Posted 9:06 a.m. Monday, Feb. 3, 2025
UW System Administrative Policy 1212 (formerly BN 3)
HR will be providing a review, synopsis, and reminder of important employment polices and procedures to UWL employees. Included is a brief synopsis of UW System Administrative Policy 1212 (formerly BN 3), Sick Leave. This policy establishes parameters for the administration of sick leave for all UW System employees. This policy covers sick leave eligibility, accrual, usage, and reporting. The sick leave policy is designed to provide eligible employees with position and salary continuation in the event of illness or injury and to promote sick leave conservation for extended protection. It is recommended to review the policy in full which can be found here.
A. Eligibility of Sick Leave
- Employee eligibility to accrue sick leave must be evaluated upon hire. If an employee is not immediately eligible to accrue sick leave, eligibility must be monitored on an on-going basis throughout employment.
- Once an employee becomes eligible to accrue sick leave, they continue to accrue sick leave in sick-leave eligible appointment types during all subsequent University employment, unless they meet certain criteria. Please review full policy for that criteria.
Please review full policy for University Staff, Faculty, Academic Staff, Limited Appointee and Rehired Annuitant Eligibility Requirements.
B. Accrual of Sick Leave
Sick leave accrual is based on rules surrounding employment type as outlined in the policy. The following applies to all sick-leave eligible employees:
- While using sick leave, an employee remains in pay status and continues to accumulate sick leave.
- Sick leave does not accrue during an unpaid leave of absence, with the exception of a military leave of absence according to SYS 1218, Military Leave. Previously accumulated sick leave is not affected by an unpaid leave of absence.
Please review full policy for University Staff, Faculty, Academic Staff, and Limited Appointee accrual requirements and details per classification.
C. Use of Sick Leave
Sick leave shall not be used until it has been accrued (i.e., it may not be anticipated). Faculty, academic staff, and limited appointees who are granted an Initial Entitlement are eligible to use these hours of sick leave during the first 18 months of employment.
Sick Leave Absence Reasons
Each employee who has accrued sick leave shall be eligible to use sick leave for periods of absence from employment, as follows:
- For personal illnesses, injury, disability, pregnancy, or exposure to contagious disease.
- Up to twelve (12) weeks of sick leave may be used for the birth or the placement for adoption of a child. Use of sick leave for this purpose must be consistent with the rules applicable to use under the state and federal Family Medical Leave Act (FMLA). For FMLA eligible employees, use of this sick leave will run concurrently with any FMLA leave granted for this purpose. See SYS 1213, Wisconsin and Federal Family and Medical Leave Acts.
- For the care of an immediate family member (for up to five consecutive work days). Additional time off may be approved by the institution – refer to Section 6.C.III of this policy for certification requirements if absence exceeds five days.
- For immediate family or personal medical or dental appointments.
- Up to three days of sick leave may be used after the death of an immediate family member. An additional four days of sick leave may be used for travel time related to a funeral or other circumstances after the death of an immediate family member. See full policy in SYS 1216, Leave Provisions- Jury Duty, Voting, Election Official, Hostage Leave, and Leave Usage Upon Death of a Family Member.
- Any absence covered by the Wisconsin Family and Medical Leave Act (WFMLA) regardless of whether the employee is eligible for WFMLA rights and protections See SYS 1213, Wisconsin and Federal Family and Medical Leave Acts.
Please review full policy for details on following policy items:
- Definition of Immediate Family Member;
- Use of Other Leave in Lieu of Sick Leave;
- Certification of Medical Necessity;
- Teaching Responsibilities and Leave Usage — Faculty, Academic Staff and Limited Appointees;
- Sick Leave During Winter and Spring Sessions Breaks – Academic-Year-Basis Faculty, Academic Staff and Limited Appointees;
- Sick Leave Use Outside of Regular Contract Year — Academic Year-Basis Faculty, Academic Staff and Limited Appointees;
- Sick Leave to Provide Care for Child During Quarantine or School/Daycare Closure;
- Sick Leave at Movement to another Position at UW or State Agency and Termination;
- Sick Leave Conversion at Layoff, Retirement or Death;
- Sick Leave Reinstatement;
- Reporting and Recording Sick Leave.