Sick Time Approval
Process – Documentation and Communication

Step One – Initial Absence Request

The employee follows the department (or supervisor’s) expectation for absence notification which typically requires the employee to report medical inability to work to the supervisor prior to the start of the shift or as soon as possible thereafter. The employee must include the date(s) of requested absence and enough information for the supervisor to review applicability of policy. The employee provides as much advance notice as possible in the case of planned health-related services appointments not available outside of regular work hours.

Worker’s Compensation Note: When an employee indicates that an injury is work-related, the supervisor must complete a Supervisor's Report of Illness/Injury and send it to the University’s Risk Management office within 7 calendar days. The absence still may be covered by use of accrued sick time.

Step Two – Confirm Employee Eligibility & Make Decision on Request

The supervisor confirms the employee has a qualifying reason and is eligible under Sick Time Policy. This includes that the supervisor is satisfied the employee has followed the request procedures and the employee has an available balance of sick time. The supervisor considers whether operational and staffing needs can be met if the sick time off is granted (see Business Considerations for Sick Time). An employee may be required to provide a physician’s statement (best requested before or during the absence) to support the requested absence and/or certification on return to work.

Note: Based on the information from the employee’s initial absence request, the supervisor shall promptly (within two business days) ensure the absence reason is not covered by FML before proceeding. See FML Eligibility and Qualifying Reasons.

The supervisor promptly notifies the employee of the decision. Other absence options may be explored at the supervisor’s discretion – see main flow chart.

Step Three – Time Recording

The department maintains an accurate record of sick time taken by recording approved absences as "S" on the timesheets. The employee, or when unavailable the supervisor, shall record sick time on timesheets.

Step Four – Report to Work or Extension Requested

The employee must report back to work on the first scheduled work day following the approved absence. The employee must be able to meet the essential functions of the position. An employee must supply a physician’s certification for release to return to work if required.

If the employee requires an extension or modification to the absence, the employee must repeat the absence request process with the supervisor. The changed circumstances may be cause for the supervisor to (1) reassess the employee’s eligibility for Family & Medical Leave, (2) ask for a physician’s statement, (2) ask for return to work certification, and/or (3) review the business considerations on whether to continue to grant sick time.

Note: If an employee requests a modification to duties, work schedule change, or other resource support as a result of a medical condition (verbally, in writing, or through medical certification), a supervisor can contact Human Resources Consulting Services or HR@AHSC to for consultation on options under University policy.