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Sick Leave

Eligibility

Staff who are regularly scheduled to work at least 1,000 hours per year (base schedule is at least 1,000 hours or more) will earn sick leave each pay period they receive a pay check. The amount of sick leave will be based on the hours paid in the pay period.

Eligible employees regularly scheduled to work less than 12 months per year must take their sick leave during their normal work schedule.

Sick Leave Accrual

  • Individual sick leave may be viewed in BannerWeb. Once in Banner Web, click on Employee, then Time Off Balances and History to view your sick leave balance
  • Employees are credited with one day of sick leave for each month of continuous employment
  • New employees must begin work on or before the 15th of the month in order to accrue sick leave during their first month of employment
  • Sick leave accrues up to a maximum of 65 working days
  • Part-time employees regularly scheduled to work at least 1,000 hours per year shall accrue sick leave on a pro-rated basis
  • Eligible employees accrue sick leave every pay period as long as they are in a paid status, which includes regular pay, vacation, sick leave, holiday, etc.
    • For example, an employee who is regularly scheduled to work 8 hours a day and submits 80 regular hours will receive 3.69 hours (8 hours x 12 months / 26 pays) of sick leave that pay period. 
  • Employees on authorized unpaid leave of absence do not earn sick leave benefits

Nonexempt (Hourly) Employees

Nonexempt employees will earn sick leave based on the number of hours paid each pay period (no more than 77.5/80 hours). Paid time includes vacation, holiday, funeral leave, etc.

Example #1:

  • Part-time employee, eligible for leave accrual, is regularly scheduled to work 25 hours per week (50 per pay period)
  • Employee works 35 hours one week and 25 hours the next week
  • Sick leave will be calculated based on 60 hours worked in the pay period, not the 50 hours regularly scheduled

Example #2: 

  • Full-time employee is regularly scheduled to work 38.75 hours per week (77.5 per pay period)
  • Employee works 20 hours one week and uses vacation balance of 7.75 hours
  • The next week the employee works 38.75 hours
  • Employee will be paid for 66.50 hours and sick leave will be calculated based on the 66.50 hours, not the 77.50 regularly scheduled

Example #3:

  • Full-time employee regularly scheduled to work 38.75 hours per week (77.5 per pay period)
  • Employee works 38.75 hours one week and 42 hours the next week
  • Sick leave accrual will be calculated based on 77.5 hour maximum

Example #4:

  • Full-time employee regularly scheduled to work 40 hours per week (80 per pay period)
  • Employee works 36 hours one week and 44 hours the next week
  • Sick leave accrual will be calculated based on 80 hours
  • Overtime hours count but only up to maximum of 80 per pay period

Exempt (Monthly) Employees

Exempt employees accrue sick leave based on the number of hours paid in the pay period. For the most part, exempt employees are paid the same amount each pay period. If an exempt employee does not receive a full paycheck in a particular month, sick leave accrual will be based on the hours paid. For example, if an exempt employee went on an unpaid leave of absence for part of a month, the accrual would be based on time paid.

Sick Leave Approval

Sick leave may be used for the following purposes:

  • An employee's own illness or temporary disability
  • Sickness or temporary disability of a member of an employee's immediate family
  • Medical or dental appointments for the employee or his/her immediate family. If appointments are reasonably foreseeable, this time should be approved by the employee's supervisor in advance.

Immediate family is defined as the employee's:

  • Children
  • Parents
  • Spouse/same-sex domestic partner

An employee who must be absent from work because of illness must notify his or her designated supervisor prior to the start of the employee's assigned shift (some departments require a four hour advance notification). All other departmental regulations governing the use of sick leave must also be followed. A supervisor may require medical evidence for any time claimed as sick leave. An employee who undergoes major surgery, and/or whose physical condition from any surgery or illness may place limitations on his or her ability to work, or who may present a health risk for themselves must have a written release from their physician before returning to work.

If an employee is out of work for three days or more due to a serious health condition for themselves or an immediate family member, they may be eligible for job protected leave under the Family Medical Leave Act. Employees in this situation should contact Human Resources at URHR@richmond.edu or 804-289-8747 to determine eligibility.

Employees who exhaust all of their sick leave and remain out of work due to their medical condition or medical condition of their immediate family member, the employee will continue to enter sick leave on their leave report or time sheet. Time off will be paid from their bonus vacation, vacation, eligible holidays, and personal day balances before the employee goes on unpaid leave.

Employees who are out of work due to their own medical condition may be eligible for employer paid short term disability. If out for three days, please contact Human Resources at URHR@richmond.edu or 804-289-8747 to determine eligibility. Additional information may be found on the Short Term Disability webpage.

If an employee is absent due to a Worker's Compensation injury or accident, sick or vacation time is to be used for the first seven days of leave. Worker's Compensation benefits will begin on the 8th day.

Termination

An employee will not be paid for unused sick leave.

Questions About Benefits?

Contact Human Resources at (804) 289-URHR (8747) or email URHR@richmond.edu.