Sick Time

COVID-19

Employees who have tested positive for COVID-19 or are required to quarantine due to being a close contact should stay home. If you have been exposed to a confirmed COVID-19 patient or have symptoms of COVID-19, email or call your healthcare provider for advice. Find more information about California COVID sick time here.

In the event that you test positive and have been on campus, please follow these steps:

At this time, employees who are sick with COVID-19 do not need to provide a doctor’s note to USF.

For any absence, employees must notify their supervisor or dean and report their sick or other applicable time off in USFWorks or in other timekeeping systems.


When can I use Sick Time?

  • When an employee is sick.
  • When an employee needs to provide care for a family member who is sick.
  • Preventive medical care or treatment of an existing medical condition for an employee or employee’s family member. 
  • When an employee is a victim of domestic violence, sexual assault, or stalking.
  • For bone marrow or organ donation.

Family member includes: child, parent, in loco parentis, spouse, registered domestic partner, designated person, grandparent, grandchild, sibling, and legal guardians and wards.

Requesting Sick Time

  • If the need to use sick time is foreseeable (i.e. medical appointments), employees must provide reasonable advance notice to their supervisor or dean. For unpredictable situations, such as emergencies, accidents, or sudden illnesses, employees must provide notice as soon as possible.
  • When scheduling medical appointments, sick time can only be used for the time required to attend the appointment.
  • Staff, Full-Time Faculty, Librarians, and Adjunct Faculty should inform their supervisor/dean immediately if they cannot work due to illness.
  • Staff and Adjunct Faculty should record their sick time in USFWorks immediately.
  • Only accrued sick time can be requested and must be approved by a supervisor or dean.
  • Sick time of less than three work days normally requires no medical documentation. However, Human Resources can request medical documentation depending on employee circumstances or absenteeism history.
  • If your illness exceeds five consecutive work days, contact Tristar at 1-844-702-2352 or Online. You may be eligible to apply for short-term disability benefits and FMLA/CFRA.  In addition, contact leaves@usfca.edu.

Accrual Rates 

Employee Classification Sick TIME Accrual Rate* Maximum Amount
Staff:  Part-Time, Hourly 2.86 hours per pay period, pro-rated 72 hours
Staff:  Full-Time, Hourly 7.5 hours per month, pro-rated 75 days/562.5 hours
Staff:  Full-Time, Salaried 7.5 hours per month, pro-rated 75 days/562.5 hours
Adjunct Faculty 3.75 hours per month 72 hours

*Pro-rated amount is based on hours worked or Full-Time Equivalent (FTE)

  • Union employees should refer to their collective bargaining agreement for specific information regarding sick time accrual policies.
  • Law faculty and librarians should refer to their handbook for specific information regarding sick time accrual policies.
  • Executive administrators receive 90 days of sick time upon hire. When the sick balance drops below 90 days, 7.5 hours of sick time are accrued per month, up to a 90-day cap.

Sick Balances

  • Your sick balance can be found in USFWorks via the Absence worklet or on your pay slip.
  • Unlike vacation time, sick time is not considered a form of earned wages. Therefore, unused sick time is not paid to employees upon separation from the University. Furthermore, upon termination, unused sick time cannot be used as necessary notice for resignation.
  • If an employee is rehired within one year from the date of separation, their previously accrued and unused sick time will be reinstated upon rehire in compliance with local and state requirements.

FMLA/CFRA

Sick time may run concurrently with other applicable leaves including the California Family Rights Act (CFRA), and Family and Medical Leave Act (FMLA).

When eligible, employees may accrue, request, and use sick time without fear of termination or retaliation. All employees have the right to file a claim against the employer for any such action.  

For questions, please contact leaves@usfca.edu