WVU-HR-46
SICK LEAVE POLICY
PURPOSE
To outline the means by which West Virginia University employees accrue and are able to use sick leave in accordance with Higher Education Policy Commission, Series 38.
SCOPE
This policy applies to all University full time regular classified and non-classified employees, and faculty or FE/AP employees with 12-month contracts, including those on the regional campuses.
POLICY
Employees must be in an active payroll status and work the majority of the month in order accrue sick leave. Sick leave is accrued at the rate of 1.50 days per month. Sick leave is prorated according to the employee’s full time equivalency (FTE). Sick leave may be accumulated without limit.
An employee may not use sick leave before it has been earned. Sick leave may be used when the employee is ill or injured and unable to work; for employee medical appointments; or, when a member of the employee’s immediate family is seriously ill or dies. Immediate family is defined as: father, mother, son, daughter, brother, sister, husband, wife, mother-in-law, father-in-law, son-in-law, daughter-in-law, grandmother, grandfather, granddaughter, grandson, stepmother, stepfather, step children, or others considered to be members of the household and living under the same roof. Substantiation to charge sick leave may be required as outlined in the Medical Leave Verification policy.
The employing department will maintain accurate records relative to sick leave earned and used by an employee. The maximum sick leave charge permitted is 260 workdays per confinement. Sick leave charges will run concurrent with Family and Medical Leave Act absences, as appropriate.
Sick leave provisions are contingent upon continued employment. When termination occurs all accumulated sick leave will be forfeited as of the last day present at work, except in cases of retirement. Upon retirement employees may, if they qualify, elect to have any unused sick leave applied as a credit toward the premium for the West Virginia Public Employee Insurance Plan. Employees who resign in good standing and are later reemployed, may have their total accumulated sick leave reinstated, provided the date of termination is one (1) year or less from the date of reemployment. However, if the employee returns to work after more than one (1) year from the date of termination, no more than 30 days of accumulated sick leave may be reinstated. Employees may also transfer accumulated, unused sick leave earned through other State agencies to WVU if requested within one (1) year of termination at the other agency.
PROCEDURE
Additional information regarding this policy or the proper procedure to follow can be obtained in the Sick Leave procedure.
RESPONSIBILITY FOR IMPLEMENTATION
The supervisor is responsible for verifying the employee’s sick leave accumulation and usage are accurate and comply with University policy. The Medical Management Unit in the Department of Human Resources, at 293-5700 or P.O. Box 6640, is available to answer questions on sick leave accumulation and available balances. The Employee Relations Unit in the Department of Human Resources, at 293-5700 or P.O. Box 6640, is available to answer questions or provide additional information concerning an employees use of sick leave under this policy.
RESPONSIBILITY FOR INTERPRETATION
The responsibility for interpretation of this policy rests with the Director of Human Resources, West Virginia University.
EFFECTIVE DATE: September 6, 2003
APPROVED BY: Scott C. Kelley, Vice President
