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Paid Time Off

  • All full time benefited employees accrue paid sick leave at a rate of 8 hours per calendar month of service.  Benefited part time employees accrue at an equivalent ratio to their percentage of employment (i.e. - half time employees accrue at half the rate of full time employees). There is no limit to the amount of sick time that an employee may accrue and carry into the next calendar year. 

    An employee must be hired on or before the 15th of the month to accrue leave for that month. 

    An employee must have worked through the 15th of the month or have returned from Leave by the 15th of the month in order to accrue leave for that month. Sick Leave is accrued on the last working day of the month.

    Use of accrued sick leave may be granted at the discretion of the university and upon approval of an immediate supervisor for any of the following reasons:

    • Illness or injury of the employee
    • Medical or dental treatment or consultation
    • Quarantine due to a contagious illness in the employee's household
    • Illness, injury, or death in the employee's immediate family which requires the employee's presence. This KSU policy defines immediate family member as spouse, parent, brother, sister, child, stepchild, grandparent, grandchild, parent-in-law, son-in-law, daughter-in-law, foster parent, or legal guardian.

    Use of paid sick leave should be reported to Payroll via eTime whenever applicable or otherwise via Leave Request/Report Form. In all cases, a day of sick leave will be computed for purposes of pay and time on the basis of the employee's regular work day.

    If sick leave is claimed for a continuous period in excess of five working days, a Leave of Absence must be requested and approved through HR and a physician's statement must be obtained to permit further claim of sick leave with pay. A physician’s release to work will also be required upon your return.

    Unused sick leave is forfeited upon termination except where allowed to be used towards retirement calculations (TRS participants only).

  • Please refer to the USG website for Shared Sick Leave policy and forms. 

  • You are required to use your sick leave accruals while out on a medical leave of absence. If you have short term disability coverage, you must freeze your paid sick time while being paid disability.  Once short term disability is exhausted and you are still out on leave, you can start being paid sick time.  Once sick is exhausted, you may elect to use vacation hours. Hours will be utilized in whole day increments. 

    If you participate in the Donated Sick Leave Program you will not be considered to receive a donation until all of your own paid leave time has been exhausted and you do not have any Short Term Disability benefits. 

  • Full time benefited employees working in positions that require 12 month work commitment accrue vacation leave as follows:

    • Years of Service
      Monthly Accrual Rate
    • 0 - 5 Years
      10 Hours
    • 6 - 10 Years
      12 Hours
    • 10 + Years
      14 Hours

    Benefited part time employees accrue at an equivalent ratio to their percentage of employment (i.e. - half time employees accrue at half the rate of full time employees). Administrative Staff and Faculty accrue 14 hours per month regardless of years of service. Vacation hours may only be carried over each January 1 at a maximum of 360 hours.

    Except for unseen emergencies, vacation hours should be scheduled as far in advance as possible. Requests to use vacation hours must be approved by the employee's immediate supervisor. Use of paid vacation hours should be reported to Payrollvia eTime whenever applicable or otherwise via Leave Request/Report Form. A terminating employee will be compensated for unused vacation hours up to a maximum of 360 hours.

  • Employees transferring to KSU from another USG Institution may transfer and/or be compensated for unused vacation hours per BOR policy. No break in service may occur to be eligible to transfer unused vacation hours.

  • Employees transferring to KSU from a State Agency may transfer a maximum of ninety-six (96) hours of sick leave. To be eligible, the employee must have no more than a 30-calendar-day break in service. Written verification of the employee’s sick leave balance from the State Agency must be received by KSU in order to process the transfer of accrued sick time. Vacation Leave time is not allowed to be transferred from a State Agency to KSU.

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