UD Seal
Human Resources

Sick Leave

Section: Human Resources Policies
Policy Name: Sick Leave
Policy Owner: Executive Vice President
Responsible University Office: Office of Human Resources
Origination Date: August 1998
Revisions: October 2013; June 2016
Legacy Policy Number: 4-31
  1. SCOPE OF POLICYThe policy addresses the accrual and use of paid sick leave and applies to all full-time benefited employees.
  2. DEFINITIONS
    1. Eligible Employee: Full-Time benefited employees
    2. Illness or injury: an illness or injury suffered by an eligible employee that renders him/her unable to work or an illness or injury of a family member that requires the eligible employee to miss work to care for said family member.
    3. Immediate family member: an eligible employee’s spouse (as defined by law), parent or child.
  3. POLICY STATEMENTThis policy addresses the accrual of earned sick leave and use of sick leave for periods of absence related to covered illnesses or injuries sustained by an eligible employee or his/her immediate family member.
  4. POLICY STANDARDS AND PROCEDURES
    1. Accrual.  Eligible employees shall earn sick leave up to a maximum of 18 days per year and shall accrue sick leave at the rate of 1.5 days per month, based on a 37.5 hour work week. Sick leave accrual for any month is credited if an eligible employee is on paid status for at least one-half the normal scheduled work days for that month. Sick leave shall accrue to a maximum of 120 days. It is the eligible employee and department’s responsibility to ensure that the appropriate leave request forms are submitted in UDTime in order to maintain accurate leave records.
    2. Availability of Accrued Sick Leave. Sick leave is available as it accrues on a monthly basis. Exempt eligible employees may use sick leave as it accrues. Non-exempt eligible employees may use sick leave only after their 90th day of employment with the University.
    3. Sick Leave for Eligible Employee’s Covered Injury or Illness. Earned sick leave up to 15 continuous days shall be authorized by the eligible employee’s immediate supervisor. Approval beyond 15 days must be obtained from the Chief Human Resources Officer. The University reserves the right to require a doctor’s certificate at any time. Such leave time may be designated as and count toward the maximum leave periods allowed by the Family Medical Leave Act Policy and/or the Parental Leave Policy.
    4. Sick Leave for Immediate Family Member’s Injury or Illness. Up to six (6) days of earned sick leave may be used in any twelve-month period to provide direct care for an immediate family member unable to provide for him or herself due to illness or injury. Such leave time may be designated as and count toward the maximum leave periods allowed by the Family Medical Leave Act Policy and/or the Parental Leave Policy.
    5. Notice.  The eligible employee is responsible for notifying his or her supervisor promptly of any absence due to illness or injury and for keeping the supervisor informed of the probable return date.
    6. Routine Appointments. Time off for routine appointments with a physician, hospital or other medical professional service for the eligible employee is charged to sick leave provided the eligible employee does not make up the time.
    7. Worker’s Compensation. If an illness or injury is occupationally incurred, the eligible employee must notify his/her supervisor immediately. Lost time for an occupational injury or illness is charged to sick leave. The eligible employee’s supervisor must submit the “Employer’s Report of Occupational Injury or Disease” form to the Worker’s Comp./Employee Relations office within 24 hours.
    8. Special Circumstances. In those cases where an eligible employee’s absences exceed earned sick leave, the Department Chair or Director may recommend to the Chief Human Resources Officer an additional period of sick leave.
    9. Incentive.  An eligible employee who does not use any sick leave for 12 consecutive months will be credited with one additional day of vacation.