Attendance & Leave

• Completed one year of continuous service and hired on or before April 1 of the prior year.
• Have a minimum sick leave balance of 72 hours if appointed full-time (pro-rated if part-time) by pay period ending March of the application year.
• Staff employees must have a performance rating of “Meets Expectations” or higher.
• Faculty or Administration employees must not have received a notice of non-reappointment.
• New members are required to contribute 8 hours of their sick leave (pro-rated for part-time).

To join the SLP, an employee must:

• Meet the eligibility criteria to be granted SLP membership.
• Complete the Sick Leave Pool Membership Application.
  
  • Departmental Attendance & Leave Coordinators may submit applications on behalf of an employee.
• No paper applications will be accepted.

No Action will be required from Departmental Attendance & Leave Coordinators during open enrollment. The applications will go directly to the CHR Leave Admin team. 

Note: If you are already a member of the SLP, you do not need to rejoin.

A member may request hours from the pool for his/her own serious disability, illness, accident, or injury, as certified by a physician. Hours may not be used for absences related to a family member’s illness, injury or disability.

Access the form to request SLP Hours here.

Employee may use SLP hours for the birth of their child after delivery for 6-8
weeks (depending upon medical certification). SLP hours cannot be used for
staying home to bond with the newborn.

When the absence meets the FMLA eligibility criteria, the approved absence will be counted toward the employee’s FMLA entitlement.

For more information on requesting to use hours review the SLP Guidelines and have the Medical LOA Medical Certification completed by your medical doctor to utilize your SLP hours.

1. What is the Sick Leave Pool
   1. The SLP provides eligible employees the opportunity to become a member so that they may be paid for time off from work due to their own personal serious illness and has exhausted their own leave.
      
      
2. What determines the one-year eligibility date for open enrollment?
   1. The one year eligibility date is determined by April 1, 2024.  The employee would have to be hired on or before that date.
      
      
3. How many hours of sick leave am I required to have to become a member of the SLP if I am appointed on a 1.0 FTE line position?
   1. The employee must have a minimum of 72 hours minus the 8 hours if full-time (pro-rated for part-time) with a remaining balance of 64 hours by pay period ending March 27, 2025.  This required contribution will be automatically deducted from the new member’s sick leave balance prior to the effective date of membership.
      
      
4. How many hours of sick leave am I required to have to become a member of the SLP if I am appointed on a part-time line position?
   1. Since full-time employees are required to have an individual balance of 72 hours of sick leave, the prorated amount of sick leave required for the part-time employee is equal to the employee’s FTE multiplied by 72 hours. Example:

      The employee who works 20 hours per week is .50 FTE

      .50 FTE x 72 hours = 36 hours. 

      The .50 FTE employee is required to have a balance of 36 hours of sick leave to be eligible to enroll in the SLP.
      
      

5. How many hours do I have to contribute if I am appointed on a part-time line position?
   1. Since full-time employees are required to contribute 8 hours of sick leave, the pro-rated amount of sick leave required as a contribution from the part-time employee is equal to the employee’s FTE multiplied by 8 hours.  Example:

      The employee who works 20 hours per week is .50 FTE. 

       .50 FTE x 8 hours = 4 hours. 

      The .50 FTE employee is required to contribute 4 hours of sick leave upon admittance to the SLP and occurrence of replenishment.
      
      

6. Can an employee change their sick leave request in Oracle HR to annual leave so they can meet the required minimum of 72 hours for eligibility to join the SLP?
   1. Once leave request have been approved and posted in Oracle HR no adjustments should be made.
      
      
7. If I am a current member do I have to contribute hours to the SLP during open enrollment?
   1. No action is required if you are already a member of the SLP.
      
      
8. If I am a current member do I have to contribute hours to the SLP every year to keep my membership?
   1. No.  Upon announcement of a necessary SLP Replenishment, each current member is required to contribute an additional 8 hours of sick leave (pro-rated if part-time) to the SLP.
      
      
9.  What does “Replenishment” of the SLP mean?

   1. If the SLP balance is depleted to a level that requires a replenishment of sick leave hours, each current SLP member is required to contribute 8 hours of sick leave (pro-rated for part-time) to the SLP. HR will notify each member of the required contribution. These additional hours must be contributed in order to maintain membership.

      If the member does not have the required number of sick leave hours to contribute (with the exception of employees using the SLP at the time of replenishment), their SLP membership will be cancelled.
      
      

10. What is the effective date of membership?
    1. Newly enrolled members will have a June 1st effective date of membership and must complete a 180 day waiting period before requesting hours from the SLP.
       
       
11. How will I know If I am a member? 
    1. In Oracle HR you will be able to view if you are a member of the USF Sick Leave Pool by navigating to Absence Balance.

March 27, 2025
Employee must have a minimum sick leave balance of 72 hours if appointed full-time (pro-rated if part-time)

April 1-30, 2025

Application for 2024 Sick Leave Pool Open for submission

May 22, 2025
After being enrolled into the SLP, the required contribution of 8 sick leave hours (pro-rated for part-time) will be deducted from your balance

June 1st, 2025
Newly enrolled members effective date of membership.