Sick Time Off

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 you have symptoms of COVID-19, email or call your healthcare provider for advice.

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 time away from work, employees must notify their supervisor and report their sick or other time off in USFWorks or another timekeeping system if applicable.


When can I use Sick Time Off?

  • 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 Off

  • If the need to use sick time is foreseeable (i.e. medical appointments), employees must provide reasonable advance notice to their supervisor. For unpredictable situations, such as emergencies, accidents, or sudden illnesses, employees must provide notice as soon as possible.
  • When scheduling medical appointments, sick hours can only be used for the time required to attend the appointment.
  • All Staff, Full-Time Faculty, and Adjunct Faculty should inform their supervisor/dean immediately if they cannot work or teach due to illness.
  • Staff and Adjunct Faculty are to record their sick hours in USFWorks immediately.
  • Only accrued sick time can be used and must be approved by the staff member’s or adjunct’s supervisor/dean.
  • Employees eligible for sick hours (including adjunct faculty) should record their absence in USFWorks. Visit USFWorks Training webpage for detailed instructions on reporting sick leave.

When Absence Exceeds Three Days

  • Sick time off of less than three work days normally requires no medical documentation. However, Human Resources can request medical documentation depending on the employee circumstances or absenteeism history.
  • If your illness exceeds three work days, you are required to contact Tristar at 1-844-702-2352 -OR- Online.
  • If your illness exceeds three work days, and you are eligible for FMLA/CFRA, you are required to submit medical documentation to Tristar certifying you for FMLA/CFRA.
  •  If your illness exceeds five work days, you may be eligible to apply for short-term disability benefits.

Accrual Rates 

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/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 leave accrual policies.
  • Law faculty and librarians should refer to their handbook for specific information regarding sick leave accrual policies.
  • Executive administrators begin their positions with 90 days of sick leave. When the balance drops below 90 days, 1 day of sick leave per month will accrue, up to a 90-day cap.

Sick Leave 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 leave 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 paid sick hours will be reinstated upon rehire in compliance with local and state requirements.

FMLA/CFRA

Paid sick leave may run concurrently with other applicable leaves including the California Family Rights Act (CFRA), Family and Medical Leave Act (FMLA), or Kin Care.

If eligible for FMLA/CFRA and using sick time off for more than 3 work days, you are required to contact Tristar and submit medical documentation certifying you for FMLA/CFRA.

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

For any questions, please contact leaves@usfca.edu