Sick Time

Effective October 1, 2016

Sick time provides paid time off for employees who are unable to work for any of the following reasons:

  1. For their own physical or mental illness, injury, or medical condition (inclusive of FMLA qualifying conditions);
  2. To obtain diagnosis, care, or preventative care, including dental care; or
  3. To care for a child, parent, spouse or domestic partner (as defined under the Family and Medical Leave Act) who has an illness, injury, medical condition, or needs to obtain diagnosis, care or preventive care.

Eligibility — Regular full-time employees and part-time benefits-eligible employees (those regularly scheduled to work at least 20 hours per week but less than 37.5 hours per week) are eligible to accrue sick time. Sick time for new employees will accumulate but may not be used during the first six (6) months of employment (orientation period).

Accrual — Regular benefits-eligible employees accrue sick time per hour paid. The maximum annual accrual is 12 days. Hours paid include regular, sick, vacation, holiday, personal holidays, funeral leave, and jury duty, but do not include overtime. Biweekly employees do not accrue sick time on more than 80 hours in a pay period in any case. Sick time does not accrue during unpaid time off. Accrued sick time is available for use as of the end of the pay period.

Sick time cannot accrue in excess of the maximum 120 days (prorated as stated below for part-time status). As sick time is used, time is again accrued at the normal rate until the maximum is reached. If the employee becomes ill or incapacitated during his or her scheduled vacation, the time will be reported as vacation time.

Part-Time Employees — Part-time benefits-eligible employees (employees regularly scheduled to work at least 20 hours per week, but less than 37.5 hours per week) are eligible to accrue prorated sick time. This prorated benefit is a percentage of the full-time benefit, and is based upon the number of hours paid per pay period, including any paid vacation and/or sick time. The maximum balance that can be held is set by the employee’s standard hours in effect each pay period (e.g., 20 hours per week equals a maximum annual accrual of 480 hours).

Change in Employment Status — If a full-time employee becomes part-time benefits- eligible, the balance available remains and may be taken while in part-time status. Additional sick time will not accrue until the employee’s sick time balance falls below the new part-time maximum balance available. Accrual for the current fiscal year is limited to the new part-time maximum balance possible given the standard hours. Once an employee reaches the new maximum balance, no additional time will accrue until the available time is taken.

Physician’s Statement — The University reserves the right to request a doctor’s verification of treatment in cases of repeated absences or suspected abuse. In some cases, an employee may be required to provide a return to work note from a physician.
Personal Holidays — If an employee has 12 or more sick days at the beginning of a fiscal year and does not use a sick day (other than time off covered by FMLA) he or she will be given one paid personal holiday to be used at the beginning of the following fiscal year.

If an employee has 60 or more accumulated sick days at the beginning of the fiscal year and does not use a sick day (other than illness covered by the Family Medical Leave Act) he or she will be given two paid personal holidays at the beginning of the following fiscal year.

Personal holidays cannot be accumulated or carried over from one year to the next.

Abuse of Sick Time — Paid sick time is a privilege extended by the University. Employees who abuse this privilege may be subject to disciplinary action up to and including termination of employment.
Employee Notification — Employees who will be absent from work due to illness or injury are to notify their supervisor prior to the start of their regular scheduled workday and be in compliance with any departmental attendance policy. Employees are expected to return to work as soon as medically possible. Not meeting required standards may result in the loss of sick pay benefits and or disciplinary action.

Termination of Employment — Terminating employees are not compensated for unused sick time or unused personal holidays.

Long Term Disability/Buy-Up Option:
Questions regarding use of sick leave during Long Term Disability or the waiting period should be directed to the HR Benefits team.

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