Sick/Bereavement Leave: APSCUF Employees

Sick leave can be requested for absences related to:

• An employee's illness or injury, including birth of a child. For more information, see Parental Leave.
• An employee's medical appointments
• Care for a family member
• Bereavement for the death of a family member. Family member is defined as: spouse, child, step-child, foster child, child of domestic partner, parent, or sibling.

• Faculty members who have accumulated a minimum of 315 days of sick leave are required to contribute one (1) days of sick leave each year to the Faculty Sick Leave Bank maintained by the local APSCUF office.

Sick Leave is used for a sporadic day off due to an employee's illness/injury.

• Employees must have at least 30 calendar days of service before paid sick leave can be used.
• Employees may request to use sick leave that is expected to be earned in the current leave calendar year.
  
  

1. Notify your supervisor, dean, or chair via departmental procedures (i.e., phone call, email, or text)
2. Submit your time off work via Employee Self Service (ESS) using the reason code Sick Leave.
3. For three (3) or more consecutive days off, a doctor's excuse must be provided to your supervisor, dean, or chair and the Office of Human Resources.
   1. The doctor's certificate must be provided to the faculty member's chair or dean prior to approving the leave request in Employee Self Service (ESS).
   2. The doctor's certificate should be forwarded to the Office of Human Resources to be filed in the employee's confidential medical file.

• Full-time faculty members are charged sick leave in full-day (7.5 hours) or partial-day (3.75 hours) increments.
• Full-time faculty members are charged sick leave on the basis of a five (5) day work week, regardless of the faculty member's course schedule in that week. Therefore, consecutive absences will result in both teaching and non-teaching days being charged.
  • Ex: Course taught M-W-F. Absent on Monday and Wednesday. Sick leave will be charged for Monday, Tuesday, Wednesday, and Thursday
• Faculty members who have exhausted all accumulated sick leave may submit a request to the local APSCUF office to use days from the Faculty Sick Leave Bank.
• Full-time faculty members on a nine (9) month contract are only charged sick leave for the 15 teaching weeks (75 teaching days) in the semester AND are limited to 90 days per calendar year.
  • 90-day limit of paid sick leave applies to both earned leave and borrowed leave from the Faculty Sick Leave Bank.

Bereavement Leave is used for time away from work due to the death of a family member.

• Faculty members may use up to three (3) days of non-charged bereavement leave for the death of an immediate family member.
• Faculty members may use up to two (2) days of charged bereavement leave in addition to the three (3) non-charged days.
  
  • An immediate family member is defined as spouse, domestic partner, parent, step-parent, child or step-child, parent-in-law, the child of the employee's domestic partner, or any near relative who resides in the same household or any person with whom the faculty member makes his/her home.

For absences that exceed the limits above, an employee may request to use Annual or Unpaid leave subject to management's approval.

1. Notify your supervisor via departmental procedures (i.e., phone call, email, or text)
2. Submit the first three (3) days off work via Employee Self Service (ESS) using the reason code, Sick Bereavement Faculty.
3. If taken, submit the next two (2) days off work via Employee Self Service (ESS) using the reason code, Sick Bereavement.

Sick Leave FMLA may be used for applicable intermittent absences and/or an extended period of time away from work for three or more consecutive days due to an employee's illness/injury.

• Employees must have at least 30 calendar days of service before paid sick leave can be used.
• Employees with less than 1 year of service may only request to use sick leave that has been earned to date.
• Employees with greater than 1 year of service may request to use sick leave that is expected to be earned in the current leave calendar year.
• Temporary and regular part-time faculty - upon meeting one year of service and 1250 hours, qualifying them for 12 weeks of FMLA coverage- may then request an extension up to fourteen (14) weeks or the remainder of their appointment, whichever is less.
• Regular faculty (tenure/tenure track) may request an extension up to nine (9) months.
• Temporary and regular part-time faculty with less than one year of service may request up to 13 weeks of leave without pay/without benefits for absences at least two consecutive weeks in duration.
  • If eligible, ACA benefits or COBRA will be offered.
• Upon commencement of each FMLA absence, employees must use all applicable accrued Sick Leave, but may save up to twenty (20) sick days.
• For more information, please refer to the APSCUF Collective Bargaining Agreement, Article 17 Sick Leave or call the Office of Human Resources.

1. Review the FMLA Notice to Faculty and Employee Rights and Responsibilities under the FMLA.
2. Complete the Request for FMLA Leave form.
3. Have your healthcare provider complete the Certification Form for Employee's Serious Health Condition. (Note: Healthcare providers may charge a fee to complete forms necessary for FMLA certification.)
4. Return both completed forms to the Office of Human Resources c/o Benefits Manager for review. A designation notice will be sent to you with approval determination and further instructions on leave continuation.
5. Submit a Release to Return to Work Form from your healthcare provider to your supervisor and the Office of Human Resources upon release to return to work by your physician.
6. Entry in ESS is not required by the employee.

A serious health condition is defined by the Family and Medical Leave Act (FMLA) as an illness, injury, impairment, or physical or mental condition that involves any one of the following:

• An overnight stay in a hospital, hospice, or residential medical care facility to receive inpatient care, including incapacity or treatment in connection with such a stay;
• A period of incapacity of more than three consecutive calendar days, including any subsequent treatment or period of incapacity relating to the condition, that also involves one of the following: Treatment two or more times by a healthcare provider; or treatment by a healthcare provider on at least one occasion which results in a regimen of continuing treatment under the supervision of the healthcare provider;
• Any period of incapacity due to pregnancy, or for prenatal care;
• A chronic condition that requires periodic visits for treatment by a healthcare provider; continues over an extended period of time (including recurring episodes of an underlying condition); and may cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy, etc.);
• Incapacity of permanent or long-term nature due to a condition for which treatment may not be effective. The patient must be under the continuing supervision of the healthcare provider even if not receiving active treatment (e.g., Alzheimer's, a severe stroke, or the terminal stages of a disease); or
• Any period of absence to receive multiple treatments by the healthcare provider for at least one of the following: Restorative surgery after an accident or other injury; or for a condition that would likely result in a period of incapacity of more than three consecutive calendar days in absence of medical intervention (e.g., chemotherapy for cancer, physical therapy for severe arthritis, or dialysis for kidney disease).

Sick Family Leave is used for a sporadic day off due to a family member's illness/injury. Family member is defined as: spouse, child, step-child, foster child, child of domestic partner, parent, or sibling.

1. Notify your supervisor via departmental procedures (i.e., phone call, email, or text)
2. Submit your time off work via Employee Self Service (ESS) using the reason code Sick Family.
3. For three (3) or more consecutive days off, a doctor's excuse must be provided to your supervisor and the Office of Human Resources.
   1. The doctor's certificate must be provided to the faculty member's chair or dean prior to approving the leave request in Employee Self Service (ESS).
   2. The doctor's certificate should be forwarded to the Office of Human Resources to be filed in the employee's confidential medical file.

Sick Family Leave FMLA may be used for applicable intermittent absences and/or for an extended period of time away from work of three or more consecutive days due to a family member's illness/injury.  Family member is defined as: spouse, child, step-child, foster child, child of domestic partner, parent, or sibling.

• Employees earn five (5) Sick Family days after 30 calendar days of service.
• Once Sick Family Leave is exhausted, Annual or Personal Leave can be used.
• Once Annual Leave is exhausted, the remaining time off work will be unpaid leave.
• Temporary and regular part-time faculty with less than one year of service may request up to 13 weeks of leave without pay/without benefits for absences at least two consecutive weeks in duration.
  • If eligible, ACA benefits or COBRA will be offered.
• Upon commencement of each FMLA absence, employees must use all applicable accrued Sick Leave, but may save up to twenty (20) sick days.
• For more information, please refer to the APSCUF Collective Bargaining Agreement, Article 18 Leaves of Absences/Section I: Family Care Leave or call the Office of Human Resources.

1. Review the FMLA Notice to Faculty and Employee Rights and Responsibilities under the FMLA.
2. Complete one of the forms below, based on your reason for the leave:
   1. Request for FMLA Leave form, signed by your dean and chair
   2. Request for Military Caregiver Leave form, signed by your dean and chair
   3. Request for Military Exigency Leave form, signed by your dean and chair
3. Have your family member's healthcare provider complete one of the below forms, based on your request for leave: (Note: Healthcare providers may charge a fee to complete forms necessary for FMLA certification.)
   1. Certification Form for Family Member's Serious Health Condition
   2. Certification Form for Serious Illness/Injury of Service Member (Military Caregiver Leave)
   3. Certification Form for Serious Illness/Injury of Veteran (Military Caregiver Leave)
   4. Certification Form for Military Exigency Leave
4. Return all completed forms to the Office of Human Resources c/o Benefits Manager for review. A designation notice will be sent to you with approval determination and further instructions on leave continuation.
5. Submit time off from work via Employee Self Service (ESS) using the reason codes: Sick Family; Sick Family (FMLA); Annual Leave; Annual Leave (FMLA); Personal Leave; Approved Absence or Unpaid FMLA. For more information, please refer to the APSCUF Collective Bargaining Agreement, Article 18 Leaves of Absences/Section I: Family Care Leave or call the Office of Human Resources.

A serious health condition is defined by the Family and Medical Leave Act (FMLA) as an illness, injury, impairment, or physical or mental condition that involves any one of the following:

• An overnight stay in a hospital, hospice, or residential medical care facility to receive inpatient care, including incapacity or treatment in connection with such a stay;
• A period of incapacity of more than three consecutive calendar days, including any subsequent treatment or period of incapacity relating to the condition, that also involves one of the following: Treatment two or more times by a healthcare provider; or treatment by a healthcare provider on at least one occasion which results in a regimen of continuing treatment under the supervision of the healthcare provider;
• Any period of incapacity due to pregnancy, or for prenatal care;
• A chronic condition that requires periodic visits for treatment by a healthcare provider; continues over an extended period of time (including recurring episodes of an underlying condition); and may cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy, etc.);
• Incapacity of permanent or long-term nature due to a condition for which treatment may not be effective. The patient must be under the continuing supervision of the healthcare provider even if not receiving active treatment (e.g., Alzheimer's, a severe stroke, or the terminal stages of a disease); or
• Any period of absence to receive multiple treatments by the healthcare provider for at least one of the following: Restorative surgery after an accident or other injury; or for a condition that would likely result in a period of incapacity of more than three consecutive calendar days in absence of medical intervention (e.g., chemotherapy for cancer, physical therapy for severe arthritis, or dialysis for kidney disease).

Full-time faculty members on a nine (9) month contract are only charged sick leave for the 15 teaching weeks (75 teaching days) in the semester AND are limited to 90 days per calendar year.

• 90-day limit of paid sick leave applies to both earned leave and borrowed leave from the Faculty Sick Leave Bank.

Faculty members who have exhausted all accumulated paid leave and personal days may submit a request to local APSCUF to use days from the Faculty Sick Leave Bank up to the maximum allowed by law in one (1) calendar year. For more specific information, please refer to the APSCUF Collective Bargaining Agreement, Article 17, Sick Leave Bank. You can also contact the local APSCUF office to request leave from the APSCUF Sick Leave Bank. 724-357-3021

Yes—if approved by your dean/chair and HR, Annual Leave can be used. Once all Annual Leave is exhausted (Annual Leave not available for nine-month faculty), the remaining time off work will be unpaid leave. The remainder of approved 12 weeks of FMLA will apply.

Please refer to the FMLA Notice to Faculty, section titled, "Absences After 12 Weeks of FMLA Absence".

• Regular Faculty Members may request an extension up to nine (9) months of leave without pay (LWOP) absence.
• Temporary faculty members or regular part-time faculty members may request an extension of up to fourteen (14) weeks of leave without pay (LWOP) or the remainder of their appointment, whichever is less.
• Faculty members must request the LWOP in writing, and for sick or family care reasons, proof of the need for continuing absence must be provided on the Serious Health Condition Certification form. Note: Only one occasion within a rolling year will be approved.
• LWOP extensions cannot be used on an intermittent or reduced time basis.

Please refer to the FMLA Notice to Faculty section titled, "Benefits Continuation Information".

• Annual (if applicable), sick, and personal leave continue to accrue based on regular hours paid
• Medical benefits and group life insurance benefits through the State System will continue during the 12 weeks of an FMLA absence and the first 14 weeks of extended leave without pay, as long as the faculty member continues to pay any employee share of premiums. Missed premiums will be billed by the central office of the State System. A faculty member must contact their University Human Resource office to add any new dependents to the medical benefits within 60 days of birth or assuming custody of a child
• In accordance with the Affordable Care Act, a faculty member may be eligible to enroll in the State System's ACA health plan upon the expiration of the 14-week benefit-eligible period of extended leave without pay and during the 13-week LWOP for faculty with less than one year of employment. The ACA health plan is the Highmark PPO plan, which includes prescription drug coverage. The cost of the ACA PPO plan is not subsidized by the State System; if you elect coverage in this plan you will be paying the full plan cost.

Unused sick leave may be carried over from one leave calendar year to the next with no maximum.

• Resignation: Employees who resign from employment or are otherwise separated are not eligible to receive a payout for unused sick leave.
• Retirement: A percentage of unused sick leave is only payable upon an employee's retirement from the university and only if certain age and service criteria are met.
  • Retirement at age 60 or above with at least five years of Commonwealth/State System service as a faculty member, or
  • Disability retirement, or
  • Retirement under age 60 with at least 25 years of Commonwealth/State System service. The entire 25 years need not be as a faculty member and may include periods of Commonwealth/State System service in other than faculty positions, and
  • Must retire and begin drawing a lifetime annuity from one of the State System's retirement plans. Employees who elect to "retire" but choose to defer their monthly retirement annuity upon separation are not eligible to receive payment of unused sick leave even if all other criteria are met.

NOTE: Commonwealth/State System service only includes service at a State System university or other Commonwealth agency. Commonwealth/State System Service does not include purchased service (military, in-state or out-of-state public school service, service with a Pennsylvania public school) through the employee's retirement plan.

Payment schedule:

Leave balances are reported on ESS as the number of hours an employee has accrued.

To convert hours to days, divide the number of leave hours accrued by 7.5 hours.