Sick Leave

Eligible employees may use sick leave for illness of, injury to, or need to obtain medical or dental consultation for the employee, employee's spouse, civil union partner, same-sex domestic partner, children, parents, siblings, grandchildren, grandparents, and members of the employee's household. "Children" include biological, adopted, foster, stepchildren, legal wards, children for which an employee is standing In loco parentis, and children who are members of the employee's household. "Parent" is defined as a biological parent, stepparent, parent-in-law, or an individual who stood in loco parentis to the employee.

Sick leave may also be used for pregnancy or following the birth or adoption of a child to care for that child, not to exceed 12 weeks.

Select one of the following links or scroll down for specific information:

Eligibility
Accruals
Usage
Reporting
Benefits Continuation
Transfer of Sick Leave
Termination
Resources


Eligibility

Civil Service employees in trainee, apprentice, learner, provisional, and status appointments are eligible.

Academic employees who are eligible to participate in the State Universities Retirement System or the Federal Retirement System, have a 50 percent appointment, and who are appointed for at least nine months are eligible.

Executive Order 13706 requires certain employers who contract with the federal government to provide their employees with up to fifty-six (56) hours (seven workdays) of paid sick leave annually, including for family care and absences resulting from domestic violence, sexual assault and stalking. Accordingly, employees performing work on or in connection with a federal contract that is covered by Executive Order 13706 and who are not otherwise eligible for sick leave benefits will be paid sick leave benefits in accordance with the terms of that Executive Order. The Department of Labor has noted that federal grants are excluded from the coverage of Executive Order 13706, as well as employees who perform work in connection with covered contracts for less than twenty percent (20%) of their hours worked in a particular workweek. The University may limit the amount of paid sick leave employees may accrue under Executive Order 13706 to 56 hours each year, but must permit those employees to carry over accrued, unused sick leave from one year to the next. The University also may limit the amount of paid sick leave employees have accrued to 56 hours at any point in time. Employees entitled to sick leave under Executive Order 13706 may use that leave for an absence resulting from (1) physical or mental illness, injury or medical condition of the employee, (2) obtaining diagnosis, care, or preventative care from a health care provider by the employee, (3) caring for the medical needs of any other individual related by blood or affinity whose close association with the staff member is the equivalent of a family relationship, or (4) domestic violence, sexual assault, or stalking, if the absence is for the purposes of medical care, to obtain additional counseling, seek relocation, seek assistance from a victim services organization, take legal action, or to assist the staff member’s child, parent, spouse, domestic partner, or any other individual related by blood or affinity whose close association with the staff member is the equivalent of a family relationship in engaging in any of those activities.


Accruals

Civil Service employees accrue sick leave without limit at the rate of .0462 hours for each hour, exclusive of overtime, that the employee is in pay status (approximately 12 days per year for full-time status).

Academic employees earn 12 cumulative and 13 non-cumulative sick leave days per appointment year. Part-time appointments receive a pro-rated share. In the case of an appointment for less than a full appointment year, the 12 days cumulative and the 13 days noncumulative leave shall be prorated. No additional sick leave is earned for a summer appointment.


Usage

Employees should receive approval from their supervisors to charge absences against accumulated sick leave. An employee's supervisor may require the employee to provide evidence to substantiate the reason for the absence, including a physician's certificate or FMLA medical certification, if applicable. The use of sick leave for family and medical leave (FML) or victims economic security and safety leave (VESSA) purposes does not extend the FMLA or VESSA entitlement.

Departmental procedures for notification that sick leave benefits need to be used may vary. Contact your immediate supervisor for the particular procedures in your department.

Accrued sick leave cannot be used for vacation purposes.

Upon exhaustion of sick leave, employees who are enrolled in the Shared Benefits Program may be eligible for additional sick leave benefits.


Reporting

Civil Service employees report sick leave usage on a bi-weekly basis when completing their normal time and attendance reporting.

Academic reporting occurs bi-annually, in May and August. Reporting may occur more often based on departmental procedures.


Benefits Continuation

While using accrued sick leave, employees continue to receive the same State and University benefits as when actively working. All State-paid contributions continue.


Transfer of Sick Leave

When an employee transfers from one employee group to another (academic to civil service or vice versa), sick leave credit will be transferred. All transfers of sick leave credit require the presentation of appropriate records verifying the sick leave accrued and unused prior to the transfer. For assistance with sick leave transfers, the hiring unit should contact the campus HR office.

Employees are not entitled to cash payouts for accrued sick leave credits when transferring.


Transfer of Sick Leave from another State Agency or other institutions subject to the State Universities Civil Service System

Benefit eligible employees who transfer from a State agency or other institution subject to SUCSS may request to have sick leave transferred to the University of Illinois. In order to request a transfer, a break in service between leaving the prior state agency/institution and joining the University of Illinois cannot be greater than 120 days. The employee should contact the appropriate office at the prior agency/institution who can verify leave information and complete the Request to Transfer Cumulative/Noncompensable Sick Leave form:
Request to Transfer Cumulative/Noncompensible Sick Leave

The University of Illinois does not accept compensable sick leave from other agencies/institutions. Employees should have been paid out for any remaining compensable sick leave at the time of separation. Noncompensable sick leave can be transferred and will be credited to the employee's noncompensable balance at the University of Illinois. Transfer of vacation is not accepted at the University of Illinois.

Termination

Civil Service Staff

Sick Leave Payout
At the time of termination, employees with unused accumulated sick leave that was earned between January 1, 1984 and December 31, 1997, may elect to be compensated for up to one-half of the amount.

All unused sick leave accumulated prior to January 1, 1984, on or after January 1, 1998, and/or accumulated while ineligible for compensation under the State Finance Act is not subject to payment, but may be used for service credit in accordance with the rules of the State Universities Retirement System.

Civil Service Policy Links
Policy and Rules - Retirement
Policy and Rules - Group Insurance Continuation Following Retirement
Policy and Rules - Sick Leave Compensation Upon Termination

Academic Staff

Sick Leave Payout
One-half of all unused, accumulated compensable sick leave earned between January 1, 1984, and December 31, 1997 is paid out at the time of retirement. The remainder is utilized for establishing service credit in SURS. If employees prefer, they may elect to have all of the post-January 1, 1984 unused sick leave days applied toward service credit in the retirement system.

When employees leave the University before the completion of their contract, sick leave must be prorated for the portion of the year worked.  If, at the date of termination, employees have used more sick leave than they have earned, the value of the unearned days used will be deducted from the employee's final paycheck. If the repayment amount is not deducted from the final check, an employee will be required to reimburse the University for the value of the used unearned days.

Academic Policy Links
Urbana: Campus Administrative Manual - Sick Leave
Chicago: Payment of Terminal Benefits for Academic Employees
Springfield: Contact the campus Human Resources Office.

Sick Leave Used to Buy Service Credit

If you retire within 60 days after you terminate your employment covered by SURS or one of the other systems subject to the Illinois Retirement Systems Reciprocal Act, your unused/unpaid sick leave will be converted to additional service credit, up to a maximum of one year.

20 to 59 Full Work Days = .25 Year Additional Service Credit
60 to 119 Full Work Days = .50 Year Additional Service Credit
120 to 179 Full Work Days = .75 Year Additional Service Credit
180 or more Full Work Days = 1 Full Year Additional Service Credit


Resources

Select from the appropriate campus and/or employee group for specific information. Although registered same-sex domestic partners are not directly referenced in the policies, the University has made the decision to extend many of these benefits to employees and their registered same-sex domestic partners. Please visit the Domestic Partner page in NESSIE for further details on domestic partner benefits.

University System Policies
General Rules Concerning University Organization and Procedure

Policy and Rules for Civil Service Staff
Sick Leave
Shared Benefits Program

University Policies

Urbana
Sick Leave for Academic Staff
Transfer of Sick Leave and Vacation Credit
Annual Vacation and Sick Leave Reporting - Academics
Shared Benefits (Sick Leave) Policy for Academic Staff

Chicago
Sick Leave for Support Staff
Sick Leave for Academic Employees
Vacation and Sick Leave Transfer within the University
Sick Leave and Vacation Transfer from other State Agencies
Restoration of Leave Time Upon Return to the University
Sick Leave Granted by the Chancellor
Leave Reporting for Academic Professional Employees
Shared Benefits Program

Springfield
Leaves of Absence