SOP #210: PFD Sick Leave/Absenteeism

Purpose and Scope

To formalize Physical Facilities Departmental guidelines to help control absenteeism that results from the abuse of sick leave. Absenteeism can create under-staffing and lost productivity which may detract from customer service and employee safety. It also causes unnecessary increases to payroll costs while creating problems with employee morale.

These guidelines are to reinforce current rules that address absences, tardiness, failure to call in, and leaving early so as to prevent misconceptions about acceptable behavior, inconsistent discipline, complaints of favoritism, and morale problems.

Policy

Sick leave is a benefit granted by the University to employees. Used wisely, it can be a highly effective source of income protection in the event of an illness or accident. Sick leave benefits help ensure that if you’re off work your benefits will continue. The University’s supervisory staff should make every effort to eliminate abuse of sick leave. In situations that apply to the Family Medical Leave Act (FMLA), the rules of the FMLA take precedence.

Reasons for Use

Sick leave shall only be used in cases of actual medical reasons necessitating the employee’s absence from work, or in situations where the employee’s personal attendance is required or desired because of serious illness, disability, or death and funeral in the immediate family. (See Agreement between Miami University and AFSCME local 209 and MUPIM)

Procedures

Employees who request the use of sick leave are responsible for informing their supervisors prior to the start of their scheduled work period. Employees are required to furnish a satisfactory signed statement (Miami University Leave Request Approval Form) to justify the use of sick leave within three (3) working days after return to work or the end of the payroll period, whichever occurs first. Medical verification may be required on certain occasions as deemed necessary by the supervisor.

Employees are expected to be at work on time. Tardiness is defined as clocking in after the start of your scheduled work shift or returning late from lunch or breaks. During a thirty (30) day period of time, four (4) occasions of tardiness may be considered excessive. Ten (10) occasions of tardiness within a twelve (12) month (365 day) period may be considered habitual tardiness. Excessive and habitual tardiness will be considered cause for corrective disciplinary action. It is the employee’s responsibility to notify the appropriate supervisor/office when you know you may be late for work or need to leave the workplace early. Employees must follow the appropriate call-in procedure for their assigned work areas. Being on time makes it easier for all because tardiness hinders teamwork among employees.

Notification of absence to your supervisor does not excuse the absence.

Employees should request the use of earned vacation at least 20 hours in advance.

Counting Absences

Guidelines for how absences will be counted (this does not include pre-approved sick time, vacation, or comp time use):

•   An unscheduled absence for at least one-half (1/2) of the workday will be counted as one (1) occurrence.
•   Two (2) separate, partial day, unscheduled absences, regardless of the duration, may be counted as one (1) occurrence.
•   An unscheduled absence for one or more consecutive workdays will be considered one (1) occurrence. For example, if you are out two (2) consecutive days, that will count as one (1) occurrence.

Three (3) occurrences during a thirty (30) day period or six and one-half (6 1/2) occurrences in one year’s time (365 days) will be considered excessive absenteeism. Excessive absenteeism may result in a written corrective disciplinary notice, and/or suspension or termination of employment.

Inappropriate Absence

The supervisor should look for the following indications to determine that there may be an inappropriate absence and disciplinary action needs to be taken.

1.   Does the employee fail to call in prior to his/her work shift on the day of absence?
2.   Does the employee’s absence occur repeatedly on a particular day during the week or month?
3.   Has the employee frequently used sick leave before or after holidays or his/her regularly scheduled days off? Is there a pattern developing in the use of the employee’s sick leave?
4.   Is the employee consistently absent one day at a time?
5.   In a work group, is there a pattern of two or more employees in their absences?

Evaluating Attendance

The following guidelines should be used when evaluating attendance for performance reviews. When applying these guidelines the supervisor should carefully review the attendance record of the employee taking into consideration the reasons and justifications for all absences. Consideration should be given to the employee's record for: 1) Reports to work on time for their assigned shift; 2) Follows policies regarding breaks and lunches; 3) Schedules all leave and obtains authorization in advance; 4) Follows policy for sick leave frequency usage; and 5) Considerations for extenuating circumstances and FMLA issues. Any performance deficiencies and disciplinary action should be reflected in the evaluation.

Number of Occurrences / Year (NOT pre-approved)	Rating
0 - 1	Exceeds Standards
2 - 4	Meets Standards
5	Meets Minimum Standards
6 or more	Does Not Meet Minimum Standards

Updating...