CALIFORNIA INSTITUTE OF TECHNOLOGY STAFF PERSONNEL MEMORANDA Subject: 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) 1.0 POLICY 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. 2.0 ELIGIBILITY 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) month period. 4.0 GENERAL 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 law. 4.2 Sick leave accruals will not continue during the unpaid portion of a leave of absence from the Institute. 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 Timekeeping). 6.0 RECORDS 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 8.1 Terminations 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 termination. 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 termination. 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. 9.0 EXCEPTIONS Any exception to this policy requires the approval of the Associate Vice President for Human Resources or designee.
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