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College-wide Policies

Sick Leave and Supplemental Sick Leave for Staff

Responsible office
Finance & Administration
Responsible party
Director of human resources
Last revision
September 2018
Approved by
The Cabinet
Approval date
August 2013
Effective date
January 2019
Last review
September 2018
Additional references
Colorado House Bill 09-1057, Federal Family Medical Leave Act, Colorado Family Care Act

Scope

All financial and administrative policies involving community members across campus are within the scope of this policy. If there is variance between departmental expectations and the common approach described through college policy, the college will look to the campus community to support the spirit and the objectives of college policy.

Policy

Sick Leave

Paid sick leave is available for full- and part-time, benefit eligible, exempt and hourly staff who, due to illness or injury, are unable to perform their work duties. Up to 10 days of sick leave may also be used to care for (including medical appointments) a spouse, domestic partner, or dependent child. Under this policy, staff who have completed 90 calendar days of employment may use up to three days of their sick leave accrual in each fiscal year for absences unrelated to illnesses. Staff must request and receive approval for this time off. This time is recorded on the timesheet or leave report as personal leave.

Accrual, Requesting, and Recording

Hourly staff accrue sick leave at the rate of .0462 hours for each hour worked. Accrual for exempt staff is based on their FTE using .0462 as the multiplier. Leave accrues upon hire and may be taken as it accrues. The maximum accrual is 480 hours. 

Sick leave balances are not paid out upon termination of employment or retirement.

Previous employees that are rehired will not have their previous sick leave balances reinstated.

Staff shall report their need for an absence to their immediate supervisor as soon as possible. Staff who anticipate being absent or who have been absent for three or more consecutive workdays must also notify the Benefits Manager. The Benefits Manager will determine if the leave taken is covered under the Family Medical Leave Act.

Hourly staff report sick leave in 15-minute increments on their time sheets. Exempt staff report sick leave in ½-day increments and record time taken on their leave report.      

The college reserves the right to request medical certification whenever there are concerns of excessive absenteeism due to illness. This request will be coordinated by Human Resources.

Supplemental Sick Leave

Supplemental sick leave (SSL) is available for full- and part-time, benefit eligible, exempt and hourly staff who have completed one year of continuous service and have exhausted all sick and vacation accrual. SSL may only be used for the staff member’s non-work-related medical condition, which renders the staff member unable to perform his/her job duties. SSL benefits may commence once written medical certification from a physician is provided and approved by Human Resources. SSL benefits are paid at 100 percent of base salary for a period, combined with other accrued benefits (sick and vacation) not to exceed a total of six months.

Vacation and sick leave do not accrue during the period a staff member is on SSL.

Length of service and SSL benefit available

Less than one year: No SSL available

One year: Up to one month

Two years: Up to two months

Three years: Up to three months

Four years: Up to four months

Five years: Up to five months

Six-plus years: Up to six months

SSL benefits end when the staff member is able to return to work, when the approved leave expires, or when the staff member has been approved for long-term disability, whichever comes first.

Eligible staff may receive SSL benefits only once in a 12-month period measured backward from the date SSL was last used.  If  medically necessary, the  staff member  may be permitted to receive SSL benefits in intermittent blocks of time provided that the combined total time off does not exceed the total benefits available. 

SSL benefits are paid entirely by the college.  Staff do not contribute to this plan and unused benefits will not be paid upon termination of employment or retirement.  Staff returning from SSL may be restored to their previous position or to an equivalent position with the same benefits and pay, if available.

Requesting SSL:

Eligible staff must apply for SSL through Human Resources and must provide a physician’s statement. The college may request a second medical opinion from a physician of the college's choosing, at the college's expense. Staff on SSL will keep Human Resources informed of their medical status and of the date they expect to be released to return to work.

Procedures

None