SICK LEAVE
Effective: August 15, 2024
Purpose: To identify the requirements for accrual and use of sick time.
Scope: This policy applies to all University employees.
Responsible Office: Human Resources
Policy Statement: Sick leave is earned at the rate of 3.7 hours each full pay period of service. Leave is prorated according to position percentage. Sick leave cannot be granted until after it has been accrued. Sick leave with pay can be granted only because of a personal or family illness, injury, or legal quarantine.
Faculty with assigned summer responsibilities earn sick leave at the same rate as the regular academic year. Sick leave will be granted when appropriate (e.g., when the date of the summer appointment has begun and the faculty member is engaged in teaching); however, faculty without assigned summer responsibilities for all (or part) of the summer would not be eligible for sick leave for days without assigned responsibilities.
Use of sick leave is a privilege and should not be abused. A medical certificate from an attending physician may be required to verify the reason for sick leave usage. In the event that an employee is unable to report for work, the supervisor should be notified directly as soon as possible in order for arrangements to be made for someone else to handle the work.
Sick leave may be granted due to illness or disability (including pregnancy, childbirth, miscarriage and abortion) of a family member, when that illness or disability requires the employee to be absent from work.
Unused sick leave is canceled when employment is terminated. Each former employee who had unused sick leave at the time of separation and who returns to state service in a regular position within a year, shall have the unused sick leave returned to the employee's credit. This provision shall not apply to a person who has retired from state service.
Inappropriate use of sick leave immediately prior to termination or retirement will result in the employee’s being charged for vacation leave (or leave without pay) for the absence. Medical certification may be requested by the appointing authority in these situations. At retirement, employees will be paid for unused sick leave if they fall into one of the following groups:
- 30 days paid if:
- Eight (8) or more years of service and 800-1000 hours (100-125 days) accumulated
- 45 days paid if:
- Fifteen (15) or more years of service and 1000-1200 hours (125-150 days) accumulated
- 60 days paid if:
- Twenty-five (25) or more years of service and 1200 hours (150 days) or more accumulated
The Kansas Civil Service Act (K.S.A. 75-2949e(a)(5)) indicates that employees may be suspended, demoted, or dismissed for habitual or flagrantly improper use of leave privileges. Emporia State University’s progressive discipline policy (for USS employees) states that discipline should occur for improper use of sick leave.
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.
Family member means persons related to the employee by blood, marriage, or adoption; AND minors residing in the employee’s home as a result of court proceeding pursuant to the Kansas Code for Care of Children or the Kansas Juvenile Offenders Code.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Human Resources.
[Human Resources procedures related to Sick Leave - coming soon]
Related Policy Information: [K.S.A. 75-2949e]