3.1. 6 Sick Days

Policy Section: Leaves of Absence

Policy Number and Title: 3.1.6 Sick Days
Applicable to: All HR Regular Employees
Effective Date: July 1, 2012

Purpose

The University provides employees with paid time off for occasional absence from the workplace needed for personal illness, injury or medical appointments. Employees can also use sick days for the care of a sick or injured immediate family member or resident member of the household. Managers should develop and communicate clear, consistent and reasonable call out and tracking procedures for sick days. 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

Allotment
At the beginning of each fiscal year, i.e., July 1, full-time employees receive an allotment of eight sick days for the year. Part time employees receive prorated sick days based on their reduced work schedule. Refer to the appropriate calculation schedule provided.
New Hires
In the first year of employment, employees hired between July 1 and December 31 are allotted eight sick days for that fiscal year.
 
Employees hired between January 1 and June 30 are allotted four sick days for the remainder of that fiscal year.
Usage
As a best practice, employee should take their sick time be taken in full- or half-day increments. Managers may request that employees arrange nonemergency planned doctor visits or procedures around the needs of the department. Sick days are tracked and paid in hours.
Tracking Time Off
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 and
  • be compliant with the provisions of federal, state and university regulations.
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
Employees may carry over any portion of their eight unused sick days from one fiscal year to the next fiscal year. The maximum number of sick days that an employee may have available for use, in total, in any fiscal year is 16.
Need for Additional Sick Days
If an employee needs 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 the Office of Human Resources for policy guidance.
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:
Requests sick days in advance of scheduled physician appointments, whenever possible. For unplanned absences, calls or e-mails supervisors at the beginning of the workday or as soon as possible thereafter by following the department’s normal procedures.
 
Supervisor:
For scheduled physician appointments, approves the request or suggests an alternative sick day to accommodate both the employee and department’s business and operational needs. 
 
Follows the normal process for short term disability, if appropriate. Ensures any work days charged as sick days are restored upon approval of the short term disability leave of absence.
 
Ensures employees are tracking time off.

Contacts

Office of Human Resources
(609) 258-3300
Office of the Dean of the Faculty
(609) 258-3020

Other Policies

Related Documents

Last revised July 1, 2005.