February 14, 2013

Sick Leave (Paid)

All staff employees are eligible. In the event of a discrepancy between this policy and a collective bargaining agreement, the terms of the collective bargaining agreement will govern. Excluded are faculty and those claiming student status (including teaching and research assistants).

Employees accrue sick leave at the rate of one day per month to a maximum of 12 days recorded in hours. Non-exempt employees using the Trojan Time (biweekly) timekeeping system accrue at the rate of 3.5 hours per biweekly payroll period for employees working a 37.5 hour workweek or 3.7 hours per biweekly payroll period for employees working a 40 hour workweek. If a new employee begins work other than on the first of the month or biweekly pay period, he or she will earn prorated sick leave (a portion of a day of leave based on the number of calendar days from the employee’s hire date to the end of the month or biweekly pay period) during the first calendar month or biweekly pay period of employment.

Sick leave is to be used for absences due to illness, injury, or doctor or dentist appointments for the staff employee. Up to half the amount he or she would accrue in one year is available to be used to care for the employee’s spouse, domestic partner, child or parent. Since the university provides 12 days per year for full-time staff employees, a full-time staff employee will have six days per year available to use to care for a spouse, domestic partner, child, or parent. Staff employees working less than 100% will have the rate of accrual prorated based on the percentage of time worked.

Sick leave will not be accrued during leaves or unpaid absences of longer than 30 days, regardless of reason, (including Family Care and Medical Leave, Medical Leave of Absence [including staff employees paid by Disability or Workers’ Compensation insurance], Pregnancy-Related Medical Leave, Military Leave, and Personal Leave).

When a staff employee is unable to report to work due to his or her illness or injury, or that of a spouse, domestic partner, child or parent, the staff employee must telephone the supervisor, following standard departmental procedures, as soon as the staff employee knows he or she will be unable to report to work. A staff employee may not use sick leave before it is accrued or “accrue” a negative sick leave balance. If the absence extends beyond three days, the supervisor may ask the staff employee to present a statement from the attending physician. For sick leave taken for doctor or dentist appointments, the staff employee should notify his or her supervisor at least one week prior to the scheduled appointment. Failure to notify the supervisor may be cause for disciplinary action up to and including termination.

At no time will a staff employee be paid for unused sick leave, even upon termination from the university. Staff employees who transfer or are promoted within the university will carry their accumulation with them.

Responsible Office

Human Resources Administration

(213) 821-8111

Issued by

Todd R. Dickey, Senior Vice President, Administration
University of Southern California