| RESPONSIBILITY |
ACTION |
| Procedure A:
Reporting absences. |
| Employee |
Report the absence to supervisor prior to the beginning
of the shift. The notice will include the reason for
and expected duration of the absence. |
| Supervisor |
If the illness or injury is for 14 consecutive calendar
days or more, require completion of a Physician’s
Statement. |
| Procedure B:
Sick time pay records maintenance. |
| Employee |
Non-exempt: Report absences on bi-weekly time report.
Exempt: Report absence on monthly attendance report. |
| Department Timekeeper/Payroll Office |
Maintain sick time usage record. |
| Procedure C:
Frequent or regular absences. |
| Supervisor |
Require the employee to see personal physician (employee’s
expense) or University-designated physician (University’s
expense). Physician will provide a statement that includes
the employee’s health problem, treatment required,
and what can be expected.
If not satisfied with the information, discuss with a
Human Resources Representative. |
| Procedure D: When
it’s necessary to replace an absent employee with
a regular employee. |
| Supervisor |
Discuss with the appropriate Human Resources office
prior to replacing an employee using sick time pay with
a regular employee. Under most circumstances, a temporary
employee is used to replace a regular employee using sick
time pay. |
| Procedure E:
When an exempt employee has exhausted extended sick full
pay, and is using extended sick half pay. |
| Supervisor/Department Timekeeper |
1. If it can be determined that the employee will be
continuously absent for an extended period (more than
one month), and has exhausted or does not wish to use
accrued vacation time, a job data/salary distribution
worksheet will be submitted to HR Records and Information
Services reducing the employee’s scheduled hours
by one-half, effective the date half pay sick time begins.
2. For half pay sick time usage that is not continuous,
usage is indicated on the employee’s attendance
report.
3. If the employee’s scheduled hours have been
reduced via a job data/salary distribution worksheet,
submit a job data/salary distribution worksheet to HR
Records and Information Services indicating the employee’s
effort when the employee returns to work.
|
| Procedure F:
Return to work from a continuous use of extended sick
time in excess of 14 calendar days. |
| Employee |
Notify supervisor seven calendar days in
advance of expected date of return. Provide supervisor
with physician’s statement that includes a diagnosis
of health at the time of return and any restrictions. |
| Supervisor |
If there are restrictions, determine whether
the restrictions can be accommodated. If not, call the
appropriate Human Resources office for assistance in determining
a course of action. |
