Sick Leave

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Eligibility

Regular full-time and regular part-time staff employees in positions budgeted for at least 1000 hours per year are eligible for sick leave accruals.

Temporary employees are not eligible for sick leave.

Accruals

Non-Exempt (Hourly) Employee

Full-time regular non-exempt (hourly) employees earn 3.69 hours sick leave per pay period (96 hours per year). This assumes the employee works 40 hours per week, 52 weeks per year. Regular employees working fewer hours per week or fewer weeks per year earn a pro-rated amount based on the full-time accrual. Sick hours are accrued based on hour worked each week.  Sick balances are updated in Oracle and reflected on the following pay date after approval.  Non-exempt (hourly) employees also earn personal leave.

Sick leave may be accumulated up to a maximum of 1040 hours and may be taken in minimum increments of 15 minutes.

Exempt (Salaried) Employee

Full-time regular exempt (salaried) staff employees earn eight hours of sick leave per month (96 hours per year). This assumes the employee works 40 hours per week, 52 weeks per year. Regular employees working fewer hours per week or fewer weeks per year earn a pro-rated amount based on the full-time accrual.  Sick hours are accrued based on hour worked each week.  Sick balances are updated in Oracle and reflected on the following pay date after approval.

Sick leave may be accumulated up to a maximum of 1040 hours and can be taken in increments of 4 hours (half days). 

Accrual During Leave Time

Employees do not accrue sick during periods of leave without pay, or during Worker's Compensation, unpaid FMLA or Short-Term Disability Leave. In other words, the above accrual rates assume the employee works his or her full work week (for example 40 hours per week, 30 hours per week, etc.).

Vacation and sick leave are considered time off with pay and will be added to hours worked to determine sick accruals. Overtime and time worked in addition to regular budgeted work week hours will not increase sick accruals.

Sick Leave Balance At End of Employment

At termination or retirement, there is no payment for unused sick leave.

Uses of Sick Leave

Sick leave may be granted for the following reasons:

  • Illness, injury or disability preventing performance of normal duties
  • Death in the immediate family which requires the employee to be out longer than the allocated funeral/bereavement leave (also see Bereavement Leave policy)
  • Illness of a spouse or domestic partner (must have affidavit on file with Human Resources as proof of domestic partner relationship)
  • Illness of a child as defined by the FMLA
  • Illness of a parent or parent in-law
  • Medical or dental appointments for anyone listed in sections 3,4, or 5
  • Disability period associated with child birth (pregnancy); and/or
  • Adoption of a child
    (also see Family Medical Leave Act).

Any staff employee who is absent from work for five days, whether consecutive or intermittent, due to the same illness or injury must apply for Family Medical Leave to continue using paid leave.

Notification of Supervisor/Supervisor Approval of Sick Leave

If an employee is absent due to illness or for any of the reasons listed above, the employee should call his or her supervisor in accordance with the department's call-in procedure. Medical or dental appointments should be scheduled in advance (if possible) and scheduled for times that cause the least disruption to the daily work schedule. Supervisors may ask that requests for sick leave pay be reasonably documented with a doctor's statement.

Employees on leave for medical reasons must keep their supervisors informed of their leave status and expected return to work date. Medical certification may be periodically required. (also see Family Medical Leave Act).

Recording and Reporting Sick Leave for Non-Exempt (hourly) Employee

Non-exempt (hourly) employees should record sick leave through Time & Absences in Oracle.

Recording and Reporting Sick Leave for Exempt (salaried) Employees

Exempt (salaried) employees are required to record days of sick leave in half day increments through Time & Absences in Oracle on a biweekly basis. Failure to record sick days may negatively impact an employee's leave accruals and is subject to disciplinary action.

Advancement of Sick Leave

Sick leave will not be advanced.​

Questions regarding this policy should be directed to Human Resources at 704-894-2213.