KM Unit – ART. 18: Sick Leave

ARTICLE 18 – SICK LEAVE 

A. Sick leave is provided to continue the salary of eligible employees  who would otherwise be on pay status but who are unable to work  because of illness, injury or disability. Sick leave is also provided for  medical, dental and/or appointments for examinations or treatment  by a licensed practitioner and, on a limited basis, in the event of death  or illness of a family member. 

B. Definitions 

For purposes of this Article, a sick leave accrual period is defined as  one calendar month for those employees who are paid monthly or  quadri-weekly (i.e., two biweekly pay periods) for those employees  who are paid bi- weekly. 

C. Eligibility 

An employee shall accrue full or proportionate sick leave credit for  a sick leave accrual period. The following criteria shall apply: 

  1. An employee must be on pay status at least one-half the working  hours of the sick leave accrual period to accrue sick leave for  that accrual period.

  2. Sick leave shall accrue during leave with pay.

D. Accrual 

Sick leave accrues each sick leave accrual period based on the  percent of time or number of hours on pay status during that accrual  period. Sick leave accrues at the rate of .046154 hours per hour for  full-time employment. 

  1. Sick leave for each sick leave accrual period shall accrue at the  end of the sick leave accrual period, except that an eligible  terminating employee shall accrue proportionate sick leave  through the last day on pay status.

  2. Sick leave shall not accrue for time on pay status in excess of  forty (40) hours in any workweek.

  3. There is no maximum on the amount of sick leave that may be  accrued.

  4. A full-time career employee who is on approved leave without  pay accrues full sick leave credit for that sick leave accrual  period provided the employee is on pay status at least one-half  the working hours of the sick leave accrual period. 

E. Use Of Sick Leave 

An employee shall be permitted to use accrued sick leave as provided  below: 

  1. An employee shall not use sick leave prior to the time it is  accrued.

  2. Sick leave, which shall be reported and available for use, will be  the full accrual rounded down to the nearest quarter hour. The  balance not available for use shall be retained in the employee’s  sick leave accrual account.

  3. An employee shall not use accrued sick leave beyond a  predetermined date of separation, including retirement or layoff,  or any leave without pay.

  4. Proof of illness or disability may be required from an employee  when a pattern of abuse is apparent to the supervisor. When a  request for proof of illness or disability is to be made, the  supervisor shall seek approval from the designated University  manager. The employee shall be given written notice prior to  returning to work that they will be required to provide such  documentation.

  5. The use of accrued sick leave is allowed for pregnancy-related  illnesses or disabilities as in the case of other illnesses, but not  beyond a predetermined date of separation or leave without pay.

  6. In addition to use of sick leave as stated in paragraph 5 above, a  pregnant employee on approved leave without pay on the date  of confinement is entitled to use accrued sick leave beginning on  the date of confinement and continuing through the period that  she is physically unable to perform the normal duties of her job.

  7. An employee shall be permitted to use not more than thirty (30)  days of accrued sick leave in any calendar year when required  to be in attendance or to provide care because of the serious  illness of the employee’s mother, father, husband, wife, son,  daughter, brother or sister; or of any other related person who is  residing in the employee’s household.

  8. An employee who becomes ill while on vacation shall be  permitted to use accrued sick leave if that employee is under the  care of a physician and submits a physician’s statement but may  not use accrued sick leave in the event of illness of a family  member.

  9. An employee who has accrued sick leave but who is presently  employed less than one-half time may use accrued sick leave,  but not in excess of that employee’s present scheduled hours of  work for any day. 

F. Bereavement Leave 

An employee shall be permitted to use not more than five (5) days of  accrued sick leave when that employee’s attendance is required due  to the death of the employee’s mother, father, husband, wife, son,  daughter, brother, sister, mother-in-law, father-in-law, or  grandparents; or of any other related person who resided in the  employee’s household. If the employee needs additional time, based  on a personal obligation, the employee may request vacation time  and, subject to operational needs, that vacation time will not be  unreasonably denied. Management may, at its discretion, request  documentation regarding the need for the additional time. 

G. Transfer and Reinstatement of Sick Leave 

  1. An employee who is transferred, promoted, or demoted from  one University position to another University position in which  sick leave accrues and can be transferred shall have the sick  leave transferred. An employee who is transferred, promoted, or  demoted to a position in which sick leave does not accrue or in  which sick leave cannot be transferred shall not have accrued  sick leave transferred. However, if the employee later transfers  to a position in which sick leave accrues, the previously accrued  sick leave shall be reinstated.

  2. An employee who is reemployed after a break in service of less  than fifteen (15) calendar days shall have all accrued sick leave  from prior service reinstated.

  3. An employee who is reemployed after a break in service of  fifteen (15) calendar days or more but less than six (6) months  shall have accrued sick leave from prior service not in excess of  eighty (80) hours reinstated.

  4. State of California service is included as University service for  the purpose of applying paragraphs 2 and 3 above.

  5. An employee who has been laid off and who is recalled or  preferentially rehired within the employee’s period of recall or  preferential rehire eligibility shall have all accrued sick leave  from prior service reinstated. 

H. Conversion of Sick Leave Upon Retirement 

Upon retirement, members of the University of California  Retirement System shall have their accumulated sick leave converted  to retirement service credit at the rate authorized by the University  of California Retirement System for each day of unused accrued sick  leave. 

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