July 1, 2015
Sick time is to be used for absences due to the employee’s illness, injury, doctor or dentist appointments or to care for the employee’s spouse, domestic partner, child, grandchild, grandparent or sibling; or to care for the biological, adoptive, or foster parent, stepparent, or legal guardian of the employee or of the employee’s spouse or domestic partner; or to care for a person who stood in loco parentis when the employee was a minor child. Sick time may also be used for absences for an employee who is a victim of domestic violence, sexual assault, or stalking.
In the event of a discrepancy between this policy and a collective bargaining agreement, the terms of the collective bargaining agreement will govern.
Sick time accruals
Biweekly pay cycle—Employees working a 37.5 hour workweek accrue sick time at the rate of 3.47 hours per pay period to a maximum of 90 hours. Employees working a 40 hour workweek accrue at the rate of 3.70 hours per pay period to a maximum of 96 hours.
Monthly pay cycle – Employees working a 37.5 hour workweek accrue sick time at the rate of 7.5 hours per pay period to a maximum of 90 hours. Employees working a 40 hour workweek accrue at the rate of 8 hours per pay period to a maximum of 96 hours.
Resource and per diem employees
Resource and per diem employees accrue sick time at the rate of .034 hours for every one hour of work to a maximum of 48 hours. Employees in this category may use a maximum of 24 hours per year.
Student workers accrue sick time at the rate of .034 hours for every one hour of work to a maximum of 48 hours. Employees in this category may use a maximum of 24 hours per year.
Teaching and research assistants
Teaching and research assistants accrue paid sick time at the rate of 5.78 hours for every month of 100% work to a maximum of 48 hours. Employees in this category may use a maximum of 24 hours per year.
Policy for faculty sick time can be found in the Faculty Handbook, Section 3.
Policy for postdoctoral scholars can be found in Appendix B of the Postdoctoral Scholars policy.
Provisions that apply to all employees
When a new employee begins work other than on the first day of a pay period, s/he accrues prorated sick time. For employees working less than 100%, the rate of accrual is prorated based on the percentage of time worked. Employees may not use sick time before it is accrued or “accrue” a negative sick time balance.
Sick time is not accrued during unpaid leaves of absence, 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).
Employees who transfer or are promoted within the university carry their accrual balance with them up to the maximum balance allowable for that employee category. At no time will a staff employee be paid for unused sick time, including upon termination from the university. However, if a terminated employee is rehired within 12 months, their sick time accrual balance will be restored up to the maximum balance allowable for that employee category.
In the event that a manager or employee believes that there may be a discrepancy with the sick time accrual rate or balance, the Workday record will be used to resolve the dispute. Employees who have a dispute over their sick time accrual rate or balance must submit to their school/division human resources office documentation to support their claim. If there is no resolution to the dispute through the school/division human resources office, the employee may submit their claim with supporting documentation to the university leave coordinator in Human Resources Administration.
Sick time posting
The university’s official system of record for calculating and posting sick accruals is Workday. 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. Hourly employees may use accrued sick time once available in their respective timekeeping system (TrojanTime or Kronos).
Requests for sick time off
Sick time can be requested only for hours the employee is scheduled to work. As soon as an employee knows s/he will be unable to report to work due to his/her health condition or that of an eligible family member, the employee must contact his/her manager in writing or verbally following standard departmental procedures. The employee and the manager are responsible for recording the absence in their respective timekeeping system (for staff on a biweekly pay cycle) or Workday (for staff on a monthly pay cycle).
If the absence extends beyond three days, the manager may ask the employee to present a statement from the attending physician. For sick time taken for doctor or dentist appointments, the employee should notify his/her manager at least one week prior to the scheduled appointment. Failure to notify the manager may be cause for disciplinary action.
Retaliation or discrimination against an employee who requests or uses paid sick days is prohibited.
Human Resources Administration
Todd R. Dickey, Senior Vice President, Administration
University of Southern California