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Staff Sick Leave Policy

Definitions:

Eligible Employee
All regular full and part time staff who are regularly scheduled to work at least 1,000 hours per year (base schedule is at least 1,000 hours or more).

Immediate Family
For purposes of this policy, immediate family is defined as the employee’s children, parent, or spouse

Policy:

Eligible employees accrue one day of sick leave for each month of continuous employment up to a maximum of 65 work days. 

Calculation of Sick Leave Time Accrued: 
A new employee's eligibility date for sick leave accrual is based on the start date of employment. In order to accrue leave for the month, a new employee must begin work on or before the 15th of the month. Otherwise, sick leave accumulates from the first day of the following month.

Eligible employees accrue sick leave every pay-period as long as they are in a paid status (e.g. regular, vacation, sick leave, holiday, etc.).

Non-exempt/hourly paid employees will earn sick leave based on the number of hours paid each pay period; including vacation, holiday, funeral leave, overtime, etc.

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

Employees continue to accrue sick leave while on paid time off (e.g., jury duty, parental leave, temporary military leave).

Employees on authorized unpaid leave of absence do not accrue sick leave.

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

Approved Use of Sick Leave: 
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 their immediate family. If appointments are reasonably foreseeable, this time should be approved by the employee's supervisor in advance.
  • If an employee is absent due to a Worker's Compensation injury or accident, sick leave, if available will be used for the first seven days of leave
  • Employees must take eligible paid time off (sick, vacation, personal day) prior to going on leave without pay

An employee who will be absent from work because of illness must

  • Notify their designated supervisor prior to the start of the employee's assigned shift (some departments require a four hour advance notification)
  • Follow all other departmental rules governing the use of sick leave

Return to Work:
A supervisor may require medical evidence for any time claimed as sick leave. An employee who undergoes major surgery, or whose physical condition from any surgery or illness places limitations on their ability to work, or who may present a health risk for themselves must have a written release from their physician before returning to work.

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, will continue to enter sick leave on their leave report or time sheet. Time off will be paid from the employee’s remaining bonus vacation, vacation, eligible holidays, and personal day balances before the employee goes on unpaid leave.

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 plan to be out of work for more than ten days due to their own medical condition may be eligible for employer paid short term disability and should 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.

Termination: 
Employees who terminate University employment will not be paid for unused sick days.

Examples of various types of leave situations are included below: 

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

View the full policy

Questions About Benefits?

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