3.1. 6 Sick Days

Policy Section: Leaves of Absence

Policy Number and Title: 3.1.6 Sick Days
Applicable to: HR Regular, Term, & Temporary Employees*
Effective Date: October 29, 2018

Responsible Executive: Lianne Sullivan-Crowley

Responsible Office: Office of Human Resources

Contacts: Senior HR Managers

Last Update: July 1, 2012

Purpose

The University provides employees with paid time off for occasional absence from the workplace for personal illness; injury; medical appointments; meetings related to domestic or sexual violence, including treatment, counseling, or legal services; school-related conferences, meetings, or events regarding your child’s health or education; among other reasons. Employees can also use sick days for the care of family members or resident members of the household. For eligibility, definitions of family members, and other details, refer to the New Jersey Paid Sick Leave Act with which this policy complies.

Union employees should refer to their current union contracts. Sick days are included in the allotment for nonunion maintenance and service employees receiving bundled time.

Application

Rules and procedures for how employees accrue and use paid sick time are based on their employee category, e.g., regular or term benefits-eligible, temporary, union, nonunion, etc.
Sick Leave Allotment
Benefits-eligible full-time employees accrue sick time during each fiscal year (July 1 to June 30) as follows:
Employee Categories
Full-time regular and term benefits-eligible nonunion monthly- and biweekly-paid employees
Sick Days
  • 8 days per fiscal year of either 7.25 or 8 hours per day, depending on work schedule, normally credited on July 1 for that fiscal year
  • up to 40 hours may be reinstated if rehired within 6 months of separation equivalent of .92 days for biweekly-paid staff)
Part-time regular and term benefits-eligible nonunion monthly- and biweekly-paid employees
  • 8 days prorated based on the reduced work schedule, and adjusted as needed; refer to the absence management calculation schedule
  • up to 40 hours may be reinstated if rehired within 6 months of separation
Maintenance and service biweekly-paid, non-union nonexempt employees (who do not receive bundled time)
  • Included in the allotment for nonunion maintenance and service
Union employees
Temporary employees
  • 1 hour of paid sick leave earned for every 30 hours worked, up to a maximum of 40 hours in Princeton’s fiscal year
  • Usage may begin 120 days after beginning employment
New Hires

Regular and term employees

  • Hired between July 1 and December 31: 8 sick days
  • Hired between January 1 and June 30: 4 sick days
  • May begin to use available sick leave immediately

Temporary employees

  • May begin to utilize sick leave upon the later of (1) February 26, 2019, or (2) 120 calendar days after their date of hire, and thereafter as it is accrued
Usage
Managers may request that employees arrange nonemergency, planned doctor visits or procedures around the needs of the department and provide advance notice. Approval for nonemergency, planned time off is normally based on the operational needs of the department and should be reasonably given. Managers may temporarily restrict nonemergency, planned sick leave during a peak period or special event where absences may unduly disrupt operations, e.g., Reunions. Managers must provide employees reasonable advance notice of the restricted times. 
Tracking Time Off

Sick days are tracked and paid in hours. Managers and their employees are responsible for maintaining accurate time and attendance records to:

  • ensure sick time balances are known and documented at all times
  • be compliant with University policies and applicable law
Flexible or Irregular Work Schedule
Employees working a flexible or irregular work schedule are expected to follow the same policy guidelines as employees on a regular work schedule.
Unused Sick Days Employee Category Carryover Permitted Maximum Available In One Year
Regular and Term, Full-Time 8 days 16 days
Regular and Term, Part-Time 8 days prorated based on the reduced work schedule, and adjusted as needed 16 days prorated based on the reduced work schedule, and adjusted as needed
Temporary 40 hours 40 hours
Rehired temporary within 6 months of separation All unused accrued sick leave at the time of separation up to 40 hours 40 hours
Need for Additional Sick Days If regular to term employees need more than their allotted number of sick days, the absence, with supervisory approval, may be charged as vacation, personal days, or leave without pay. Managers should discuss such cases with their senior HR manager.
Sick Day Payout Unused sick days are not compensated upon termination or retirement or at the start of an unpaid leave of absence.
Short Term Disability An absence of eight full consecutive calendar days may qualify as a short term disability. For more information, refer to policy 3.1.10 Short Term Disability.
Illness or Injury During Vacation Refer to policy 3.1.8 Vacation Days.
Use of FMLA and/or NJ FLA For information about charging time off to family leave, refer to policy 3.2.1 Family and Medical Leave.

Roles & Responsibilities

Scheduling

Employees:

  • When foreseeable, request the use of earned sick days as soon as possible. For unplanned absences, call or e-mail supervisors at the beginning of the workday or as soon as possible thereafter by following the department’s normal procedures.
  • Enter sick days taken in the Time Collection System.
  • View balances in Absence Management in HR Self Service.  

Supervisors:

  • Develop and communicate clear, consistent, and reasonable call-out and tracking procedures for sick days.
  • For scheduled physician appointments, approve the request or suggest an alternative sick day to accommodate both the employee and department’s operational needs.
  • Follow the normal process for short term disability, if appropriate. Ensure any work days charged as sick days are restored upon approval of the short term disability leave of absence, as applicable.
  • Ensure employees are tracking time off. View absence balances in Absence Management in HR Self Service.

Contacts

Office of Human Resources

hr@princeton.edu

(609) 258-3300

Related Documents

New Jersey Paid Sick Leave Act

3.1.8 Vacation

3.1.9 Personal Days

3.2.1 Family & Medical Leave

Application Form for Temporary Benefits & Medical Certificate

Disability Plans & Related Information

Update Log

October 29, 2018: Revised to comply with New Jersey Paid Sick Leave Act

* Employees appointed through the Office of the Dean of the Faculty should refer to the dean of the faculty website for more information.