Sick Leave

Accrual Rates 

In accordance with San Francisco local and California state requirements, all University employees are eligible to receive paid sick leave. The accrual rate and maximum allowance vary depending on the employee classification as noted in the table.

Except for the Union employees included in the table, all other Union employees should refer to their collective bargaining agreement (or handbook, for law faculty and librarians) for specific information regarding sick leave accrual policies. For questions about the accrual and administration of sick leave, please contact the Human Resources’ Leave Manager at leaves@usfca.edu.

Employee Classification Sick leave 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
Staff:  Full-Time, Salaried 7.5 hours per month, pro-rated 75 days
Regional Librarians 7.5 hours per month, pro-rated 75 days
Regional Librarian Assistants 7.5 hours per month, pro-rated 75 days
Adjunct Faculty** 3.75 hours per month 72 hours

*Pro-rated amount is based on hours worked or Full-Time Equivalent (FTE)
**With an active job assignment

When can I use Sick Leave?

Sick leave may be used for the following reasons:

  • Diagnosis, care, or treatment of an existing health condition of an employee or an employee’s family member (self, child, parent, in loco parentis, spouse, registered domestic partner, or designated person, grandparent, grandchild, sibling, and legal guardians and wards)
  • Preventive care for an employee or an employee’s family member
  • Leave for an employee who is a victim of domestic violence, sexual assault, or stalking

The University prefers that all employees schedule medical appointments outside normal working hours. However, if it is impossible to do so, sick leave may be used for medical appointments and advance notice should be given to the employee’s supervisor.

Reporting Sick Leave Hours

Only accrued time can be used and must be approved by the employee’s supervisor. If the need to use sick leave is foreseeable, employees must provide reasonable advance notice of absence to their supervisor for approval. For unpredictable situations, such as emergencies, accidents, or sudden illnesses, employees must provide notice as soon as practicable. Specifically:

  • All staff should inform their supervisor if they cannot work due to illness and complete their e-timesheet or leave report accordingly by selecting the Self-Service Employee button from the myUSF dashboard, which provides access to Banner Self-Service.
  • All faculty (full-time and adjunct) should inform their supervisor and department head if they cannot teach a class due to illness. Faculty must send a completed paper timesheet that documents their sick hours to the Human Resources’ Leave Manager at leaves@usfca.edu. The paper timesheet is available to download from Payroll’s E-Timesheets web page. The Leave Manager will deduct the reported hours from faculty’s available sick leave balance.

Sick leave of less than three days normally requires no verification; however, supervisors may ask Human Resources to request appropriate documentation from an employee, depending on the circumstances or absenteeism history.

Sick Leave Balances

Sick leave balances for employees will appear on their electronic paycheck stubs and under Leave Balances; both can be accessed in Banner Self-Service by selecting the Employee Self-Service button from the myUSF dashboard.

Unlike vacation time, sick leave is not considered a form of earned wages; therefore, unused sick leave is not paid to employees upon separation from the University. Furthermore, upon termination, unused sick leave cannot be used as necessary notice for resignation.

If employees are rehired within one year from the date of separation, their previously accrued and unused paid sick hours will be reinstated upon rehire.

Using Sick Leave to Care for Family Members

Paid sick leave taken under this policy may run concurrently with other applicable leaves including the California Family Rights Act (CFRA), Family and Medical Leave Act (FMLA), or Kin Care. For questions about using and reporting sick leave to care for an eligible family member who is ill, please contact the Leave Manager at leaves@usfca.edu.