Applies to: Faculty (including part-time and visiting faculty), postdoctoral scholars, all staff, and students (including graduate/undergraduate student workers and graduate assistants) employed by University of Southern California and its subsidiaries including Keck Medicine of USC, including all part-time, temporary, and per diem employees (“USC employees”), with the exception of employees of Verdugo Hills Hospital and USC Arcadia Hospital, which maintain their own paid sick leave policies. This policy continues to apply to individuals on sabbatical, on a leave of absence or while visiting other institutions.
1. POLICY
Issued: 7/1/2016
Last Revised: 01/24/2024
Last Reviewed: 09/19/2024
2. Policy Purpose
USC is committed to providing employees with Paid Sick Time for their own health care needs or the health care needs of an Eligible Individual (see Definitions section of this policy).
Employees may take Paid Sick Time for the following reasons:
- Diagnosis, care or treatment of an existing health condition of the employee or an Eligible Individual
- Preventive care for the employee or an Eligible Individual
- To obtain legal, medical, or social services for the employee or an Eligible Individual who is a victim of domestic violence, sexual assault or stalking, or a victim of another crime resulting in physical injury, or that caused mental injury and a threat of physical injury, or which resulted in the death of an immediate family member
- To provide wage replacement during certain leaves of absence relating to a medical conditions and family care, including leave taken pursuant to the FMLA or CFRA, leave provided as a reasonable accommodation for a disability, pregnancy disability leave, organ and bone marrow donation leave, bereavement leave and leave due to a reproductive loss.
This policy is applicable to all employees, regardless of whether an employee lives or works in the State of California. If an employee resides in a state, city, or county that requires a more generous provision of sick leave, then the more generous state or local sick leave applies.
USC expects all employees, supervisors, Deans of Faculty, Department Chairs, and HR Partners to act in good faith when requesting and approving leaves of absence and time-off under this policy. In the event USC becomes aware that actions taken do not align with the policy, corrective and disciplinary steps may be pursued.
3. Scope and Application
All USC employees, as defined above, are eligible for and able to take Paid Sick Time pursuant to this policy. Non-USC (e.g., employees of a temporary agency, independent contractors, etc.) employees are excluded from accruing Paid Sick Time under this policy.
Employees subject to collective bargaining agreements may receive different paid time off benefits and in the event of a discrepancy between this policy and an employee’s collective bargaining agreement, the terms of the collective bargaining agreement will govern, unless prohibited by law. However, employees subject to a collective bargaining agreement, at a minimum, are entitled to take paid sick leave for any of the reasons and under the same conditions as set forth in this policy.
4. Definitions
The definitions below are applicable for the purposes of this policy.
| Term | Definition |
| Eligible Individual | Includes: children, including a biological child, adopted child, foster child, stepchild, legal ward, or a child for whom the employee stands in loco parentis parents, whether a biological parent, adoptive parent, foster parent, stepparent or legal guardian of the employee or the employee’s spouse or domestic partner, parents-in-law, or a person who stood in loco parentis when the employee was a minor child; spouses; domestic partners; grandparents; grandchildren; siblings designated person (defined as a person whose close association with the employee is the equivalent of a family relationship and who is identified by the employee at the time the employee requests Paid Sick Time. An employee is limited to designating only one person per 12-month period; any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship. |
5. Policy Details
Sick Time Accruals
Sick time accruals are prorated based on the percentage of time worked for benefits-eligible employees working less than 100%. When a new employee begins work other than on the first day of a pay period, accruals are prorated in the first pay period. Under no circumstances will staff earn less than one (1) hour of sick time for every thirty (30) hours worked. Sick time carries over from year to year, subject to the applicable maximum accrual listed below.
Sick time accruals are posted to the staff employee’s record in Workday, in hours, on the last day of the biweekly pay period (for staff on a biweekly pay cycle) or the last day of the month (for staff on a monthly pay cycle) for accruals earned during that pay period.
Below are the sick time accruals for employees working at 100% effort.
| Hours in workweek | Sick time hours accrued per pay period | Maximum hours accrued |
| Biweekly pay cycle | ||
| 37.5 | 3.47 | 90 |
| 40 | 3.7 | 96 |
| 36 (3/12 alternative schedule) | 3.33 | 86.4 |
| Monthly pay cycle | ||
| 37.5 | 7.5 | 90 |
| 40 | 8 | 96 |
Exempt Faculty
Exempt faculty working 100% accrue sick time at the rate of 5.78 hours for every month worked (which is the equivalent of one (1) hour of sick time accrued for every thirty (30) hours worked) up to a maximum of eighty (80) hours. For exempt faculty working less than 100%, sick time accruals are prorated based on the percentage of time worked. Under no circumstances will exempt faculty accrue less than one (1) hour of sick time for every thirty (30) hours worked. Sick time is only accrued during the exempt faculty’s contract period. Sick time carries over from year to year, subject to the 80-hour cap.
Non-exempt Faculty, Resource Employees, Per Diem Employees, Student Workers
These categories accrue sick time at the rate of .034 hours for every one (1) hour of work (which is the equivalent of one (1) hour of sick time accrued for every thirty (30) hours worked), up to a maximum of eighty (80) hours. Under no circumstances will employees in these categories earn less than one (1) hour of sick time for every thirty (30) hours worked. Sick time carries over from year to year, subject to the 80-hour cap.
Teaching and Research Assistants
Teaching and Research Assistants working 100% accrue sick time at the rate of 5.78 hours for every month worked (which is the equivalent of one (1) hour of sick time accrued for every thirty (30) hours worked), up to a maximum of eighty (80) hours. For teaching and research assistants working less than 100%, sick time accruals are prorated based on the percentage of time worked. Under no circumstances will teaching and research assistants earn less than one (1) hour of sick time for every thirty (30) hours worked. Sick time is only accrued during the teaching and research assistant’s contract period. Sick time carries over from year to year, subject to the 80-hour cap.
Postdoctoral Scholars
All Postdoctoral Scholars, Research Associates, and Teaching Fellows are eligible to accrue sick time. For sick time provisions applicable to this category, please refer to Appendix B of the Postdoctoral Scholars Policy.
Other Sick Time Provisions
Notwithstanding any lesser limits indicated elsewhere in this policy, for those employees who work 10 or 12-hour workdays, the maximum amount of hours that can be accrued is 100 hours for those on 10-hour workdays and 120 hours for those on 12-hour workdays, each of which is the equivalent of 10 workdays.
Once an employee reaches the Paid Sick Time accrual limit for their classification, accrual of Paid Sick Time will stop until the employee falls below the maximum accrual amount. Once the employee uses some of their accrued Paid Sick Time, and brings the available amount below the limit, Paid Sick Time accrual will begin again up to such limit.
Employees may not use sick time before it is accrued or accrue a negative sick time balance, but they may use sick time as soon as it is available in their system of record (e.g., Workday, etc.). In some circumstances, employees who have exhausted their available Paid Sick time, or who have not yet accrued sufficient Paid Sick Time for an absence, may be permitted to utilize Paid Vacation Time in lieu of Paid Sick Time.
Sick time is not accrued during unpaid leaves of absence, regardless of the reason (including California Family Rights Act (CFRA) Leave, Family and Medical Leave Act (FMLA) Leave, Medical Leave, Military Leave (USERRA), and Personal Leave). Sick time is also not accrued during times in which employees are paid by Disability, Paid Family Leave or Workers’ Compensation insurance.
Employees who transfer or are promoted within USC carry their accrual balance with them up to the maximum balance allowable for their new employee category. At no time will any employee be paid for unused sick time, including upon termination from USC. However, if a terminated employee is rehired within twelve (12) months, the employee’s sick time accrual balance will be restored up to the maximum balance allowable for that employee category.
Consistent with the terms of this policy, paid sick time under this policy may be taken during and run concurrently with leave taken under other applicable policies as well as under local, state or federal law, including leave taken pursuant to the California Family Rights Act (CFRA) or the Family and Medical Leave Act (FMLA).
In the event that an employee, supervisor, Dean of Faculty, or Department Head, believes that there may be a discrepancy with an employee’s sick time accrual rate or balance, the Workday record and employee documentation will be used to attempt to resolve the dispute. Employees who have a dispute over their sick time accrual rate or balance must submit documentation to support their claim to a Leave of Absence Specialist or HR Partner.
Employees may use Paid Sick Time in increments of two or more hours. If the need for Paid Sick Time is foreseeable, the employee must provide reasonable advance notice. If the need for Paid Sick Time is unforeseeable, the employee must provide notice of the need for the leave as soon as practicable. Time not designated as Paid Sick Time may be counted under any applicable attendance policies of Employee’s department.
Payment of Sick Time
Paid Sick Time for nonexempt employees shall be calculated in the same manner as the regular rate of pay for a workweek in which the employee uses Paid Sick Time, whether or not the employee actually works overtime in that workweek.
Documentation Related to the Use of Paid Sick Time
Employees may be requested to provide reasonable documentation of an absence from work for which sick time is or will be used (e.g., a doctor’s note) after an employee has used five consecutive work days of sick time and subject to applicable law.
Misuse of Paid Sick Time
If USC has a reasonable basis to believe that an employee has engaged in misuse of sick time, USC may request reasonable documentation to substantiate the appropriate use of sick time to the extent permitted by law. Misuse of sick time or failure to follow the procedures required for requesting sick time may be a basis for discipline, up to and including termination of employment. If a supervisor suspects an employee’s misuse of sick time, the supervisor should contact the appropriate Human Resources Partner.
Non-Retaliation or Discrimination Notice
USC will not take any adverse employment action, including discharge, threatening to discharge, demoting, suspending, or in any manner discriminating against any eligible employee for requesting or taking sick time as permitted under this policy. If an employee believes an adverse employment action has been or is being taken against the employee for exercising leave rights under this leave policy, the employee should contact the Office of Professionalism & Ethics or their HR Partner.
6. Procedures
7. Forms
8. Responsibilities
Below is the list of the units or individuals who are responsible for aspects of the policy and their major responsibilities.
| POSITION or OFFICE | RESPONSIBILITIES |
| HR Service Center | Supports the employee, supervisors and Deans or Department Chairs with questions regarding application of the policy |
| Human Resources Partner (“HRP”) or Leave of Absence Specialist (“LAS”) | Ensures employee has the appropriate forms, if applicable, and information for understanding their personal accrual and use of sick leave Collects the required forms, if applicableManages the use of Sick Time Accruals and/or Vacation Time Accruals and/or PTO Time Accruals and/or Winter Recess Accruals |
| Leave Administration Department | Revises the policy based on changes in State and Federal legislation Manages escalations received from HRP and LAS. |
9. Related Information
Leave for Victims of Crime Policy
Family and Medical Leave Act and California Family Rights Act Leave Policy
Funeral and Bereavement Leave Policy
Reproductive Loss Leave Policy
Disability Accommodations Policy
Office of Professionalism and Ethics
10. Contacts
Please direct any questions regarding this policy to:
| OFFICE | PHONE | |
| HR Service Center | (213) 821-8100 | uschr@usc.edu |
| Leave of Absence Specialist (“LAS”) | (213) 821-8100 | uschr@usc.edu |
| Leave Administration | (213) 821-8100 | leaveadmin@usc.edu |