Please see HR-700 for temporary enhanced leave policies to address COVID-19 situation effective 3/17/2020.
The university provides paid sick leave to eligible employees to encourage time off to care for one’s own heath, and the health of immediate family members. The following sick leave applies to all benefit-eligible administrative, service and support staff and certain non-regular academic employees as approved by the chancellor and president.
Employees with primary titles that are administrative, service and support who are exempt from classification because their positions are primarily directing instructional or research activities are not subject to this policy.
Per Collected Rules and Regulations (CRR) 340.030: Sick Leave:
Bd. Min. 7-16-58, p. 13,307; Bd. Min. 6-28-68, amended 9-17-76, amended 9-7-79; Bd. Min. 7-30-82, effective 9-1-82; Bd. Min. 7-15-86; Bd. Min. 3-11-94; amended Bd. Min. 9-26-97; amended Bd. Min. 7-17-98; amended Bd. Min. 7-19-02; amended Bd. Min. 7-23-04; amended Bd. Min. 10-23-09; amended Bd. Min. 9-13-13; amended Bd. Min. 6-21-18.
- Sick Leave
The university provides paid sick leave to eligible employees to encourage time off to care for one’s own health, and the health of immediate family members. The following sick leave applies to Regular Administrative, Service and Support employees and certain non-regular academic employees as approved by the Chancellor and President.
- Sick leave is accrued from the first day of eligible employment
- Eligible employees accrue sick leave at the rate of 12 working days per year accrued over each pay period.
- Credit for sick leave accumulates during vacations, sick leave, excused absence with pay and any leave of absence without pay granted for an on-the-job injury compensable under Workers' Compensation. Credit does not accumulate when an employee is receiving shared leave. Sick leave accruals will be available to the employee only after returning to work in regular status.
- Using Sick Leave
- Sick leave is available for use once it is accrued, subject to appropriate supervisory approval.
- Eligible employees may use accrued sick leave to cover absences related to:
- the employee’s own illness, injury, pregnancy, or preventative care; or
- an immediate family member’s illness, injury, pregnancy, or preventative care.
- Eligible employees also may use accrued sick leave subject to limits stated below to cover absences related to:
- the placement of an adoptive or foster child in the employee’s home or care of that child within twelve (12) months after placement; or
- the care of an employee’s child within twelve (12) months after birth.
- When used in these instances, the amount of accrued sick leave plus all other forms of paid leave (e.g., vacation, personal) used by an employee may not exceed 480 hours for each instance of placement and associated care of child or care of child after birth. This 480 hour limit will apply on a basis of 100% full-time equivalence and will be reduced on a pro-rata basis for an employee working on a basis of 75 percent – 99 percent full-time equivalence. In instances where both parents are eligible employees, each will have a 480 hour limit.
- Separation of Employment
Upon separation of employment, employees will not receive payment for any unused accumulated sick leave.
Employees will receive additional creditable service in calculating retirement benefits for all unused accumulated sick leave, subject to the terms of the applicable retirement plan. Sick leave credit is allowed only upon retirement, and does not apply to deferred vested benefits.
Further HR Policy Provisions
Additional HR-404 policy provisions below in accordance with CRR 340.030:
- Accrual timing and usage
- Employees needing to take time off during their probationary period are eligible for sick leave as it is accrued.
- In computing sick leave accruals, an exempt employee must be in active status by the 15th of the month to be eligible for that month's accrual.
- In computing sick leave accruals, a nonexempt employee must be in active status on the Monday of each week of the biweekly pay period to be eligible for the accrual for each week.
- Partial accruals are not granted.
- Eligible employees unable to work because of an illness or injury may use accumulated sick leave to continue their straight-time pay (including shift differentials where applicable) for any absence from work for which they were scheduled during the first 40 hours of the workweek.
- Employees who have exhausted their sick leave may, with supervisory approval, take vacation, personal days, or leave without pay.
- Definition of “immediate family”
- For purposes of this policy, immediate familyis defined as spouse, sponsored adult dependent, children, other individuals with whom the employee is standing in loco parentis, parent, individual who stood in loco parentis to an employee when the employee was a child, siblings, and persons for whom the employee is legally responsible.
- Children are defined as biological, adopted, foster child, stepchild, a legal ward, or a child with whom the employee is standing in loco parentis.
- Workers Compensation
- Employees unable to work because of an illness or injury compensable under Workers' Compensation may elect to use accumulated sick leave as one (1) full day for each day of their normal, scheduled workweek which falls within the "waiting period" during which no Workers' Compensation is payable. After the three (3)-day waiting period, a regular employee may elect to use sick leave in an amount equal to the portion of the employee's total compensation which is not paid by Workers' Compensation Benefits. In no case can the combination of sick leave and Worker's Compensation benefits exceed the employee's base pay.
- Procedure Information
- Sick leave must be recorded in the university's central payroll system as part of the regular payroll processing cycle.
- Employees may be required to furnish satisfactory proof of illness, injury, or of medical or dental appointment.
- Any balance of unused sick leave is transferred with an employee transferring from one department or campus to another.
Date Created: 09/26/1997
Updated: 09/01/2000; 07/19/2002; 09/01/2004; 09/01/2005; 02/01/2012; 01/01/2014; 07/01/2018