CALIFORNIA INSTITUTE OF TECHNOLOGY
STAFF PERSONNEL MEMORANDA
Memo No. 15-3
SICK LEAVE Pages: 4
Date: June 28, 2010
Approved by: Julia M. McCallin, Associate Vice President for Human Resources
(This supersedes Memo No. 15-3, dated 2/15/02)
It is the Institute’s policy, by means of accrued sick leave, to continue pay to eligible employees
during absence from work due to his/her own illness, injury or exposure to contagious diseases
endangering the health of other employees, and to assist in emergencies in cases of illness of the
employee's spouse, domestic partner, sibling, child or parent.
2.1 The sick leave policy applies only to regular benefit based staff employees and benefit
based temporary staff employees who work a regular schedule of twenty (20) hours or
more per week.
2.2 Employees hired on an occasional basis or on a temporary basis of less than four (4)
months and part-time employees on a schedule of less than twenty (20) hours per week
are not eligible for, nor do they accrue, sick leave benefits.
NOTE: Sick leave for non-benefit based temporary employees on a schedule of twenty
(20) hours or more per week, will, after completion of four (4) months of continuous
employment, be accrued retroactive to date of employment.
3.0 SICK LEAVE ACCRUAL
3.1 Staff on the Bi-Weekly Payroll
New employees will begin accruing sick leave upon the first day of employment.
Sick leave will accrue at eight (8) hours per month for employees on a forty (40) hour a
week work schedule and a proportionate rate for employees on a work schedule of less
than forty (40) hours per week.
Accrual maximum: 960 hours.
3.2 Staff on the Monthly Payroll
Staff employees on a forty (40) hour a week work schedule and who are paid on the
monthly payroll may take up to six (6) months of paid sick leave in any twelve (12)
4.1 Authorized sick leave may be taken in the following situations:
4.1.1 When the employee is unable to work due to his/her own illness or injury, or
when he/she has been exposed to contagious diseases, which may endanger the
health of other employees.
NOTE: A written statement from a health care provider may be requested by the
supervisor to verify the employee’s need to miss work or to confirm a release to
return to work. In all cases where the employee is off work for ten (10) or more
days in one (1) occurrence, a statement from a health care provider will be
required and the formal leave process will begin.
To adhere to state and/or federal regulations, all medical documentation should
be forwarded to the Disability & Leave Administration Unit in Human Resources
and not retained in department files.
4.1.2. When a non-exempt employee takes a partial day absence for a medical or dental
appointment that could not be scheduled outside of his/her normal working
hours, or when a full day’s absence is required. Exempt employees do not record
partial day absences except as noted in 4.1.4 below.
4.1.3. When there is illness of the employee's spouse, domestic partner, sibling, child,
or parent requiring the employee's assistance, the employee may use up to ten
(10) days of accrued sick leave per calendar year. If the leave qualifies for
family and medical care leave (FMLA/CFRA), the employee may use an
additional ten (10) days of accrued sick leave (see PM 26).
4.1.4. Sick leave may be integrated with state disability insurance benefits, paid family
leave benefits, short term disability or workers' compensation benefits to an
amount equal to the employee’s weekly gross pay and to the extent allowed by
4.2 Sick leave accruals will not continue during the unpaid portion of a leave of absence from
4.3 An employee cannot take sick leave in advance of accrual nor leave without pay when
sick leave accruals are available.
4.4 An employee retains his/her sick leave balance when transferring to another department
within the Institute.
4.5 An employee’s sick leave balance is not payable when an employee changes status from
benefit-based to non-benefit based or upon termination.
5.0 EMPLOYEE RESPONSIBILITY
5.1 The employee is responsible for reporting his/her sick leave absence to his/her supervisor
or designee before the start of their scheduled work shift or as soon as possible. When
reporting the absence the employee must distinguish whether absence is for himself or
herself or that of a family member.
5.2 Employees are responsible for accurately recording sick leave taken (PM 11-3, Employee
6.1 The supervisor monitors employee sick leave usage. If an employee is absent five (5) or
more work days due to illness or injury, the supervisor should contact the Disability &
Leave Administration Unit in Human Resources.
6.2 The Institute’s electronic time keeping system for employees on the bi-weekly payroll is
the official record of sick leave accrued and taken. All Divisions and Departments are
responsible for administration of sick leave in their departments including maintaining
accurate timekeeping records.
6.3 For staff employees on the monthly payroll, the Divisions and Departments’ records are
the official record of sick leave taken.
7.0 PAYMENT BASIS
7.1 Payment for sick leave will be the base rate of pay in addition to any shift premium in
effect at the time the leave is taken.
7.2 Combined work time and paid sick leave cannot exceed the employee’s regular daily
schedule of hours, unless otherwise provided for in Caltech policies.
7.3 Paid sick leave cannot exceed your regularly scheduled hours for any one (1) week or
work day. For example, if your regular schedule is thirty-two (32) hours per week, sick
leave usage will not exceed thirty-two (32) hours or if your regular schedule is six (6)
hours per day, sick leave usage will not exceed six (6) hours.
7.4 Sick leave, if available, may be used to supplement disability payments as outlined in
section 4.1.4 above.
7.5 Sick leave taken during a regular workweek is considered as time worked in computing
weekly overtime pay.
8.0 TERMINATIONS AND RETIREMENT CREDIT FOR UNUSED SICK
Upon termination of employment, the department or division should report any sick time
taken by the employee during the last pay period prior to the date of termination. This
information should be reported on the appropriate termination document and forwarded
to Human Resources. Unused sick leave will not be paid to the employee at the time of
8.2 The sick leave balance for a former Caltech employee, who is re-employed within twelve
(12) months of his/her termination date [or employees who are laid off and re-employed
within twenty-four (24) months], will be restored to the balance at the time of
8.3 Retirement Credit for Unused Sick Leave
When an employee is at least age fifty-five (55) and has at least ten (10) years of
consecutive benefit-based service immediately prior to retirement or at the time of death,
a sick leave credit will be paid in cash as part of the retirement process.
If eligible, a retiree may elect to direct all or a portion of his/her Retirement Sick Leave
Credit payment to a Tax Deferred Account (TDA).
Employees who take a retirement credit (as indicated above) and who are re-
employed within twelve (12) months of their termination date [or employees who are
laid off and re-employed within twenty-four (24) months] will start their sick leave
balance at zero.
Staff employees on the monthly payroll do not receive a sick leave credit.
Any exception to this policy requires the approval of the Associate Vice President for Human
Resources or designee.