Accrual Eligibility:

Sick Leave is accrued following completion of each qualifying month pay period. A qualifying pay period consists of 11 days or more of pay in a pay period for full-time and part-time employees. For intermittent employees, a qualifying pay period consists of 160 hours in a pay period.

Accrual Rate/Amount:

The full-time Sick Leave rate of accrual for all employees is 8 hours per qualifying monthly pay period. The amount of accrual is based on the employee's time base, e.g., full-time = flat rate; part-time = pro-rated rate; intermittent = full-time rate after a month of qualifying service.

1. At the time of Service Retirement and appointment into the Faculty Early retirement Program (FERP), the participant may elect to carry over up to 48 hours of Sick Leave from their previous position to their FERP position.
2. There is no limit to the amount of sick leave that can be accumulated except for FERP employees who may accumulate up to 160 hours during their total FERP employment period. If they use any part of the 160 hours, they do not accrue any additional sick leave.

Usage:

1. To be entitled to use Sick Leave, an employee must be eligible and in active employment status.
2. Sick Leave may be used in increments of hours and minutes.
3. Employees in classifications that are exempt from the Fair Labor Standards act cannot be docked or have their leave credits charged for a partial days' absence. Use of sick leave or use of a dock may be utilized for absences of a full day. A full day is whatever an employee's normal schedule is, e.g., if they are only scheduled to work 4 hours on Friday and they call in sick for the day, they must charge 4 hours of sick leave. However if, for example, a full-time faculty member (or any academic-year classified employee) calls in sick for a day that they have classes, they must charge sick leave until they are available for work. This applies even though the employee may not have any other scheduled duties for the rest of their absence. The reason for this is that faculty are being paid for all days shown on the Academic Certification and Pay Period Calendar regardless of their actual work schedule.
4. Exempt employees cannot be charged for partial day absences.
5. Sick Leave may be used to care for ill or injured "immediate" family members within the following maximums for the calendar year:
   
   

   Sick Leave for Family Care Maximums
   Unit	Contract Provision	Article
   R01	Illness or injury in the immediate family; and sick leave for family care is primarily for emergency situations. Up to five (5) days of accrued sick leave credit may be used for family care during any one (1) calendar year.	14.7
   R02 R05 R07 R09	Sick leave for family care is primarily for emergency situations. Up to five (5) days of accrued sick leave credit may be used for family care during any one (1) calendar year. The appropriate administrator may authorize an additional five (5) days of accrued sick leave credit for family care during one (1) calendar year.	15.8
   R03	Sick leave for family care is primarily for emergency situations. Up to forty (40) hours of accrued sick leave credit may be used for family care during any one (1) calendar year.	24.12
   R04	Sick leave for family care is primarily for emergency situations. Up to five (5) days of accrued sick leave credit may be used for family care during any one (1) calendar year. The appropriate administrator may authorize the use of additional sick leave for family care.	19.12
   R06	Sick leave for family care, as defined in 18.10, is primarily for emergency situations. Up to seven (7) days of accrued sick leave credit may be used for family care during any one (1) calendar year. The appropriate administrator may authorize the use of additional sick leave for family care upon request by an employee. Upon mutual agreement between the employee and appropriate administrator, an employee may use more than seven (7) days of sick leave for Family Care and Medical Leave as provided in Article 19.	18.9
   R08	Up to five (5) days of accrued sick leave credit may be used for family care during any one calendar year.	22.2

   
   Note: Some contracts allow employees additional family care sick leave beyond the maximums. For employees who have exceeded their maximums, a memorandum is required from the appropriate administrator if they are granted additional time. Requests by employees for additional use of sick leave for family care must be accompanied by a physician's statement or other appropriate need verification. "Other appropriate need verification" may be a telephone call by the supervisor. Memos authorizing additional sick leave for family care must include the physician's statements or indicate how the needs were verified.
   
   
6. Employees may use their personal sick leave for the death/bereavement of a significantly close relative (SD). Bereavement Leave (BE) is paid leave to attend a funeral for a significantly close relative. Eligibility for Funeral Leave is covered under the Funeral Leave. (See appropriate bargaining agreement.)

Forms Used:

• STD 634 Absence and Additional Time Worked Report
• Intermittent Time Sheet
• Memo authorizing use of additional sick leave for family care

Attendance Recording:

All sick leave is recorded on line 7B of the STD 634 form:

1. If sick leave is used for the employee, enter "SS" and the number of hours used.
2. If sick leave is used for the employee's family, enter "SF" and the number of hours used. (Note: The employee's STD 634 form must indicate relationship of family member.)
3. If sick leave is used for bereavement, enter "SD" and the number of hours used. (Note: The employee's STD 634 form must indicate relationship of deceased under "other".) See Bereavement Leave for additional information.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

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