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College-wide Policies

Sick Leave and Supplemental Leave for Staff

Responsible office
Finance & Administration
Responsible party
Director of human resources
Last revision
August 2013
Approved by
The Cabinet
Approval date
August 2013
Effective date
August 2013
Last review
August 2013
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

Paid sick leave is available for full- and part-time staff who, due to a medical condition, are unable to perform their normal work duties.  The duration and severity of the medical condition will determine the type of leave taken. 

Staff must report all absences to their supervisors as soon as possible when illness or accident prevents them from reporting to work.  Staff must keep supervisors informed of when they intend to return to work.  Supervisors may request a doctor’s statement verifying the need for time off when an individual misses more than three consecutive days of work or if concerns of excessive absence exist.

Staff who anticipate being absent from work or have been absent from work for three or more consecutive workdays must notify Human Resources in addition to notifying their supervisor.  Human Resources will determine if leave taken is applicable to the Family Medical Leave Act (FMLA).

Exempt and non-exempt staff accrue and report sick leave as follows:

Non-exempt staff sick leave

Exempt staff sick leave

Full-time non-exempt staff accrue sick leave at the rate of four hours per pay period, pro-rated based on a 2,080-hour annual schedule (a factor of .046 hours of leave for each hour worked).  Leave will begin accruing immediately upon hire, and leave may be taken immediately after it has accrued.  The maximum accrual rate is 480 hours. 

Individuals may use up to 10 days of sick leave to care for a family member listed under Family Medical Leave Act or another close family member.  

 

Sick leave benefits will not be paid to staff upon termination of employment or retirement.

 

 

Non-exempt staff report leave taken at the same time as they report regular hours worked using the online timesheet.    These hours are included on each payroll check and will reduce the accrual automatically, which should result in accurate leave balances on paycheck stubs.   Sick leave taken does not count toward the calculation of overtime.

 

Upon approval of the president or designee, full-time exempt staff are eligible for paid sick leave lasting up to six months to provide continued compensation during absences from work caused by an employee’s serious illness or non-work-related accidents.  Eligibility for pay depends on longevity of service and duration of absence.  Full pay may (under the timeline approved by the president or designee) continue until the individual is released by a physician to return to work, the approved duration of the medical leave is exhausted, or the individual becomes eligible for long-term disability benefits if approved for six months, whichever comes first.  Exempt staff may use up to 10 days of sick leave to care for a family member listed under the Family Medical Leave Act or another close family member.

 

Exempt staff must submit a written request to their supervisor and the director of human resources requesting paid sick leave.  The request is to include a physician’s statement explaining the need and duration of the absence.  Individuals may also be required to submit additional information relevant to determining the necessity and duration of the leave.  Upon reviewing this information, Human Resources will submit a formal request to the president or designee for final determination and approval.  Exempt staff who are granted paid sick leave must update Human Resources and their supervisor about their medical status and the date they are released to return to work.  If such date is earlier or later than the approved duration of their approved leave, a revised physician’s statement will be required to ensure the exempt staff member is able to return to work.

 

Supplemental sick leave for non-exempt staff only

Full-time non-exempt staff who have completed one year of continuous service in an eligible status and have exhausted all sick and vacation accrual may receive additional paid medical-leave benefits.  See the Supplemental Sick Leave Policy for details.

Supplemental sick leave (SSL) is available for benefit-eligible full- and part-time non-exempt staff who have completed one year of continuous service in an eligible status and have exhausted all sick and vacation accrual.  The leave must be due to a non-work-related medical condition and the non-exempt staff is unable to perform normal 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 six months:

Length of service and SSL benefit available

Less than one year: None

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 the earlier of the date the staff member  is released to work or when the SSL benefit period expires (see above table).

Eligible non-exempt staff  may receive SSL benefits only once each year (a year is a 12-month period measured backward from the date SSL was last used).  However, in medically necessary circumstances, the employee may be permitted to receive SSL benefits in intermittent blocks of time due to a single illness or injury, 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.  Employees returning from SSL may be restored to their previous position or to an equivalent position with the same benefits and pay, if available.

Eligible employees must apply for SSL through Human Resources, and a physician’s statement will be required.  The college may exercise the right to 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 intend to return to work.

Procedures

None