Sick and Vacation Leave

Faculty and Supportive Professional Staff

Note: salaried accrual is one month in arrears.

Earned Sick Time (Accumulative)

If eligible, you’ll earn sick time at the full-time rate of one workday for each month, or portion of a month, of service. There’s no limit on the amount of sick time you can accrue. You can use sick time up to what you’ll earn in a contract period. If you want to use sick time beyond what you earn in a contract period, it must come from sick time you’ve previously accrued, or as a deduction from your pay.

Additional Sick Time (Non-accumulative)

In addition to the sick time you earn, you’ll be provided with a full time rate of 25 work days of non-accumulative sick leave, if eligible, for your own personal illness. You’ll also be provided with a full time rate of 25 work days of non-accumulative sick leave, if eligible, for the care of a member of your immediate family or immediate household. The days are adjusted based on your FTE and prorated for new employees. These days are classified as non-accumulative sick leave. This means that they are available each fiscal year, however, they do not carry over from year to year.

To use the non-accumulative sick time for yourself, you will have to first use the amount of days that you would earn in your current contract year for personal sick leave. You would report on your benefit usage form your sick time as personal sick. After the sick days earned in the current contract have been used for personal sick any additional time reported as personal sick will draw from the personal non-accumulative days until those days are all used in the contract year. Any other sick time in the contract year for personal sick will again start to draw from any of your earned sick balance that might still be available. If you do not have sufficient accrued sick leave available, you may choose to take a deduction in pay in order to access the 25 days of personal non-accumulative sick leave. Effective March 16, 2020 UPDATE: the university is committed to making sure that employees do not have to go without pay to access non-accumulative sick leave benefits during the global COVID-19 pandemic. Payroll will be monitoring available balances and making the necessary adjustments.

To use the sick time for an immediate family member or members, you will have to first use the amount of days that you would earn in your current contract year for family sick leave. You would report on your benefit usage form your sick time as family sick. After the sick days earned in the current contract have been used for family sick any reported usage of family sick will draw from the family non-accumulative days until those days are used in the contract year.  Any other sick time in the contract year for family sick will again draw from any of your earned sick balance that might still be available. If you do not have sufficient accrued sick leave available, you may choose to take a deduction in pay in order to access the 25 days of personal non-accumulative sick leave. Effective March 16, 2020 UPDATE: the university is committed to making sure that employees do not have to go without pay to access non-accumulative sick leave benefits during the global COVID-19 pandemic. Payroll will be monitoring available balances and making the necessary adjustments.

An employee is hired on a 9-month contract and will earn 10 days of sick leave during their contract from August 16 to May 15. With any occurrence of personal illness, the employee should record personal sick leave on their benefit usage form. The first 10 days of illness beginning on August 16, will be drawn from the employee’s personal sick leave balance. If additional sick time is needed, the next 25 days will automatically draw from the personal non-accumulative balance. Employees in these classifications can use the sick leave they will accrue in their contract period prior to it actually being accrued. However, if there is still not sufficient accrued sick leave available, an employee may choose to take a deduction in pay to reach the 25 days of personal non-accumulative sick leave. 

Using same employee situation in the example above, the employee has used the sick time they would accrue in the current contract period for personal illness and accessed the personal non-accumulative sick leave benefits. However, they now have a need to be off work to care for a member of their immediate family or household. They will need to use an additional 10 days of accrued sick leave for family and then could access the family non-accumulative sick leave benefit.  Similar to what is outlined above, if the employee does not have sufficient accrued sick leave available, they may choose to take a deduction in pay to reach the 25 days of family sick leave. 

Essentially, in order to access both the personal and family non-accumulative sick days in the same contract year a 9-month employee would need to use 20 days of earned sick leave or have taken payroll deduction to equal the 20 days. To reach each type of non-accumulative leave in the contact year, the benefit usage forms would have to reflect 10 days of earned personal sick leave usage and 10 days of earned family sick usage.

An employee may also choose to use vacation, if eligible, as an alternative to a deduction in pay, however, the use of vacation cannot be used to access the personal or family non-accumulative sick balances.

Employees that are members of a union should consult their Collective Bargaining Agreements for variations in these benefits.

Regular Appointments

The Board of Trustee Regulations provide vacation benefits forFaculty and Supportive Professional Staff (SPS) on regular appointments whose work schedules do not conform to the academic calendar. Typically faculty and supportive professional staff with appointments 10 1/2 months or greater will receive two vacation days per month (may be prorated based on full time equivalent). Vacation may be accumulated up to a maximum of 56 days. Employees in this category are allowed to go negative up to what they will earn in the contract period. Usage beyond what will be accrued must come from available balances or pay deduction.

Temporary Appointments

Employees on temporary appointments and those whose positions are funded entirely on grants and/or fees for services, who are eligible to earn vacation, shall not accumulate vacation beyond the termination date for each specific temporary appointment and any balance shall be adjusted to "zero" as of the termination date specified in each temporary appointment unless there is a consecutive temporary appointment. Typically faculty and supportive professional staff with appointments 10 1/2 months or greater will receive two vacation days per month (may be prorated based on full time equivalent). In the event of consecutive appointments, vacation balances may be accumulated at the applicable leave-earning rate to a maximum of that earned in two service years. No pay shall be provided in lieu of vacation accumulated while in temporary appointment status and employees will not be permitted to extend their service to the University by taking vacation at the end of the appointment. Employees in this category are allowed to go negative up to what they will earn in the contract period. Usage beyond what will be accrued must come from available balances or pay deduction

Civil Service Employees

Note: salaried accrual is one month in arrears and is not available for use until it is reflected as earned on your pay advice.

Earned Sick Time (Accumulative)

If you are salaried (exempt) and eligible, you’ll earn sick time at the full-time rate of one workday for each month, or a portion of month of service. If you are hourly (non-exempt) and eligible, you’ll earn sick time at a rate of .0462 per hours worked excluding of overtime. There is no limit on the amount of sick time you can accrue. You can use sick time up to the time you have accrued. If you’re salaried, you can use sick time once it appears as earned sick time on your pay statement. Salaried employee’s benefits are accrued 1 month in arrears.

Additional Sick Time (Nonaccumulative)

In addition to the sick time you earn, you’ll be provided with a full time rate of 25 work days of non-accumulative sick leave, if eligible, for your own personal illness. You’ll also be provided with a full time rate of 25 work days of non-accumulative sick leave, if eligible, for the care of a member of your immediate family or immediate household. The days are adjusted based on your FTE and prorated for new employees. These days are classified as non-accumulative sick leave. This means that they are available each fiscal year, however, they do not carry over from year to year.

To use the non-accumulative sick time for yourself, you will have to first use the amount of days that you would earn in the fiscal year for personal sick leave. You would report on your benefit usage from or hourly timesheet sick time as personal sick. After the sick days earned in the current fiscal year have been used for personal sick any additional time reported as personal sick will draw from the personal non-accumulative days until those days are all used in the fiscal year.  Any other sick time in the fiscal year for personal sick will again start to draw from any of your earned sick balance that might still be available. If you do not have sufficient accrued sick leave available, you may choose to take a deduction in pay in order to access the 25 days of personal non-accumulative sick leave. Effective March 16, 2020 UPDATE: the university is committed to making sure that employees do not have to go without pay to access non-accumulative sick leave benefits during the global COVID-19 pandemic. Payroll will be monitoring available balances and making the necessary adjustments.

To use the sick time for an immediate family member or members, you will have to first use the amount of days that you would earn in the fiscal year for family sick leave. You would report on your benefit usage form or hourly time sheet your sick time as family sick. After the sick days earned in the fiscal year have been used for family sick any reported usage of family sick will draw from the family non-accumulative days until those days are used in the fiscal year.  Any other sick time in the fiscal year for family sick will again draw from any of your earned sick balance that might still be available. If you do not have sufficient accrued sick leave available, you may choose to take a deduction in pay in order to access the 25 days of personal non-accumulative sick leave. Effective March 16, 2020 UPDATE: the university is committed to making sure that employees do not have to go without pay to access non-accumulative sick leave benefits during the global COVID-19 pandemic. Payroll will be monitoring available balances and making the necessary adjustments.

An employee is hired in a 12-month position and will earn 12 days of sick leave during the fiscal year.  With any occurrence of personal illness, the employee should record personal sick leave on their benefit usage form or hourly time sheet. The first 12 days of illness beginning on July 1, will be drawn from the employee’s personal sick leave balance. If additional sick time is needed, the next 25 days will automatically draw from the personal non-accumulative balance.  If no earned sick time is available, an employee may choose to take a deduction in pay to reach the 25 days of personal non-accumulative sick leave.  An hourly employee choosing a deduction in pay for the pay period, must indicated in the comments of the hourly time sheet so an adjustment may be made manually to account for the deduction in pay. 

Using same employee situation in the example above, the employee has used the sick time they would accrue in the fiscal year for personal illness and accessed the personal non-accumulative sick leave benefits.  However, they now have a need to be off work to care for a member of their immediate family or household. They will need to use an additional 12 days of accrued sick leave for family and then could access the family non-accumulative sick leave benefit. Similar to what is outlined above, if the employee does not have sufficient accrued sick leave available, they may choose to take a deduction in pay to reach the 25 days of family sick leave. An hourly employee choosing a deduction in pay for the pay period, must indicated in the comments of the hourly time sheet so an adjustment may be made manually to account for the deduction in pay. 

Essentially, in order to access both the personal and family non-accumulative sick days in the same fiscal year a 12-month employee would need to use 24 days of earned sick leave or have taken payroll deduction to equal the 24 days. To reach each type of non-accumulative leave in the fiscal year, the benefit usage forms or hourly time sheets would have to reflect 12 days of earned personal sick leave usage and 12 days of earned family sick usage.

An employee may also choose to use vacation, if eligible, as an alternative to a deduction in pay, however, the use of vacation cannot be used to access the personal or family non-accumulative sick balances.

Employees that are members of a union should consult their Collective Bargaining Agreements for variations in these benefits.

Nonexempt (Hourly) Employees

Employees in positions which would be defined as nonexempt by federal Fair Labor Standards Act criteria, who are eligible as defined in these regulations, shall earn vacation in accordance with the following schedule:

Completed Years of Service-at Least Not More Than Rate Per Hours Maximum Vacation Days Earned in One Year Maximum for 7.5 Hours Per Day Employee Maximum for 8.0 Hours Per Day Employee Maximum for 8.4 Hours Per Day Employee

0

3

6

9

14

3

6

9

14

0.0462

0.0574

0.0689

0.0807

0.0957

12

15

18

21

25

180

225

270

315

420

192

240

288

336

448

202

252

302

353

470.4

Exempt Employees

All employees in positions which would be defined as exempt by federal Fair Labor Standards Act criteria, for whom no fixed schedule of hours is provided and who receive no overtime compensation, shall earn vacation in accordance with the following schedule:

Completed Years of Service-at Least Not More Than Hours Earned Per Month Vacation Days Earned in One Year Maximum Accumulation in Hours

0

3

6

9

3

6

9

15.6

16.3

16.9

17.5

25

26

27

28

375

390

405

420

Accumulation of Vacation Days

An employee may accumulate at his/her then current leave-earning rate an amount of leave equal to that earned in two service years, but upon reaching this accumulation will cease to earn leave except as the accumulation is reduced.

NOTE: Nonexempt (Hourly) Employees with more than 14 years of service will be permitted to accrue up to a maximum of 56 vacation days.

Need more information?

Call the HRS Service Center at 815-753-6000 and ask to be connected to one of our HR associates.

Central Management Services http://www.cms.illinois.gov