HR0380 – Sick Leave

Effective: February 1, 2014
Revision No: 17
Topics:
General Guidelines Reemployment by a State Agency
Sick Leave Accrual Rates Termination of Employment
Leaves of Absence Retirement
Leave Adjustments Death of Employee in Active Pay Status
Transfers From a Leave Accruing Position Procedures
Transfer to Another State Agency Related Policies
Objective:

To protect regular staff and 12-month faculty against loss of earnings due to personal or family (spouse, child, or parent) illness, injury, and/or due to childbirth or adoption.

Policy:

General Guidelines[top]

  1. The following information applies to regular employees and 12-month faculty:

    1. With the exception of military leave, employees must be in an active status to accrue sick leave. ("Active status" does not include any period of unpaid leave of absence or any non-working period for a flex-year employee.)
    2. Employees will accrue sick leave on a monthly basis on the first day of each month. New hires will receive sick leave on the first day of employment subject to 1c.
    3. The amount of sick leave accrued will be based upon both the work schedule (planned working time) as recorded in IRIS and the number of workdays in the month the employee is eligible to accrue leave.
    4. Sick leave taken will be paid at the employee's regular rate of pay.
    5. Sick leave may not be taken until accrued and may not be advanced. When possible, e.g., medical appointments, it must be approved in advance by the supervisor.
    6. The university may require a physician's statement of illness or injury before granting sick leave. The university may require a fitness for duty certificate in accordance with POLICY HR0338, Family and Medical Leave. Abuse of sick leave by an employee may result in the withholding of payment for the sick leave and possible disciplinary action.

Sick Leave Accrual Rates [top]

  1. Eligible regular full-time employees accrue sick leave at the rate of eight hours per month.
  2. Eligible regular part-time employees who begin employment on or before January 31, 2014, will accrue sick leave at a rate pro rata to their planned working time in IRIS.

    Eligible regular part-time employees who begin employment on or after February 1, 2014, accrue sick leave if their planned working time in IRIS is 75 percent effort or more. Sick leave is accrued at a rate pro rata to their planned working time in IRIS at 75 percent or more.

    If a regular part-time employee who begins employment on or after February 1, 2014, has a planned working time in IRIS less than 75 percent, he or she is ineligible to accrue sick leave. However, any unused sick leave balance may be requested and approved by the supervisor for use until it is exhausted.

  3. The accrual rate in effect on the day the employee accrues leave determines the accrual for the month.

Leaves of Absence [top]

  1. During employment, if an absence without pay exceeds any two weeks, the employee should be placed on leave of absence without pay. Any sick leave earned in the month in which they return to work will be accrued on the first day of the month they return to an active pay status and prorated according to 1c. If an employee fails to return from a leave of absence with or without pay, any unused sick leave will be held in an inactive status.

Leave Adjustments[top]

  1. Within the IRIS retroactivity period, adjustments can be entered in IRIS. Time evaluation will automatically re-evaluate the time for the prior pay periods.

    Adjustments for pay periods older than the retroactivity period are made by a quota correction processed by the campus human resources office. Requests and supporting documentation should be forwarded for these adjustments.

Transfers From a Leave Accruing Position[top]

  1. When an employee who has been accumulating annual and sick leave transfers to a position which does not accrue leave, the unused sick leave will be held in an inactive status. If the employee retires or later returns to a position with the university or another state agency for which annual and sick leave accrue, the sick leave balance will be restored to the employee in accordance with applicable statutes and the policies of the hiring organization.

Transfer to Another State Agency [top]

  1. If an employee terminates employment with the University of Tennessee without a break in service to accept employment with another state agency or state Board of Regents institution, all accumulated sick leave will be transferred to the employing agency.

Reemployment by a State Agency[top]

  1. If the former employee is reemployed by a higher education institution or a state agency in an eligible status and the sick leave balance is verifiable, it is restored to the employee in accordance with applicable statutes and the policies of the hiring organization.

Termination of Employment[top]

  1. At termination, any unused sick leave is held in an inactive status. Unused sick leave is not paid at termination.

Retirement[top]

  1. For the Tennessee Consolidated Retirement System (TCRS), Joint Contributory Retirement System (JCRS), Civil Service Retirement System (CSRS) and Federal Employees Retirement System (FERS) members, all unused sick leave is credited toward retirement. However, unused sick leave is not included as creditable service for disability retirement. Subject to changes in the plans, all university retirement plans add unused sick leave to an employee’s total years of service to determine the state's portion, if any, of retiree insurance premiums.

Death of Employee in Active Pay Status [top]

  1. See POLICY HR0307, BENEFIT IN THE EVENT OF AN EMPLOYEE DEATH, regarding payment for accrued sick leave.

PROCEDURES:[top]
Knoxville:  hr.utk.edu/policies/
Health Science Center:  uthsc.edu/policies/w932_document_list.php?app=HR
Space Institute:  personnel.utsi.edu/procedures/index.html
Institute of Agriculture: ag.tennessee.edu/Pages/UTIApolicies.aspx