Sick Time

COVID-19

If you test positive and have been on campus, please follow these steps:

• 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.

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. 
• For bone marrow or organ donation.
• Effective Jan. 1, 2025, employees or their eligible family members who are victims of domestic violence, sexual assault, stalking, and other qualifying acts of violence may use accrued sick leave to seek medical or psychological treatment for injuries resulting from violence, or to obtain restraining orders and other legal protections. This includes:

  Relocation to a safe location, such as temporary shelter

  Enrollment in school or childcare services to ensure children’s safety

  Addressing medical, legal, or psychological needs related to the incident

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, Librarians, 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 normally requires no medical documentation. However, Human Resources can request medical documentation depending on employee circumstances or absenteeism history.
• 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, which protects your job and benefits, your time away will be designated as FMLA/CFRA.

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.
• 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