Empowering a Community of Excellence

Sick Leave

You may request sick leave only for the necessary absence from duty because of personal or family illness, including pregnancy and recovery, injury, health care provider appointments or legal quarantine.

Pursuant to Kansas Board of Regents (KBOR) policy, unclassified professional staff, faculty and academic staff may use sick leave for other qualified adults. KBOR defines "other qualified adult" as an individual with a committed personal relationship with an unclassified employee and who lives in such unclassified employee’s household.

Similar to vacation leave, you cannot take sick leave until after it has been accrued. Excessive use of sick leave may result in disciplinary action.

The amount of sick leave provided to you by the University is based on several factors including the amount of time you work during a pay period, your employment type (i.e. University Support Staff, Unclassified Professional Staff, etc.), and whether you are considered exempt (salaried) or non-exempt (hourly).

Eligibility

All employees in regular positions are eligible to accrue and request sick leave. You are able to earn sick leave at the end of your first pay period of employment.

Requesting Sick Leave

You need to immediately notify your supervisor if you plan on taking sick leave. Sometimes, your supervisor may require you to submit a medical documentation from a health care provider to substantiate the need for sick leave.  Medical documentation may also be required to substantiate the leave pursuant to the Family Medical Leave Act (FMLA).

Accruals and Payouts

Sick leave is accrued each pay period. The amount you accrue is based on whether you are:

  • A University Support Staff member or an unclassified employee (i.e. Unclassified Professional Staff, Unclassified Academic Staff, Faculty Member), or
  • Considered exempt (salaried), or non-exempt (hourly) as defined by the Fair Labor Standards Act (FLSA)

Accrual rate details for University Support Staff (USS), and Unclassified Professional Staff, Fiscal Year Unclassified Academic Staff, and Faculty are provided in the drop-down sections below.

University Support Staff (USS)

Non-Exempt (Hourly)

If you are a non-exempt USS employee, you accrue sick time based on the number of hours you have worked during a pay period as outlined in the table below.

Number of Paid Hours Worked During a Pay Period
Number of Sick Hours Earned per Pay Period
0 to 7 hours
0.0
8 to 15 hours
0.4
16 to 23 hours
0.8
24 to 31 hours
1.2
32 to 39 hours
1.6
40 to 47 hours
2.0
48 to 55 hours
2.4
56 to 63 hours
2.8
64 to 71 hours
3.2
72 to 79 hours
3.6
80 or more hours
3.7
Exempt (Salaried)

If you are an exempt USS employee, you accrue sick time based on the number of hours you have worked during a payer period as outlined in the table below.

Number of Paid Hours Worked During a Pay Period
Number of Sick Hours Earned per Pay Period
0 hours
0.0
More than 0 hours
3.7

Unclassified Professional Staff (UPS), Unclassified Academic Staff, and Faculty

Non Exempt (Hourly)

If you are a non-exempt unclassified employee, you accrue sick time based on the number of hours you have worked during a pay period as outlined in the table below.

Number of Paid Hours Worked During a Pay Period
Number of Sick Hours Earned per Pay Period
0 to 7 hours
0.0
8 to 15 hours
0.4
16 to 23 hours
0.8
24 to 31 hours
1.2
32 to 39 hours
1.6
40 to 47 hours
2.0
48 to 55 hours
2.4
56 to 63 hours
2.8
64 to 71 hours
3.2
72 to 79 hours
3.6
80 or more hours
3.7
Exempt (Salaried) and Academic Year Faculty and Academic Staff

If you are an exempt unclassified employee, academic year faculty, or academic staff member, the number of sick leave hours you earn each pay period is based on your FTE appointment as outlined in the chart below.

Appointment FTE
Number of Sick Leave Hours Earned per Pay Period
Less than 0.25
0.9
0.25 to 0.49
1.9
0.50 to 0.74
2.8
0.75 to 1.00
3.7

Sick Leave Payout (All Eligible Employees)

Employees Not Eligible for Retirement

If you leave the University and you are not eligible for retirement, your sick leave hours will be forfeited. Those forfeited hours can be reinstated if you return to a State of Kansas regular position within one year.

Employees Eligible for Retirement

If you leave the University with a sick leave balance of 800 hours or more, and you are eligible for retirement, you will be paid for a portion of the hours accrued as follows: 

Number of Years You Have Worked for the State of Kansas
Maximum Number of Sick Leave Hours (Days) You Are Eligible to Accrue
Hours (Days) Paid When You Are Eligible to Retire
 8 or more years
800 (100 Days)
240 (30 Days)
10 or more years
1,000 (125 Days)
360 (45 Days)
25 or more years
1,200 (150 Days)
480 (60 Days)

The sick leave hours will be paid in a lump sum on either their final pay check or in a separate pay check following their final paycheck.

Reviewing Your Sick Leave Balance

To view your sick leave balance, simply log in to HR/Pay » and follow the steps below:

  1. Click on "Self Service"
  2. Click on "Benefits"
  3. Click on "Benefit Information"
  4. Click on "Absence Balances"

HR/Pay self service will display your active sick leave balance as of the end of the last pay period. You can also view your balance for vacation leave, discretionary day, holiday comp time, etc. Leave balances are also displayed on your paycheck, which you can electronically download and view as a PDF from HR/Pay self service.

Additional Information

You can learn more about vacation leave accruals, payouts, and conditions by reviewing the Sick Leave Policy ».


Need Help? Ask Us!
JavaScript disabled or chat unavailable.
Quick Links
Search for HRM Policies
 

Visit the Policy Office for more information.

HRM Calendars
All
Dec 18
Chancellor's Holiday Reception
03:30 pm
Dec 22
New Employee Orientation
08:00 am
Dec 24
Christmas (half day)
12:00 pm
Dec 25
Christmas
All day
Dec 26
Christmas
All day
View events: Past | Upcoming | All
Holidays
Dec 24
Christmas (half day)
12:00 pm
Dec 25
Christmas
All day
Dec 26
Christmas
All day
Jan 01
New Year's Day
All day
Jan 19
Martin Luther King, Jr. Day
All day
View events: Past | Upcoming | All
Learning & Development
Dec 22
New Employee Orientation
08:00 am
View events: Past | Upcoming | All
Events
Dec 18
Chancellor's Holiday Reception
03:30 pm
View events: Past | Upcoming | All