Employee Policies Manual Policy Index
 

Sick Time (Staff)

Wilkes University provides paid sick time to all eligible employees. Paid sick time is intended to provide income protection in the event of the employee’s own illness or injury. Employees may also use up to 5 total sick days per calendar year to care for a dependent sick child (children) up to age 14. Employees are encouraged to schedule medical appointments outside of their normal work hours. If this is not possible, sick time may be used to replace regularly scheduled work hours if employees miss work time due to a medical appointment. All sick time is paid at base pay rate at the time of absence and does not include any special forms of compensation.

ELIGIBILITY

Employees in the following employment classification(s) are eligible to earn and use sick time as described in this policy:

  • Full-time staff - Minimum 35 hours per week for 12 months
  • Full-time employees ECLASS M9 - Minimum 35 hours/week for a minimum of 9 but less than 12 months
  • Part-time staff (Minimum 1,000 work hours for 12 months)
  • Introductory staff employees

Sick leave benefits are calculated on the basis of a "fiscal year" (June 1 through May 31). Paid sick leave can be used in minimum increments of one hour. Unused sick time accumulates until termination of employment with Wilkes University and is not compensable upon termination.

ACCRUALS

New staff employees whose first start date is not the first day of the month will be eligible to accrue sick time the first day of the following month.

Full-time staff employees scheduled to work a minimum of 35 hours per week for twelve months will accrue sick leave benefits at the rate of 10 days (5.84 hours or 6.67 hours per month depending on work schedule) per year.

Full Time employees ECLASS M9 scheduled to work 35 hours/week for at least 9 months but less than 12 months will accrue sick leave benefits at the rate of 7 days (5.84 hours per month worked).

Part time staff employees who work an average of 20 hours/week for 12 months and have at least 1,000 recorded work hours are eligible for 3 days (12 hours) of paid sick time.

PROCEDURE

Employees who are unable to report to work due to illness or injury should notify their direct supervisor as soon as possible prior to their scheduled start time. In an emergency situation when the employee is unable to report off in a timely fashion, they or someone so designated should notify the supervisor as soon as possible. Employees or their designee should also contact the direct supervisor on each additional day of absence, unless the employee has submitted a physician's certification indicating the expected duration of the illness. If an employee fails to contact their supervisor on each and every day of absence (unless on an approved medical leave), the absence will be considered unexcused and may result in loss of pay for missed time and/or disciplinary action, up to and including termination of employment. Excessive and/or unexcused sick time may result in disciplinary action, up to and including termination of employment.
Employees who are absent for three or more consecutive days due to illness/injury, may be required to provide a physician's statement to verify the existence of the illness/injury and the beginning and expected end dates of absence related to the illness/injury. Such verification may also be requested for other absences and may be required as a condition to receiving paid sick time.

FMLA

Employees using greater than three sick days for their own illness may be eligible for protection under the Family and Medical Leave Act (FMLA). In addition, employee absences related to the care of a family member with a serious health condition may also be covered under provisions of FMLA. Employees must contact the Benefits Coordinator for more information related to FMLA coverage and requirements.

BUY BACK

Full Time
Active Full Time employees must have accrued at least 34 sick days and must always maintain a bank of at least 30 sick days to be eligible for the buy back. Unused sick days are paid at the rate of 1 day for every 4 sick days, thus reducing the amount of paid days by 4 days. The following chart provides an example of a buy back calculation for a full time employee with 40 accrued sick days:

ACCRUED

REQUIRED BANK

ACCRUED MINUS REQUIRED BANK

CONVERTED TO BUY BACK

DAYS

HOURS

DAYS

HOURS

DAYS

HOURS

DAYS

HOURS

35 hours/week

40

280

30

210

10

70

2.5

17.5

40 hours/week

40

320

30

240

10

80

2.5

20

Part Time
In the event that sick time is not used by the end of the fiscal year, part-time employees may carry a maximum of 3 days (12 hours) unused time forward to the next fiscal year. Upon accumulation of 3 sick days, a part time employee can opt to have the unused sick days paid at the rate of 1 day for every 3 sick days, thus reducing sick leave by 3 days. The following chart provides an example of a buy back calculation for a part time employee with 6 accrued sick days:

ACCRUED

CONVERTED TO BUY BACK

DAYS

HOURS

DAYS

HOURS

PART TIME

6

24

2

8

All employees who are eligible for the buy back are notified by the Human Resources Department in June. Requested payments are processed in July at the employee’s rate of pay on May 31 of that calendar year.

Effective Date: 6/1/2004 Revision Date: 08/2013