University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

XIII. Sick Leave

Section 1. General Provisions for Sick Leave.

Full-time and part-time employees on continuing or temporary appointments who are employed in one department on a prearranged and assigned schedule of 75 percent time or more shall accumulate sick leave with pay. Sick leave will accumulate at the rate of 3 minutes per basic straight-time paid work hour.

Part-time employees on continuing or temporary appointments who are employed in one department on a prearranged and assigned schedule of 50 to 74 percent time shall earn sick leave at the same rate, after two years of University employment at 50 percent time or more.

Sick leave accumulated for any one pay period is not available for use until the following pay period. An employee on a prearranged and assigned schedule of 75 percent time or more does not earn sick leave for any pay period in which the employee’s straight-time paid work hours are less than 50 percent of the full-time work hours in that month.

An employee with sick leave available for use who leaves University employment or who changes to a work schedule of less than 75 percent time shall lose unused sick leave unless the employee continues at 50 to 74 percent time and has met the initial two-year requirement.

When a sick leave accumulation of 400 hours has been reached, one-quarter of any sick leave accumulated thereafter (.75 minutes per hour) may be credited to the employee’s vacation accumulation if the employee’s sick leave accumulation is maintained at 400 or more hours. Three-quarters of sick leave accumulated thereafter may be credited to sick leave.

When a sick leave accumulation of 800 hours has been reached, one-half of any sick leave accumulated thereafter (1.5 minutes per hour) may be credited to the employee’s vacation accumulation if the employee’s sick leave accumulation is maintained at 800 or more hours. One-half of sick leave accumulated thereafter may be credited to sick leave.

Employees must request and receive approval for use of sick leave from the supervisor or department head as soon as possible after the onset of illness. Supervisors or department heads may require a statement from a physician or dentist before approving use of accumulated sick leave. In the case of extended or chronic illness, the supervisor or department head may require proof of illness, including statements from a physician or dentist, before granting further sick leave. Abuse of sick leave shall be one form of just cause for disciplinary action.

A supervisor may require an employee to return home or to see a physician, or both, if the employee is unable to perform in an up-to-standard manner because of what appears to be a health condition. Such time shall be charged against sick leave if available.

Accumulated sick leave may be used to supplement Workers’ Compensation benefits during periods of lost work time due to on-the-job accidents.

Approved sick leave allowance may be used by an employee who is unable to perform duties because of illness, injury, or pregnancy; or who would expose other employees or the public to contagious or infectious diseases; or who must keep medical or dental care appointments. Approved sick leave of up to five days per incident may also be used by an employee to care for or make arrangements for the care of an ill member of the employee’s immediate family. Immediate family as used in this portion of the Rule shall mean spouse or cohabitor, children, or parents of the employee.

Accumulated sick leave of up to two days per year can be used by an employee to participate in a personal health maintenance program (e.g., weight control, stress management, stop smoking). Supervisory approval is needed to use sick leave for such purposes.

Sick leave may be granted when a death occurs in the employee’s family. The time shall be limited to what is reasonably necessary to make funeral arrangements and/or to attend funeral services. Employee’s family in this instance shall mean spouse or cohabitor; parents of spouse or cohabitor; and the employees’ parents, grandparents, guardian, children, brothers, sisters, or wards.

In addition, with the approval of the supervisor or department head, employees may use sick leave to serve as pallbearers or to attend funerals of individuals not identified above.

If an employee becomes ill while on vacation leave and presents satisfactory proof of illness or injury, the supervisor or department head may approve the use of sick leave in lieu of vacation leave.
 

Section 2. Sick Leave Without Pay.

Upon application, a leave of absence without pay may be granted by a department head or supervisor for the entire period of temporary disability due to sickness or injury. The duration of such leave shall be subject to the recommendation of the department head.

During this leave, the department head or the Director may periodically require that the employee submit a certificate from the attending physician or from a designated physician. In the event of failure or refusal to supply such certificate, or if the certificate does not clearly show sufficient disability to prevent the employee from performing assigned duties, the department head, with the approval of the Director, may cancel such leave and require employee to report for duty on a specified date.

Sick leave without pay may be granted to an employee who is considered permanently and totally disabled according to any disability insurance program in which the University participates. Should employees on such leave recover to the point that they are employable, they shall be treated as though they were laid off and will be eligible to compete for vacancies in accordance with the policies and regulations covering laid-off employees. An employee on this type of leave will not be allowed to replace or “bump” an incumbent from the employee’s most recently held position, unless approved by the hiring authority.
 

Section 3. Other Leaves Without Pay.

An employee may request a leave of absence without pay. This leave must be approved in advance by the department head or immediate supervisor. Seniority and vacation and sick leave are not earned during unpaid leaves.

Employees who are drafted or volunteer for military service during times of war or declared emergencies shall be entitled to military leaves of absence without pay, not to exceed four years, for service in the armed forces of the United States or of the state of Minnesota. Employees shall accumulate seniority during these periods of military service. For determining vacation accumulation rates, military leave without pay shall be counted the same as normal straight-time hours that would have been worked. Vacation leave is accumulated during a military leave of absence without pay for all military service (reserve or regular armed services component) in time of war or declared emergencies, or when an employee is drafted. Additionally, vacation is accumulated during a reservist’s initial period of active duty for training of three or more consecutive months and during all active and inactive duty for training in the military forces.

Section 4. Leaves of Absence With Pay.

Upon request an employee shall be granted a leave of absence with pay for:

  1. Service on a jury, provided the employee is regularly employed at a designated percentage of time of 50 percent or more. An employee serving on a jury is expected to report for work during any work hours when the jury is recessed. The employee may be requested to render some additional services to the department in order to minimize the interruption of service caused by this absence.
  2. Voting in any state-wide general election, or in an election to fill a vacancy in the office of U.S. Senator or U.S. Representative. This leave may only be taken for the time necessary to appear at the employee’s polling place, cast a ballot, and return to work on the day of that election.
  3. Court attendance in connection with an employee’s official duty. Such attendance shall include transportation to and from the employee’s headquarters to court. Any absence, as an individual rather than as an officer or an employee of the University, whether voluntary or in response to a legal order to appear and testify in private litigation, shall be taken as vacation leave, leave of absence without pay, or as deduction from authorized accumulated overtime.
  4. Tour of duty in the reserve military forces of the United States or National Guard, not to exceed 15 work days in any calendar year.