Sick/Bereavement Leave: SCUPA Employees

For more specific information, please refer to the SCUPA Collective Bargaining Agreement, Article 19: Sick Leave and Bereavement Leave.

Why would I use Sick or Bereavement Leave?

Sick leave can be requested for absences related to:

  • An employee's illness or injury, including birth of a child. For more information, seeParental Leave.
  • An employee's medical appointments
  • Care for a family member
  • Bereavement for the death of a family member.

How is Sick Leave earned/accrued?

Employees earn sick leave at a rate of 6% of all regular hours paid (4.5 hours) per biweekly pay period.

Maximum sick leave entitlement per year is 117 hours (15.6 days).

Employees must be permanent, or if temporary, must have worked at least 750 hours in the leave calendar year.The leave calendar year is defined as the first pay period in January through the pay period that includes December 31. Temporary employees who meet the 750-hour threshold will be notified in writing at the time eligibility is met.

How do I request and use Sick Leave?

Employees must have at least 30 calendar days of service before paid sick leave can be used.

  1. Notify your supervisor via departmental procedures (i.e., phone call, e-mail, 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 and the Office of Human Resources.

How do I request and use Bereavement Leave?

  • Employee may use up to five (5) days of sick leave for the death of a spouse, domestic partner, parent, step-parent, child, or step-child or the child of the employee's domestic partner.
  • Employees may use up to three (3) days of sick leave for the death of a brother, sister, grandparent, step-grandparent, grandchild, step-grandchild, son- or daughter-in-law, brother- or sister-in-law, parent-in-law, grandparent-in-law, aunt, uncle, foster child, step-sister, step-brother, or any relative residing in the employee's household.

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

  1. Notify your supervisor via departmental procedures (i.e., phone call, e-mail, or text)
  2. Submit your time off work via Employee Self Service (ESS) using the reason code, Sick Bereavement.

How do I request and use Sick Leave FMLA?

Sick Leave FMLAis used for an extended period of time away from work for five 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 <1 year of service may only request to use sick leave that has been earned to date. Employees with >1 year of service may request to use sick leave that is expected to be earned in the current leave calendar year.

  1. Review the FMLA Notice to Employees 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).

How do I request and use Sick Family Leave?

Sick Family Leaveis 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. Employees earn five (5) Sick Family days after 30 calendar days of service.

  1. Notify your supervisor via departmental procedures (i.e., phone call, e-mail, 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.

How do I request and use Sick Family Leave FMLA?

Sick Family Leave FMLAis used for an extended period of time away from work 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 Leave can be used. Once Annual Leave is exhausted, the remaining time off work will be unpaid leave.For more information on unpaid leave, please call the Office of Human Resources.

  1. Review the FMLA Notice to Employees 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

    2. Request for Military Caregiver Leave form

    3. Request for Military Exigency Leave form

  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); Approved Absence or Unpaid FMLA.For more information on unpaid leave, please refer to the SCUPA Collective Bargaining Agreement, Article 25: Leaves of Absence without Pay 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).

What happens if I don't use all of my Sick Leave in the same calendar year?

Unused sick leave may be carried over from one leave calendar year to the next up to a maximum of 300 days.

What if I exhaust all of my paid leave due to a catastrophic illness or injury?

Should you exhaust all of your accumulated sick leave in the event of a catastrophic illness/or injury, you may be eligible for additional paid leave from the SCUPA Sick Leave Bank. Please contact your local SCUPA representative for the process and application to request leave from the SCUPA Leave Bank.

Employees are required to contribute earned sick leave in an amount equal to 1 percent of regular hours paid each biweekly pay period to the SCUPA Sick Leave Bank. Hours are credited to the SCUPA Sick Leave Bank at quarterly intervals each calendar year.

For more information on the SCUPA Sick Leave Bank Rules and Procedures, please see Appendix F of the SCUPA Collective Bargaining Agreement.

What happens to my unused Sick Leave if I end employment or retire?

  • 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 isonlypayable 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 credited service in the State and/or Public School Retirement Systems*, or
    • Disability retirement, which requires at least five years of credited service in the State and/or Public School Retirement Systems*, or
    • Other retirement with at least 25 years of credited service in the State and/or Public School Retirement Systems*, 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.
    *Superannuation age under the State System's Alternative Retirement Plan shall be 60 years of age with at least five years of Commonwealth/State System service or any age with at least 25 years of Commonwealth/State System service.
Payment Schedule:
Days Available at Retirement Percentage Buy-Out Maximum Days Paid
0-100 30% 30
101-200 40% 80
201-300 50% 150
Over 300 (earned in last year of employment) 100% of days over 300 13

Leave balances are reported on ESSas the number of hours an employee has accrued. To convert hours to days, divide the number of leave hours accrued by 7.5 hours.