Policy
Purpose: 

pTo describe the eligibility for and circumstances under which paid sick leave may be requested and granted.

Applies to: 

 Faculty and staff appointed to regular positions.

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

Faculty and staff appointed to regular positions are eligible for paid sick leave that is granted for the necessary absence from duty because of personal or family illness or disability, including pregnancy and recovery, injury, health care provider appointments, or adoption, or legal quarantine when the illness, disability, or stated condition reasonably requires absence from work.

Sick leave may also be granted to faculty, unclassified academic and professional staff to care for other qualified adults living in the employee’s household whose illness or disability reasonably requires absence from work.

Sick leave is used only for medical related absences and cannot be granted until after it has been accrued.

If an employee or family member becomes ill while on vacation such that they are deprived of a significant portion of their vacation, sick leave may be substituted for vacation leave during the period of illness with departmental authorization.

Any departmental policies regarding sick leave must conform to University policy and be approved by the Director (or designee) of Human Resource Management (HRM).

Accruals/Balances

The sick leave accrual rates for non-exempt staff are determined on the basis of hours in pay status in each pay period. Faculty and staff accrue sick leave only during the time periods when they are in pay status. Exempt faculty and staff will accrue sick leave if they are in pay status for any portion of the pay period. Part-time faculty and staff accrue sick leave on a prorated basis. Sick leave is accumulated on an unlimited basis.

Requests/Authorization

Employees requesting sick leave must notify their supervisor as soon as possible. A department head or supervisor may require that an employee requesting paid sick leave submit medical documentation from a health care provider (particularly when there is reason to believe that the use of sick leave has been abused).

Employees who have been absent three (3) or more consecutive work days may be required to produce medical documentation before being authorized to return to work. The employee shall pay the costs of such documentation.  HR may designate a leave of three (3) consecutive days or more as FMLA qualifying if appropriate.

Sick Leave Balances Upon Termination/Reemployment

Unused sick leave is forfeited when employment from the state of Kansas is terminated for those who are not retirement eligible.

The sick leave balance remaining at time of termination will be reinstated for persons re-employed by University or State of Kansas service within one year of termination. 

Exclusions or Special Circumstances: 

Faculty and staff appointed to temporary positions, including student employees, are not eligible for sick leave.

Extra time worked cannot be substituted for time which should be reported as sick leave usage.

Sick leave payout amounts upon termination for faculty and staff who are retirement eligible are listed at http://humanresources.ku.edu/sick-leave

Persons who are retirement eligible at the time of termination are not eligible for reinstatement of sick leave upon rehire.

If a faculty or staff member has exhausted all forms of paid leave because of a continuing medical condition, the faculty or staff member may qualify for the shared leave program.

For faculty on tenure-track in some circumstances, FMLA qualifying leave may affect the tenure clock:

Faculty and academic staff may have situations which qualify them for a modification of their instructional duties.

An exception to the sick leave accrual requirement does exist for highly contagious medical conditions.

  

Consequences: 

Excessive use of sick leave that affects productivity or abuse of sick leave privileges may result in restrictions of leave usage and/or disciplinary action. Chronic absenteeism procedures may be applied to staff who have excessive use of sick leave that is not FMLA qualifying.

Contact: 

Department of Human Resource Management
103 Carruth-O’Leary Hall
1246 W. Campus Road
Lawrence, KS 66045
785-864-4946
hrdept@ku.edu

Approved by: 
Board of Regents, Office of the Provost, Department of Human Resource Management
Approved on: 
Saturday, October 1, 2005
Effective on: 
Saturday, October 1, 2005
Review Cycle: 
Annual (As Needed)
Definitions: 

For faculty, unclassified professional and academic staff, "employee's family" shall include persons related to the employee by blood, marriage or adoption, other qualified adults, and minors residing in the employee's residence as members of the employee’s household. “Other qualified adult” means an individual with a committed personal relationship with an unclassified employee and who lives in such unclassified employee’s household. (Kansas Board of Regents Policy, II, F.13.d(2)

For university support staff, “employee’s family” shall include any person related by blood, marriage or adoption; and any minor residing in the employee’s residence as a result of court proceedings. (Kansas Administrative Regulations 1-9-5 (e)(2)(A and B) )

Keywords: 
Sick, sick leave, family illness, family sick, accrual, leave accrual
Review, Approval & Change History: 

07/11/2016: Updated to remove gendered pronouns.

04/28/2016: Updated Review Date

09/03/2015: Updated Review Date

08/13/2015: 

  • Updated Human Resources/HR to Human Resource Management/HRM
  • Added Purpose
  • Updated “Applies to” to reflect regular positions and campuses
  • Expanded on policy statement
  • Added exclusions and special circumstances
  • Added Consequences
  • Added Voluntary Leave without pay to related procedures
  • Added definition of “employee’s family”

01/21/2015: Policy formatting cleanup (e.g., bolding, spacing).

05/30/2013: Updated HR web links to sick leave charts and USS handbook; removed “Equal Opportunity” from department name in Contacts section.

 

Personnel: Faculty/Academic Staff Categories: 
Leaves & Holidays
Personnel: Staff Categories: 
Leaves & Holidays

Can't Find What You're Looking For?
Policy Library Search
KU Today
One of 34 U.S. public institutions in the prestigious Association of American Universities
44 nationally ranked graduate programs.
—U.S. News & World Report
Top 50 nationwide for size of library collection.
—ALA
23rd nationwide for service to veterans —"Best for Vets," Military Times