POLICY NO: 613
EFFECTIVE DATE: 08/18/2004
SICK LEAVE AND SHORT TERM DISABILITY FOR EMPLOYEES AT OR ABOVE POSITION GRADE 29 OR IN GRADES E, F, G, H
Full-time faculty as defined by the Faculty Handbook and regular full-time exempt staff members who are classified as position grade 29 or higher or position grades E, F, G, H are eligible for sick leave and short term disability benefits described in this policy.
Not more than one (1) month of sick leave and five (5) months of combined available paid time off and short term disability may be used during a period of twelve (12) consecutive months. Holidays or special vacation periods which may occur during a period of short term disability are not added to the short term disability period.
613.1 SICK LEAVE
Sick pay is full base salary and benefits. Eligible employees who must be absent because of illness are entitled to salary continuation for any days of illness up to a cumulative total equal to one month in each benefit year. For purposes of this benefit, one (1) month is twenty-two (22) working days, and the benefit year is the period from July 1 through June 30.
Sick leave is provided for the reasons stated in this policy and may not be used for other purposes. Sick leave may not be advanced.
613.2 SHORT TERM DISABILITY
Short term disability is continuation of full base salary and benefits after sick leave benefits and available paid time off have been exhausted.
613.3 ADMINISTRATION
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Sick Leave
When an employee has been out on sick leave for more than three (3) consecutive work days, he/she is required to submit documentation from a health care provider to their supervisor certifying the medical necessity for the absence and expected date of return to work. Additionally, where an employee has been out on sick leave for more than three (3) consecutive work days, the supervisor is expected to notify the staff member, either by phone or in writing, that the University is provisionally designating the use of that sick leave as Family Medical Leave in addition to sick leave.
An employee who claims sick leave benefits may be required by his/her immediate supervisor to present a health care provider's statement certifying the medical necessity for an absence.
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Short Term Disability
Whenever it appears likely that the one (1) month sick leave benefit may be exceeded, the employee's supervisor or department head completes a Short Term Disability Application specifying the last day of active service and the day on which the current period of salary continuation will end. The current period of salary continuation includes all remaining days of sick leave, unused paid time off, and, if approved, short term disability. The application is forwarded to the Division of Human Resources/Benefits. The employee also must furnish the Benefits office with a health care provider's statement indicating both the diagnosis and prognosis for the illness. When such a request is made, the certification must be provided within twenty (20) calendar days of the request.
The application for short term disability is forwarded to Benefits. Benefits will respond with an approval or denial and include either the time period allowed or the reason for denial. The University reserves the right to require that the employee submit to examinations by a health care provider of the University's choosing for continuation of payments or as a condition of receiving these benefits under this policy.
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Other
Employees absent from work on sick leave, paid time off, short term disability, or leave without pay are entitled to return to an equivalent or similar position without reduction in salary or loss of service credit.
Disability resulting from pregnancy is treated like other disabilities with respect to paid leave time; the normal period of disability from the date of delivery is a maximum of eight (8) weeks.
Employees that use short term disability may be required to concurrently use benefits under the Family Medical Leave policy.
Employees who have illnesses which are expected to continue beyond the short term disability period, may be eligible for benefits under the University’s Long Term Disability policy.
*For staff using Flexible Work Options, Paid Time Off usage will be governed by the Flexible Work Options Guidelines.
Applicability: Faculty members and regular exempt staff at or above position grade 29 and regular exempt staff in grades E, F, G and H
Cross-reference: Policy 404, Policy 405, Policy 412, Policy 603, Policy 607, Policy 629, Policy 631
Supersedes Policy Number(s): 613 (06/01/1998, 01/12/1999)
Letter #1 – FML Provisional Letter (Microsoft Word 97/2000)
Use this letter if staff member has been out sick for more than 3 consecutive days and has not notified you that s/he will be out for a possible FML qualifying event.
Letter #2 – FML Provisional Letter (Microsoft Word 97/2000)
Use this letter if staff member has notified you that s/he will be out for a possible FML qualifying event for his/her own serious medical condition.
Letter #3 – FML Provisional Letter (Microsoft Word 97/2000)
Use this letter if staff member has has notified you that s/he will be out for a possible FML qualifying event to care for a family member with a serious medical condition.
Letter #4 – FML Provisional Letter (Microsoft Word 97/2000)
Use this letter if staff member has notified you that s/he will be out for a possible FML qualifying event for birth/placement of a child for adoption.
Family Medical Leave Forms
Including the Physician's Certification Form and the Short Term Disability & Family Medical Leave Request Form