Sick Time Policy
Reviewed August 2013 - Revised Oct. 4, 2010 - Printable version


All employees are sick occasionally, and some experience severe illness or injury. Through careful use of their paid sick time, conscientious employees can protect their income while they are unable to work due to their own illnesses, doctor’s appointments, or care for their spouses or dependent children who are ill.

Full-time employees receive up to six paid sick days per year to cover illnesses. A full-time employee may accumulate up to a maximum of 800 paid sick hours. Part-time employees receive sick time on a pro-rated basis, calculated based on the number of hours they work, and may accumulate up to 400 paid sick hours.

This policy applies to full-time and part-time non-bargaining unit employees.

Core Requirements

bulletEmployees must notify their supervisors when they are too ill to report to work. Department reporting requirements differ due to operational need, and all employees are responsible for understanding and complying with the call-in requirements for their positions.
bulletPaid sick time is a valuable benefit. It is each employee’s responsibility to use it carefully and honestly. Falsely using sick time will result in discipline.
bulletSick time must be coded in the time and attendance system.
bulletWork closely with Workers’ Compensation Leave Coordinators regarding those employees who are on leave.

Policy Provisions & Procedures

Full-time and part-time employees are able to use paid sick time after completing 60 days of employment from their full-time or part-time hire dates.

Employees may use sick time to cover the illness or serious health condition of themselves, a dependent child, or a spouse. Employees who are absent under an approved Family Medical Leave (FML) may use sick time to cover absences due to the serious health condition of a qualifying relative under the FML policy.

Employees may use sick time for doctor or dental appointments. Employees should make every effort to schedule these appointments outside of their normal work schedules, and let their supervisor know as soon as possible if they will require time away from work.

Accrued sick time may be carried over from year to year up to a maximum of 800 hours for full-time employees and 400 hours for part-time employees.

Unused sick time is not paid out upon termination of employment.

Sick time may not be used before it is earned.

Sick time generally should not be used during a Workers’ Compensation leave, as the employee will receive benefits through Workers’ Compensation; and use of sick time would result in double payment. Supervisors should contact the Workers’ Compensation Coordinator for assistance before coding sick time for their employees on Workers’ Compensation.

Sick time may be coordinated with Short-Term and Long-Term Disability benefits that an employee may be receiving. Supervisors should contact the Leave Coordinator for assistance before coding sick time for their employees on leave.

Accrual Rates

Full-time employees accrue six paid sick days per year; at a rate of 1.85 hours per pay period. This accrual rate is pro-rated for part-time employees, based on their scheduled hours. This compensation could include hours worked, vacation, paid sick time, paid holidays, or other paid days.

horizontal rule

Revision History:
Oct. 4, 2010
May 4, 2009
Feb. 21, 2008