| Policy Section: | Leaves of Absence |
| Policy Number and Title: | 3.16 Sporadic Absence Policy |
| Applicable to: | All HR Employees |
| Effective Date: | July 1, 2005 |
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POLICY STATEMENT |
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The Princeton University Sporadic Absence policy provides employees with up to eight (8) paid sporadic absence days per fiscal year. |
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EFFECTIVE DATE |
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The Princeton University Sporadic Absence policy is effective July 1, 2005. |
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APPLICATION OF THIS POLICY |
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The Princeton University Short-term Sporadic Absence policy applies to regular, benefits eligible staff.[1] Union employees should refer to their collective bargaining agreement. Sporadic absence time may be taken by the employee for personal illness, injury or accident or for the care of a sick or injured immediate family member or resident member of the household. Sporadic absence time also may be used for medical appointments, which cannot be scheduled outside of work hours, for the employee or for a member of the immediate family. Time taken for medical appointments for the employee or member of the immediate family or household may also be charged with supervisory approval to vacation time, optional holidays, time off for compelling reasons, paid time off, or leave without pay. |
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POLICY PROVISIONS |
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| New Hires |
In the initial year of employment,
employees hired between July 1 and December 31 are allowed up to eight (8)
sporadic absence days for the fiscal year of hire.
Employees hired between January 1 and June 30 will be allowed four (4) sporadic absence days for the fiscal year of hire. Newly hired employees are allowed up to two (2) sporadic absence days during the 90-day probationary period. (See: Conditions of Employment/Introductory Period.) |
| Unused sporadic absence days |
Employees may roll over any portion of
their 8 unused sporadic absence days from one fiscal year to the next fiscal
year, up to a combined maximum of 16 days per fiscal year.
The maximum number of sporadic absence days that an employee may have available for use, in total, in any fiscal year is 16. Unused sporadic absence days are not compensated upon termination. |
| Exceeding the allotted sporadic absence days. | If employees need more than their available number sporadic absence days, the absence, with supervisory approval, may be charged as vacation time, optional holidays, time off for compelling reasons, paid time off, or leave without pay.[2] |
| Short-term Disability | An absence of eight full consecutive calendar days may qualify as a short-term disability. (See: Leaves with Pay/Short-term Disability.) |
| Abuse of Sporadic Absence Time | Employees who are considered by their supervisors and/or Human Resources to have abused sporadic absence time may be warned that continuing absences may be cause for discipline or termination of employment. (See: Conditions of Employment/Absence from the Workplace.) |
| Sporadic absence during vacation | Sporadic absence due to accident, illness or injury that occurs during a vacation period is charged normally to vacation. However, an employee may request that this time be charged as a sporadic absence providing there is appropriate documentation from a physician (see: 3.18 Vacation Leave). |
| Use of FMLA and/or NJ FLA | Under certain circumstances, it might be appropriate to charge time off for one’s personal illness or for taking care of a family member to federal Family and Medical Leave or NJ Family Leave. For more information, please refer University policy |
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ROLES, RESPONSIBILITIES AND PROCEDURES |
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| Supervisors |
Maintain records of employee's absences due to sporadic illness, including hours and half days needed for doctor appointments Follow the normal process for short-term disability, if appropriate Restore those consecutive calendar days charged to sporadic absences which have resulted in the current short-term disability |
| Employees |
Notify supervisors at the beginning of the day, or in accordance with departmental guidelines, of illness and impending absence. Notify supervisors within a week of a scheduled doctor’s appointment or as soon as possible if the appointment is the result of unexpected circumstances. |
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CONTACTS |
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| Office of Human Resources | |
| Application for Temporary Benefits and Medical Certificate | |
| FMLA Policy |
Family and Medical Leave 3.31 |
| Other Policies |
Vacation 3.18 www.princeton.edu/hr/policies/leaves/318.htm Sporadic Absence 3.16 www.princeton.edu/hr/policies/leaves/316.htm Absence From the Workplace 5.26 |
| Other Information |
Temporary Disability Homepage www.princeton.edu/hr/ben/tdhome.htm Temporary Disability Process www.princeton.edu/hr/ben/tdprocess.htm Short-term Disability Q & A |
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[1]
Non-DOF or PPPL employees. |
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