Applies to: Short-term sick time pay
All staff, with the exception of Paid Time Off [PTO] eligible employees.
Extended sick time pay: All staff, including PTO eligible employees, with one or more year of continuous service.
Issued by (dept.): Academic and Staff HR Services
SPG number: 201.11-0
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:
- 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.
- For half pay sick time usage that is not continuous, usage is indicated on the employee's attendance report.
- 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