Employees paid on the regular payroll who work at least 50% time (975 hours per year) accrue paid sick time. Official sick time records should be kept in, and are the responsibility of, the employee's department.
Eligibility for Sick Time
Employees working full-time (37.5 hours per week) accrue one day of sick time for each full month worked. Employees working part-time (less than37.5 hours per week) or days of unequal length accrue and use sick time in hours.
Part-time employees working 50% time or more accrue sick time on a pro-rated basis based on their percent time. Percent time is calculated by multiplying the number of hours worked per week by the number of weeks worked per year, divided by 1950 hours. Monthly sick time accrual for part-time employees is calculated by multiplying 7.5 hours by the percent time worked (rounded to the nearest quarter hour). Thus an employee working 60% time accrues 4.5 hours a month of sick time.
Sick Time Guidelines
Sick Time Accrual
Sick time is credited to the employee at the end of the month in which it is accrued.
An employee who starts work on the first business day of the month is entitled to the full sick time accrual for that month. An employee who starts work after the first business day of the month does not accrue sick time for that month.
Sick time accrual carries over (i.e., "banked") from year to year. Full-time employees may accrue up to a maximum of 60 full days or 450 hours of sick time in their sick time "bank". Maximum accruals for those working less than 100% time are pro-rated. Part-time employees accrue up to a maximum of 450 hours multiplied by their percent time. After an employee has reached their maximum "banked" accrual, they continue to accrue sick time in accordance with this policy.
No sick time accrues during a pay period in which the employee does not receive pay. This includes unpaid leaves of absence and pay periods in which the employee is not scheduled to work and is not receiving vacation or sick pay in lieu of regular pay.
Sick Time Usage
Sick time must be earned before it is used. No borrowing is permitted. When sick time is not available, the employee may use accrued vacation time with the permission of the supervisor.
If an employee is sick on a day when they are regularly scheduled to work a long day, e.g., 10 hours, the number of hours normally worked is deducted from the sick time accrual.
The intent of sick time is to serve as protection against loss of income due to illness or non-work-related injury. Additionally, employees working 100% time may use up to 12 days a year to care for a sick dependent or seriously ill parent. Natural or adoptive fathers may use up to 12 accrued sick days a year at the date of birth or date of adoption of a child age 16 years or younger, by the employee. Same-sex domestic partners who are not the primary care giver may also use up to 12 accrued sick days a year at the date of birth or date of adoption of a child age 16 years or younger by the employee. A year, in this case, is defined as the continuous 12 month period immediately prior to the date on which the employee wishes to use the sick time. Hours available for this purpose are pro-rated for employees working less than 100% time.
Natural or adoptive mothers or the primary caregiver in a same-sex domestic partnership, while on leave, may use sick days accrued prior to the commencement of their leave. If the maternity benefit applies, accrued sick days may be used after Maternity Pay ends.
During the employee's first three full months of employment at Brown, sick time is earned, but the time does not accrue to them and cannot be used until the completion of three months of service. Employees who take time off due to sickness during their first three months will not be paid for that time. Departments should submit a payroll adjustment to reflect hours not worked.
Employees must notify their supervisors in advance, or within the first 1/2 hour following their normal starting time, of the need to take sick time. Employees must give their supervisor a doctor's note when absent due to their own or a dependent's illness for five consecutive working days, and supervisors may request a doctor's note at any time they deem necessary. It is requested that staff schedule doctor's appointments in such a way as to minimize time away from work. When this is not possible, sick time may be taken.
Employees working in exempt positions are required to work the number of hours per week necessary to perform the duties of their positions. Such employees may not have their pay reduced in increments less than whole days if their sick time accrual has been exhausted, except as provided under the Family Medical Leave Act (FMLA). When an exempt employee has exhausted accrued sick time and is absent from work for one or more whole days, pay may be reduced for those full day absences.
Note: For the purpose of maintaining sick leave balances for staff in exempt positions the minimum increment for reducing balances is half days, however pay may only be reduced in full days.
Coordination with Other Benefits
Sick time accrued prior to the start of a Leave of Absence may be used during that leave.
Sick time may not be used when the employee is already being paid by Brown, e.g., through the use of vacation time or other paid leave.
Employees may use paid sick time to supplement payments made by Rhode Island Temporary Disability Insurance, when applicable.
During Family/Medical or Rhode Island Parental and Family Medical Leave, and during all other paid leaves employees earn sick time as if they were working, but the time does not accrue to them and they cannot use that sick time until they return to regular active employment at Brown.
Treatment of Accrued Sick Time Upon Transfer or Termination
When an employee transfers or is promoted to another department at Brown, the new supervisor must arrange to transfer the employee's accrued sick time from the former department.
Employees are not paid for accrued sick time upon termination.