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- FAQ: Temporary Worker Paid Sick Leave
Frequently Asked Questions: Temporary Worker Paid Sick Leave
This list of Frequently Asked Questions refers to Policy 114 (Temporary Extra Persons) in the Human Resources Policy Manual.
FAQ: Temporary Worker Paid Sick Leave
Beginning May 13, 2015, temporary workers who are appointed to work or who do work for the University of Pennsylvania in Philadelphia, PA, or the surrounding area (e.g., New Bolton Center, Morris Arboretum, Glenolden) for six (6) or more months in a calendar year will accrue paid sick leave at the rate of one (1) hour of sick leave for every 40 hours worked. Temporary workers who are appointed to work and who do work fewer than six (6) months are not eligible for sick leave. Temporary workers employed by the University of Pennsylvania in other states or municipalities are subject to the ordinances and laws of those respective areas.
Please note the following temporary staff members are not eligible for paid sick leave:
- Temporary workers who are appointed to work or who do work fewer than six (6) months
- Temporary workers (in grade TEM) that also have regular full-time or part-time staff positions as job 1, 2, 3, or 4 and/or have part-time or full-time faculty appointments (grade FAC) as job 1, 2, 3, or 4
- Staff in grades: INT (Intern), STU (Student Worker), CWS (College Work Study) or CNT (pay continuation under PDST)
- Temporary workers covered by Collective Bargaining Agreements
Accrued sick time may be used for the following reasons:
- Medical diagnosis, care, treatment, or preventive medical care of the temporary worker’s own physical or mental illness, injury, or health condition
- Medical diagnosis, care, treatment, or preventive medical care of a family member’s* physical or mental illness, injury, or health condition
- Absences necessary due to domestic abuse, sexual assault, or stalking provided the leave is to allow the temporary worker or the worker’s family member to obtain:
- Medical attention needed to recover from physical or psychological injury or disability caused by domestic or sexual violence or stalking
- Services from a victim services organization
- Psychological or other counseling
- Relocation due to domestic or sexual violence or stalking
- Legal services or remedies, including preparing for or participating in any civil or criminal legal proceeding related to or resulting from domestic or sexual violence or stalking.
According to the Temporary Extra Persons Policy, family member is defined as:
- a biological, adopted or foster child, stepchild or legal ward or a child to whom the employee stands in loco parentis
- a biological, foster, stepparent or adoptive parent or legal guardian of the temporary worker or a temporary worker’s spouse or a person who stood in loco parentis when the temporary worker was a minor child
- a spouse or same-sex domestic partner
- a grandparent or spouse of a grandparent
- a grandchild
- a biological, foster, or adopted sibling or spouse of a biological, foster or adopted sibling
- a Life Partner (as defined in section 9-1102 of the Philadelphia Code).
Most of Penn temporary workers are non-exempt and are paid on a weekly basis. The payroll system was modified to accrue and track sick time for eligible non-exempt temporary workers. Temporary workers paid on a weekly basis should indicate sick time taken on their weekly time sheets. This sick time should be entered in the payroll system by the department’s business administrator or designee.
Only about 20 Penn temporary workers who are eligible for sick leave are exempt and are paid on a monthly basis. Eligible exempt temporary workers must have their sick leave accrual and usage tracked manually by their respective departments. To assist in this effort, Human Resources has developed a spreadsheet that can be used by the department to accrue and track sick time for eligible exempt temporary workers. The spreadsheet contains formulas that will accrue the appropriate sick time (1 hour for every 40 hours worked) and maintain balances. Click here for the spreadsheet with instructions.
More information can be obtained from:
- the supervisor
- the school/center Human Resources representative
- the Temporary Extra Persons Policy
- Human Resources, Staff and Labor Relations (215) 898-6093
To enter sick time in the Payroll System for a non-exempt temporary worker follow the steps below:
- Log into the Payroll System
- Go to Screen 005: Time Reporting and Data Entry
- Select 01: Weekly Time Reporting
- Select 001: POSITIVE TIME REPORTING
- Put in your Org #
- You should get a list of the relevant staff members and their information
- Place your cursor by the staff member’s name and type in the letter “I” and hit enter
- Then type TX in the first field and SCK for Sick and enter number of hours of sick leave temporary worker took
- Hit Enter