Regular full-time and regular part-time staff who have sufficient accruals of sick leave will be paid for authorized absences resulting from sickness or injury.
Accrual of Sick Leave
Regular full-time and regular part-time non-exempt (hourly) staff accrue sick leave based on paid hours reported on timesheets, excluding extra-straight, overtime hours and 66 2/3% OJI pay. This hourly accrual for regular full-time employment equates to one (1) workday per month.
Regular full-time exempt staff accrue sick leave at the rate of one (1) workday for each month worked. Regular part-time exempt staff accrue sick leave prorated on the basis of their FTE (fulltime equivalency).
Exempt staff must be in a paid status for fifteen or more days of a calendar month to accrue sick leave. Staff who are in a paid status for fewer than 15 days in a calendar month do not accrue sick leave for that month.
Sick leave accruals cease after the first five (5) weeks of OJI disability pay.
There is no maximum accrual of the number of days of sick leave that may be accumulated. Sick leave may be used as credit for retirement.
Transfer of Sick Leave
Transfer of accrued sick leave from other participating (Teachers’ Retirement System) approved state institutions and agencies is accepted and will be added to the employee’s accrued sick leave balance. The institution from which the employee transfers must certify and provide documentation for the transferred sick leave balance to the University. After transfer, the accrual rate of sick leave according to University policy will apply to the transferred employee. This policy does not apply where a break in service has occurred as part of the transfer.
Use of Sick Leave
Sick leave is not an earned right, but a privilege, and should be taken only for reasons provided in this policy. Employees must report an absence for sick leave to their supervisor prior to the absence or at the earliest opportunity, giving the reason for the absence and the expected date of return. In addition, some departments may have specific guidelines regarding sick leave. If this is the case, the departmental guidelines should be followed. Employees may be required to provide documentation for absences.
Eligible employees may be granted sick leave when they:
- Are unable to perform their duties because of personal illness or injury
- Must attend to the serious illness of relatives who reside in the immediate household
- Must attend to the serious illness of their parents (including current step-parents or legal guardians)
- Must obtain health-related professional services that cannot be obtained after regular working hours
When conditions within the work unit dictate the necessity, the supervisor may require an employee to reschedule an appointment.
Holidays or administrative leaves which occur during paid sick or annual leave will be charged to holiday or administrative leave, not to sick or annual leave. If the University is closed for emergency purposes, such as inclement weather, during the time sick or annual leave is being used, those days will also be charged to administrative leave.
Extended Sick Leave for Exempt Staff
If prolonged serious illness occurs to an exempt employee whose accrued sick and annual leave are exhausted, extended sick leave with pay may be granted for up to six (6) months provided the duties of the absent member can be covered through reassignment. The President or his designee must grant approval for extended sick leave. Extended sick leave with pay may not exceed a total of six (6) months, regardless of the number of incidents during an individual’s employment.
Abuse of Sick Leave
Supervisors who have concerns regarding sick leave use or who suspect abuse of sick leave privileges may require evidence of illness or injury in the form of a medical certificate or statement from a physician for all sick leave absences. Abuse of sick leave is grounds for disciplinary action.
Unused Sick Leave Upon Separation
Non-exempt staff who leave the University after five (5) continuous years of sick leave accruing service at The University of Alabama are eligible to receive one-half pay of current rate of pay for each day (up to 120 days) of accrued and unused sick leave. Sick leave may be accrued beyond 120 days but will not be subject to payment upon termination. Payment may also be made at the death of the employee or upon retirement in the State Teachers’ Retirement System.
Payment to non-exempt staff of one-half pay for all eligible days of accrued, unused sick leave in a prior separation is considered full pay for those sick leave days.
Non-exempt staff who leave the University with less than five (5) continuous years of service at The University of Alabama may have the sick leave restored if reemployment occurs within two (2) years of the date of termination and the position to which the employee is reinstated is eligible for sick leave benefits. Non-exempt staff who leave UA employment with less than five (5) continuous years of sick leave accruing service at The University of Alabama will not be paid for accrued sick leave.
When a non-exempt staff transfers to a position of exempt status, all sick leave will be transferred and must be used or taken as retirement credit and will not be subject to payment upon separation.
Exempt staff who leave the University with a sick leave balance may have the leave restored if reemployment occurs within two (2) years of the date of termination and the position to which the employee is reinstated is eligible for sick leave benefits. Exempt staff will not be paid for accrued sick leave upon separation.
Exempt and non-exempt staff who leave the University with sick leave may transfer the leave to participating approved state agencies and institutions.
Retiring employees may apply their full sick leave credits as retirement service credit. Contact the Benefits Office for details.