Sick Time

Sick time provides paid time off and may be requested for the following reasons:

• For illness, including physical or mental health condition, injury, or medical care. This also applies to time off needed for the diagnosis, care or treatment of an existing health condition, or preventive care for an employee’s family member.
• If the employee, or their family member, are a victim of domestic violence, sexual assault, or stalking and need to: 
  • • Seek medical attention for injuries caused by crime or abuse;
  • • Obtain services from a domestic violence shelter, program, rape crisis center, or victim services organization or agency as a result of the crime or abuse;
  • • Obtain psychological counseling or mental health services related to an experience of crime or abuse;
  • • Participate in safety planning and take other actions to increase safety from future crime or abuse, including temporary or permanent relocation; or
  • • Obtain or attempt to obtain any relief, including a temporary restraining order, restraining order, or other injunctive relief, to help ensure the health, safety, or welfare of the victim or their family member;
• To donate an organ or bone marrow or care for a family member who donates an organ or bone marrow
• Other reasons provided under applicable law.

Family Members are defined as:

• Spouse or registered domestic partner
• Children of an employee or spouse or registered domestic partner (including a biological, adopted, or foster child, stepchild, legal ward, or a child to whom the employee stands in loco parentis, regardless of the child's age or dependency status)
• Parents and parents-in-law (including a biological, adoptive or foster parent, stepparent, or legal guardian of employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor)
• Siblings
• Grandparents or grandchildren
• Designated person 

Accrual Rates 

*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.

• Office and Professional Employees International Union (OPEIU), Local 29
  • • Accrue 1 day a month with a max of 75 days
• SEIU United Service Workers West
  • • Accrue 1 day a month with a max of 36 days

Law faculty and law 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.

For employees working outside California, USF’s sick leave policy is typically more generous than what most state or local laws require, but some locations may have additional rules or requirements related to paid sick leave.  If you perform work in a state other than California, please review time off information specific to your work state on the labor law page or reach out to leaves@usfca.edu. 

Requesting Sick Time

• If the need to use sick time is foreseeable (i.e. medical appointments), employees must provide reasonable advance notice to their manager or dean. For unpredictable situations, such as emergencies, accidents, or sudden illnesses, employees must provide notice as soon as possible. 
• While we support taking time for medical appointments, a full day off is not typically necessary unless the appointment requires extensive travel or recovery. Please plan to return to work before or after your appointment, as appropriate.
• Staff, Librarians, and Adjunct faculty should record their sick time in USFWorks immediately.  An employee cannot request more sick time than they have available.
• If an employee becomes ill or injured while on an  approved vacation, with medical documentation, vacation time may be changed to sick time.   And, if appropriate, a claim should be submitted for short term disability benefits.  Please contact leaves@usfca.edu for questions.
• If your time away exceeds five consecutive work days you are to contact Tristar (1-844-702-2352) and leaves@usfca.edu to request a leave of absence. Tristar will require that you submit medical documentation substantiating the use of sick hours. You may be eligible to apply for Short-Term Disability or Paid Family Leave benefits. Additionally, if you are eligible for FMLA/CFRA, your time away will be designated as FMLA/CFRA.
• Sick time normally requires no medical documentation. However, depending on employee circumstances or absenteeism history, Human Resources can request reasonable documentation to show that the paid sick time has been used for a purpose set forth in this policy.

Sick Balances

• Your sick balance can be found in USFWorks via the Absence worklet or on your pay slip.
• Employees may carry over any earned but unused paid sick time year-to-year, up to maximum for their employee classification.
• 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.

University of San Francisco may prohibit employees from using sick time during any shut down period, except as prohibited by law.

Abuse of the University’s sick time policy is dishonest and may lead to termination of employment. Human Resources can request reasonable documentation to show that the paid sick time has been used for a purpose set forth in this policy depending on employee circumstances or absenteeism history.

Employees will not be required to find their replacements for time they take off pursuant to this policy.

University of San Francisco will not retaliate against an employee for the employee’s use of, or attempt to use, sick time. In addition, an employee will not be retaliated against for filing a complaint alleging violations of paid sick time laws, for cooperating in an investigation or prosecution of an alleged violation of paid sick time laws, or opposing any policy, practice, or act prohibited by any applicable paid sick leave laws.

COVID-19

If you test positive for COVID 19 and have been on campus, please complete the positive intake reporting form to comply with Cal OSHA COVID-19 reporting requirements that are in effect until February 3, 2026. 

For questions regarding your diagnosis please contact your medical care provider or review COVID-19, Flu and RSV information available at the SF Department of Public Health.

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).

For questions, please contact leaves@usfca.edu