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Leaves (HR-400)

HR-404 Sick Leave


All Regular administrative, service and support staff are eligible to receive paid sick leave. Employees with primary titles that are Administrative, Service & Support who are exempt from classification because their positions are primarily directing instructional or research activities are not subject to this policy.

Probationary Employees

Sick leave is accrued from the first day of employment. Employees needing to take time off during their probationary period are eligible for sick leave as it is accrued. However, sick leave may not be used until it is accrued.


Regular employees who are 100 percent FTE accrue sick leave at the rate of 12 working days per year (one (1) day per month) of completed continuous employment. Regular employees who work 99 percent to 75 percent FTE accrue sick leave on a prorata basis.

Administrative and Professional employees will accrue sick leave on the monthly pay cycle. 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.

Office/Technical and Service/Maintenance employees will accrue sick leave on the biweekly pay cycle. 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. Sick leave continues to accrue during sick leave; vacation; leaves of absence with pay of at least 75 percent FTE; and leaves of absence without pay granted for disability compensable under Workers' Compensation. Sick leave accruals will be available to the employee only after returning to work in regular status.

Using Sick Leave

Sick leave must be earned before it is taken and, although accrued, is not available until the first day of the following pay period. 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. Disability due to pregnancy is treated as any other illness or disability. Accumulated sick leave may be used for purposes of medical and dental appointments that cannot be scheduled during non-working hours.

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.

Employees who have exhausted their sick leave may, with supervisory approval, take vacation, personal days, or leave without pay.

Up to 12 days accumulated sick leave may be used each calendar year for illness in an employee's immediate family. For purposes of this policy, immediate family includes parents, spouses, children, stepchildren, foster children, siblings (wherever they may live), and other related persons or Sponsored Adult Dependents living in the employee's immediate household. This time may also be used for the purpose of placement of an adoptive child in the employee’s home or the care of that child immediately after placement.

Employees may be required to furnish satisfactory proof of illness, injury, or of medical or dental appointment. Terminating employees will not receive payment for any unused accumulated sick leave.

Regular administrative, service and support employees will receive additional creditable service in calculating retirement benefits for all unused accumulated sick leave. Sick leave credit is allowed only upon actual retirement, and does not apply to deferred vested benefits. Any balance of unused sick leave is transferred with an employee transferring from one department or campus to another.


Sick leave must be recorded in the university's central payroll system as part of the regular payroll processing cycle.

See Also

HR 203 Position Classifications, HR 307 Workers' Compensation, Collected Rules and Regulations, Section 530.010: Retirement, Disability and Death Benefit Plan, HR 402 Vacations, HR 403 Personal Days and HR 407 Family & Medical Leave Act. Also: HR 404 Questions and Answers.


Date Created: 9/26/97

Last Updated: 1/1/14