Employee Benefits - Leave and Holidays
CESP 7-7: Sick Leave & Bereavement Absences
Date Revised: 3-5-2019
Summary: Establishes policy and procedures concerning sick leave for all Extension employees.
I. Sick Leave Accrual
An employee who works in a regular salary position shall accrue sick leave with pay in the same proportion as time worked.
Sick leave must be earned before it is taken. No sick leave is earned when leave without pay (LWOP) totals 80 or more hours within a calendar month.
Employees accrue sick leave at the rate of 1 day (8 hours) for each completed month of service. The maximum sick leave accumulation on December 31 of each year is 960 hours (120 days).* Accrued leave may exceed 960 hours during the calendar year, but any accrued, unused leave in excess of 960 hours will be forfeited at the end of the calendar year on December 31. Employees who have a balance of over 960 hours at the end of the calendar year may donate their excess time to the catastrophic leave bank.
Sick leave accrued during a pay period is not considered to be earned by an employee until the last working day of the pay period, and the leave must be earned before it can be used. Although accrual for the pay period is entered into the system when payroll is run, sick leave accrued for the 1st through the 15th of the month is not available for use until the 16th. Sick leave accrued from the 16th through the end of the month is not available for use until the first day of the following month. Employees are not allowed to borrow from anticipated future accruals.
Sick leave is granted on the basis of work days, not calendar days. Employees continue to earn sick leave at the normal accrual rate when they are on sick leave or annual leave. Non-work days, such as weekends and holidays falling within a period of sick leave, are not charged as sick leave.
Extra Help (Temporary) employees do not earn sick leave.
*Non-classified employees participating in Federal retirement programs may accumulate sick leave indefinitely.
II. Use of Sick Leave
- Sick leave may be taken for the following:
- Your own illness or injury or the illness or injury of a member of your immediate family which prevents you from working. Immediate family means your mother, father, sister, brother, husband, wife, child, grandchild, grandparents, in-laws, or any individual who has acted as your parent or guardian.
- Medical, dental or optical treatment for you or an immediate family member.
- Death of a member of your immediate family. A bereavement absence for immediate family is charged to sick leave. Immediate family means your mother, father, sister, brother, husband, wife, child, grandchild, grandparents, in-laws, or any individual who has acted as your parent or guardian. If you wish to attend the funeral of anyone outside your immediate family, you should make a request, as far in advance as possible, to your supervisor. Your bereavement absence for anyone outside your immediate family will be charged to compensatory time first, then annual leave, or to annual leave if you have no compensatory time accumulated.
- The use of sick leave is contingent upon the occurrence of one of the events listed above. If the event never occurs, you are not entitled to the sick leave benefits.
- Leave without pay (LWOP) for illness or injury is not available at your own discretion. However, unpaid, job-protected leave is available to eligible employees through the Family and Medical Leave Act (FMLA). If possible when you are absent for 3 or more consecutive working days due to illness or injury, you should contact the Human Resources Office. However, your supervisor must send email notification to the Benefits Manager in the CES Human Resources Office on the third (3rd) consecutive working day that you are absent due to illness or injury to assure that you receive appropriate notice of FMLA entitlement.
- In unusual medical emergencies, a written request for limited non-FMLA leave without pay may be submitted for approval. To be considered for this LWOP you must submit in advance a written request with justification for such leave and a completed EBEN-327, Request for Leave, form for the approval of your supervisor and other administrators. After administrative approvals are obtained, the request is sent to the Director of Human Resources for review and recommendation. The Associate Vice President for Agriculture-Extension makes the final decision.
- Payroll charges your absences due to illness or injury in the following order except when used in connection with Maternity Leave, see policy CESP 7 - 13:
- Earned Sick Leave
- Earned Compensatory or Holiday Time
- Earned Annual Leave
- Catastrophic Leave
- Leave Without Pay
- Sick leave may not be used as annual leave and to do so may put your employment with Extension in jeopardy.
III. Requesting and Reporting Sick Leave Used
If you wish to use sick leave for a medical, dental or optical appointment, for a scheduled hospital stay, or for a funeral, you should submit a request to your supervisor in advance on form EBEN - 327, Request for Leave. Whenever possible, you should schedule planned medical, dental and optical appointments in a manner that minimizes disruption of office workflow.
If you are unable to work due to illness or injury, you must notify - or have someone else notify - your supervisor within the first (1st) hour of the work day. After the first day, you must contact your supervisor on each subsequent work day unless you provide a statement from a physician or health care provider defining the range of time for your absence.
If you are on sick leave for five (5) or more consecutive working days, when you return you will be required to furnish written documentation from a physician or health care provider releasing you to full duty or identifying any medically necessary restrictions. Your supervisor must forward that documentation to the Benefits Manager in Human Resources for review of any limitations imposed by the restrictions. The Human Resources Office may contact the physician to obtain further information about the restrictions, as necessary.
The minimum amount of sick leave you can use is fifteen (15) minutes. No smaller amount shall be authorized.
Fraudulent claims of illness or injury and/or patterns of abuse of sick leave may result in disciplinary action, up to and including termination.
IV. Sick Leave and Termination, Retirement or Death
Employees are not entitled to payment for earned but unused sick leave when they terminate their employment. However, an individual who returns to state employment within 30 consecutive working days is considered a transfer, and sick leave that was earned but unused before separation from employment will be reinstated.
If an employee who is laid off due to budgetary reasons or curtailment of work activities returns to State employment within six (6) months, any earned unused sick leave at the time of layoff will be restored to the employee’s credit.
Classified employees who have at least 50 days of earned but unused sick leave will be compensated for that earned unused sick leave upon retirement, or in the event of death, payment will be made to the beneficiary or estate. The amount of compensation will vary depending upon the number of sick days accrued.
|Sick Leave Days||Compensation|
|50 – 59||50% of the number of sick days (rounded to nearest day) times 50% of employee’s daily salary|
|60 – 69||60% of the number of sick days (rounded to nearest day) times 60% of employee’s daily salary|
|70 – 79||70% of the number of sick days (rounded to the nearest day) times 70% of employee’s daily salary|
|80 or more days||80% of the number of sick days (rounded to the nearest day) times 80% of the employee’s daily salary|
Lump sum payments will be calculated by the Payroll Services Specialist based on the employee’s daily salary and determined by dividing the annual salary by 260. Payouts will be reviewed and approved by the Director of Financial Services. In no event shall an employee or beneficiary receive an amount that exceeds seven thousand five hundred dollars ($7,500) upon retirement or death of an employee due to the provisions of this section. Once the calculation of the number of earned hours needed to receive a full payout of $7,500 has been made, any remaining hours may be donated to the catastrophic leave bank.
A classified employee who receives a lump sum payment for unused sick leave at retirement and later returns to state employment shall not be required to repay the amount of the compensation or wait until expiration of the number of days for which he or she received additional compensation before returning to state employment.