Human Resources > paid-sick-leave
You will find FAQs below for both DePaul Employees, and also Student Employees. These questions should answer many questions regarding the changes to paid sick leave. If you have additional questions, please
For absences of more than five (5) consecutive work days, Managers should request that employees obtain a note from a medical provider that the employee was under Doctor’s care for the time off. The note should not contain specific detail about the injury or illness but should specify the dates of care to verify that the employee was off of work due to injury or illness. The employee should send the doctor’s note to DePaul’s HR/benefits department via email at firstname.lastname@example.org.
If the leave is related to domestic violence or a sex offense, the employee may certify with a police report, court document, statement from an attorney, clergy member, victim advocate, the employee, or other person with knowledge of circumstances. The documents should be sent to DePaul’s HR/benefits department via email at email@example.com.
A Paid Time-Off report is produced biweekly by the Controller’s Office and made available to Budget Managers through Campus Connection. Budget Managers have the ability to delegate report access to others in their departments who require access to the information. The Paid Time-Off report will be updated to include sick leave accrual and usage information for employee groups affected by the Chicago Paid Sick Leave Ordinance.
In addition to the Paid Time-Off report, managers with access to approve employee timesheets may view their employees’ leave balances on the Leave/Compensatory Time tab of their employees’ timesheets.
The student employee will accrue paid sick leave for all hourly positions. There is one combined accrual, and the student employee will be able to use accrued sick leave in any hourly position.
Example: Sally generally works 15 hours per week in the Office of Admission and 5 hours per week in the Career Center. After four weeks, Sally has worked a total of 80 hours and has accrued 2 hours of paid sick leave. During the next week, Sally was scheduled to work a 2 hour shift in the Career Center but called in sick instead. Sally has earned 2 hours of paid sick time, so she would enter those hours on her timesheet for the Career Center.
The student employee would only accrue and use paid sick leave for the hourly position.
Example: John has an hourly student service position in the College of Education and a stipend position as a Chicago Quarter Mentor. He works 8 hours a week in the College of Education and 10 hours a week as a Chicago Quarter Mentor. John accrues sick time only for hours worked in his hourly position in the College of Education.
If John needs to use sick time in his hourly position, his available paid sick leave is limited to his accrual balance. John would report sick time on his timesheet. Any sick time taken in excess of the accrued paid sick leave balance would not be reported on his timesheet. It would be unpaid.
If John needs to use sick time in his stipend position, the sick time would not be reported on his timesheet and the hours would not be subtracted from his accrued sick leave balance. There would be no reduction to his stipend payment as a result of having taken sick time.
Student employees who have been terminated retain their accrued sick leave from their previous position(s) only if they are rehired within the same calendar year. Student employees who transfer to another position with no break in service retain their accrued sick leave.
Example 1: Taylor accrued 6 hours of sick time while working for the Admissions office. She left that position in March and started a new job with Study Abroad in October of the same year. Taylor will have 6 hours of accrued sick time when she begins her job with Study Abroad.
Example 2: Leo accrued 4 hours of sick time while working for Campus Rec but left that position in July. He obtained a new position with CDM in March of the following year. He would start his new job in CDM with no accrued sick time.
Example 3: Joshua accrued 3 hours of sick time while working for Human Resources. Joshua accepted a position with Finance with no break in service, and resigned from his position in Human Resources. Joshua keeps the 3 hours of accrued sick time he earned while working in Human Resources.
During the academic year, student employees in one or more hourly position(s) should not “make-up” hours used as paid sick time within the work week. As an example, a student employee who typically works 25 hours per week and takes 3 hours of paid sick time should only work the remaining 22 hours or less during that week. This should also be followed for international student employees who are restricted to 20 hours of paid time per week to ensure their visa status is not put at risk.