2.2 Illness Days (Revised as of 8/18/16)

Description

The purpose of this policy is to outline the university's rules governing usage of illness days for non-represented (academic and non-academic) exempt and non-exempt employees.

Policy

Illness days off with pay are provided to all personnel working at least half-time.

For individuals employed at least half-time, but less than full-time illness days are banked in proportion to time worked (e.g., a person with a halftime appointment accrues/earns illness days at 50% of the full-time rate).

Illness days for staff members transferring from one staff group to another will be transferred up to the maximum level allowed for the group into which the person is transferred.

Payment for illness days is made on regular payroll days at the regular rate of pay and to the extent illness days are available.

The university reserves the right to require verification of a staff member's inability to work from a physician of his/her choice before benefits are paid from the illness day bank. The university also reserves the right to require additional verification from a physician or other provider of its choice.

All General Service Support (i.e. Non-Rep Non-Exempt Clerical) staff members employed prior to February 1, 1989, upon timely notification of resignation (i.e. minimum of two weeks’ notice) following completion of five or more years of continuous full-time service, are eligible to be paid up to one quarter of their accumulated illness days, not to exceed a maximum of 112.5 hours.

In the event of an employee's death, one half of the hours accumulated in the deceased staff member's illness day bank will be paid to the heirs of the former staff member in accordance with state statutes. The maximum payout will not exceed 225 hours.

Terms/Definitions

Exempt

Employees who are determined to be executive, administrative or professional employees as defined by the Fair Labor Standards Act.

Non-Exempt

Employees who are covered under the Fair Labor Standards Act with regard to overtime, minimum wage, equal pay, record keeping and child labor provisions.

They are paid overtime as outlined by this law and as described under the university's policy on overtime and/or collection bargaining agreements.

General Support Staff: Non-exempt employees who are in secretarial, clerical and technical classifications.

2.2.1 ELIGIBILITY AND ACCRUAL/AWARD

Non-Exempt Staff (employees in e-classes NN and NC)

Full-time employees are eligible to accrue illness days at the rate of 6.38 hours per each bi-weekly pay period completed without loss of pay. Illness days may accrue up to a maximum of 1,500 hours.

Use of illness days is not permitted prior to completion of three months of service in an eligible classification.

Illness days will accrue during an absence with pay but not during approved leaves of absence without pay.

Exempt Staff (employees in e-classes listed below)

C2 (12 Month Chair/Academic Directors)

C9 (9 Month Chair/Academic Directors)

D2 (12 Month Academic Administrators)

D9 (9 Month Academic Administrators)

EX (Executive)

F2 (NR 12 Month Faculty Over 50%)

F9 (NR 9 Month Faculty Over 50%)

MA (Management)

NE (Non-rep Professional Exempt)

R2 (12 Month Research)

R9 (9 Month Research)

Full-time staff members receive 165 hours of illness pay upon appointment. On each anniversary date of the original appointment to the eligible classification, the staff member will be granted an additional 165 hours, up to a maximum of 990 hours.

During any twelve consecutive months, employees are eligible to receive continued earnings during absences due to illness/injury up to the maximum number of hours granted prior to the beginning of the period of absence.  No additional hours are granted while illness hours are being used or during approved leaves of absence without pay.

2.2.2 REPORTING ABSENCE DUE TO ILLNESS

An employee is to report absence due to illness to his/her supervisor as soon as possible within the scheduled work period of the first day of absence.

Failure to report absence due to illness on each day is considered unauthorized absence and can result in loss of pay for the day. Longer intervals between calls may be established by the supervisor if it is determined that the employee will be off for an extended period.

Absence due to illness may require verification by medical authorization including one designated by the HR Client Services department, if is requested by the Administrative Head of the unit.

Notification of a requirement of medical verification will be given to the employee in written form. Such notification will state the reason(s) for requiring medical verification.

2.2.3 EXCUSED ABSENCE WITH PAY

Full-time staff members shall be granted excused absences with pay for personal illness, emergencies, and special needs. Such absences are charged to the staff member's Illness Day Bank and shall be reported on the Payroll Time/Exception Report.

The supervisor, business manager or designated person within the employee's unit is required to report all illness absences of more than three (3) consecutive work day duration to the university’s Third Party Administrator (TPA) for FMLA case management, regardless of arrangements made to cover the assignments of the individual who is ill.  Refer to the university’s Family Medical Leave Act (FMLA) policy outlined in APPM section 3.4.5.

All Special Needs absences and Any Purpose days, need prior approval from the employee's unit head. Personal business absence should be reported as "Any Purpose (earnings code AP)". Other absences addressed in this policy should be reported as outlined in sections below.  

Non-Exempt Staff

Staff members may use illness days for their own illness or injury and, in addition, are eligible to charge the following absences occurring within any fiscal year period to their accrued illness bank:

Any Purpose

Up to a total of 37.5 hours per fiscal year period may be used following completion of nine months of University service for personal business. Such hours should be reported as “Any Purpose” (earnings code AP), as outlined above.

Death in the Immediate Family

Up to a total of 37.5 consecutive hours per each death of a member of the immediate family.  Such hours should be reported as “Death in the Immediate Family” (earnings code DF).

Exempt Staff

Staff members may use illness days for their own illness or injury and, in addition, are eligible to charge the following absences occurring within any fiscal year period to their accrued illness day bank:

Any Purpose

Up to a total of 15 hours within a fiscal year period following completion of six months of service. Such hours should be reported as “Any Purpose” (earnings code AP)

Funeral Not in the Immediate Family

Attendance at the funeral of a person not in the immediate family (up to 7.5 hours per occurrence). Such hours should be reported as “Funeral Not in the Immediate Family” (earnings code FN).

Death in the Immediate Family

Up to a total of 37.5 consecutive hours per each death of a member of the immediate family.  Such hours should be reported as “Death in the Immediate Family” (earnings code DF).

Special Needs

Care of member of the immediate family (up to 15 consecutive hours per occurrence). “Special Needs” (earnings code SN).  

 (An immediate family member is generally defined as husband, wife, father, mother, brother, sister, son, daughter, grandmother, grandfather, mother-in-law, father-in-law, daughter-in-law, and son-in-law. The University recognizes other than the traditional family relationships as equally significant.)

The time period for reporting all Special Needs (earnings code SN) absence is defined as a fiscal year, beginning October 1 and ending September 30.

2.2.4 PREGNANCY AND RELATED ILLNESS

Employees affected by illness or disabilities resulting from pregnancy, childbirth, and related medical conditions, are treated the same as employees affected by other illnesses or disabilities.

Employees affected by illness or disabilities resulting from pregnancy are required to notify the university in accordance with the notification procedures for other illnesses or disabilities.

An employee illness or disability resulting from pregnancy, childbirth, and related medical conditions, shall be covered by the same benefits and procedures as any other illness/disability in this manual.

An employee who does not wish to work prior or subsequent to delivery, but who is not ill or disabled, may request a Personal Leave of Absence under the same terms as such leaves are available to other employees.

2.2.5 MANDATORY ILLNESS ABSENCE

A university staff member may be placed on mandatory illness absence whenever there is reason to believe that he/she is suffering from a physical and/or mental condition that prevents proper fulfillment of assigned duties and responsibilities and that cannot be reasonably accommodated or may jeopardize his/her own safety or that of others.

The HR Client Services department, in cooperation with the affected unit administrator, will arrange for an evaluation examination at no expense to the staff member.

The health evaluator will, following examination, consult with appropriate university administrators concerning the staff member's mandatory illness absence status.  Regular earnings will be continued for the staff member on mandatory illness absence to the extent of illness/vacation days available. Short-term disability income benefits and the university's long-term disability program may be applicable thereafter.