- Full-time employees accrue eight hours of sick leave per month.
- Part-time employees earn sick leave on a pro rata basis.
- Employees must receive 11 days of pay in a pay period to accrue sick leave credits for that month.
- Sick leave credits may not be used prior to their accrual, which occurs on the first day of the following pay period.
- There is no maximum accrual for sick leave.
- Unused sick leave may be converted into service credit at retirement in accordance with PERS guidelines.
- Employee is responsible for reporting absences to the appropriate administrator as soon as possible in compliance with department policies.
- An employee may be required to provide a physician's statement or other appropriate verification for absences (not normally required for absences of three or fewer consecutive days).
- Administrative access to all systems will be removed upon notification to the Information Security Office to become effective on the first day of the reported leave. A new Computerized Information Access Request Form (CIA) must be submitted in order for the access to be reinstated.
- Use of sick leave may be authorized by the supervisor for the following absences:
- Employee's own illness, injury or disability related to pregnancy.
- Employee's own dental, eye or other physical or medical examination/treatments.
- Illness or injury in the immediate family (close relative, domestic partner or other person residing in the immediate household of the employee, except domestic employees, roomers or roommates:
- Primarily for emergency situations
- Bereavement in the case of death of a person in the immediate family (when bereavement leave is exhausted).
Extension of Sick Leave
The supervisor may authorize unpaid sick leave, and/or the use of vacation, personal holiday or CTO for an employee who has exhausted accumulated sick leave.
A Catastrophic illness or injury is one, which has totally incapacitated the employee from work. Catastrophic illness or injury may also include an incapacitated member of the employee's immediate family if it results in the employee's need to take time off for an extended period of time in order to care for the family member.
To Receive Catastrophic Leave Credits
- Make an appointment with Human Resources to discuss the Family Medical Leave (FML) and Catastrophic Leave Donation (CLD) processes. You must be on an approved leave to be eligible to receive donations. See FML section. A Medical Certification must accompany the request form. (Not all illnesses or injuries that disable an employee from working qualify as catastrophic.) Conditions which are short term in nature, such as colds, flu, or minor injuries, are generally not deemed catastrophic. The campus will make the determination on a case by case basis.
- Complete a Catastrophic Leave Request Form. The form must be submitted to the Human Resources office. HR will review the request and route it via the Campus list-serve, if approved.
- You must have exhausted all accrued leave credits (sick leave, vacation, compensatory time off, etc.) to be eligible to receive CLD.
- If eligible for NDI, CLD can only supplement the NDI. NDI cannot be waived.
- The total donated leave credits you may receive cannot exceed three calendar months from the first day of catastrophic leave.
- In exceptional cases, an additional three calendar month period may be approved.
To Donate Catastrophic Leave Credits
- Fill out the Catastrophic Donation form which is emailed to the Campus list-serve.
- Make donations to employees whose catastrophic leave request has been approved.
- You may donate up to 40 hours of your accrued vacation or sick leave credits per fiscal year. (See applicable CBA for guidelines.)
- Donated leave credits may not necessarily be deducted in the same calendar or fiscal year that the form is signed.
- Leave credits are transferred in the order pledged on the Catastrophic Donation Form and are not deemed donated until transferred by Payroll to the recipient.
- Donated leave credits are irrevocable.
- All Employees
- Non-Represented Employees (MPP, Confidential, Executive)
- Union of American Physicians and Dentists (Unit 1)
- CSUEU Represented Employees (Units 2,5, 7 and 9)
- HR/Benefits 2007-05
- Faculty Represented Employees (Unit 3)
- APC Represented Employees (Unit 4)
- SETC Represented Employees (Unit 6)
- SETC Contract
Note: Where there is a conflict with the collective bargaining agreement and the above summary, the collective bargaining agreement prevails.
Family and Medical Leave
Under federal Family and Medical Leave (FML), the California Family Rights Act (CFRA) and CSU policy, employees with at least 12 months of service are eligible for a leave of up to 12 weeks in a 12-month period for the following reasons:
- To care for a child after birth or placement with the employee for adoption or foster care.
- To care for the employee's spouse, domestic partner, child or parent who has a serious health condition.
- To recover from their own serious health condition that renders them unable to work.
The FMLA was expanded to include the following reasons:
- For qualifying exigencies arising out of the fact that the employee's spouse, son, daughter, or parent is on active duty, or has been notified of an impending call or order to active duty, in support of a contingency operation.
- To care for family member who is a covered service member with a serious injury or illness for up to a total of 26 workweeks.
Family medical leave can be with or without pay. However, unless a collective bargaining agreement states otherwise, employees must exhaust their personal holiday and any accumulated vacation or compensatory time off prior to beginning unpaid leave. Sick leave credits are used for an employee's own illness and may be used for a family member's up to the allowable amount as stated in the collective bargaining unit agreement.
- To initiate a Family Medical Leave, an appointment with the Benefits Officer in Human Resources must be scheduled to receive and discuss the necessary paperwork.
- Leave begins after the employee has requested and is granted FML, or after the Benefits Officer notifies the employee that the time off is being designated as FML. Please be advised that medical providers can take 15-30 days to complete the Medical Certification form. Upon receipt of the Medical Certification form you will receive notice of approval//denial of your leave within approximately 7 days.
- During unpaid FML, CSU continues to pay its normal portion of medical, dental and vision premiums.
- Employees on FML have the right to return to the same or an equivalent position.
For More Information, refer to your Collective Bargaining Agreement Benefit Summary.
For Family Medical Leaves, there is an exception to the Fair Labor Standards Act (FLSA). FLSA allows exempt employees to receive a partial day dock or the use of leave credits for FML covered absences. The policy of the CSU is to charge an exempt employee's accrued leave credits for partial day absences while on FML. There is no change in the CSU policy for exempt employees not on FML.
A poster summarizing the major provisions of the FMLA can be found on the Department of Labor web site.
Bereavement & Funeral Leave
Employees are eligible for five days of bereavement leave with pay for each death of an immediate family member or of a significantly close relative.
- Immediate family: a close relative, domestic partner or other person residing in the immediate household of the employee, except domestic employees, roomers or roommates
- Significantly close relative: a spouse, domestic partner or the employee's or his/her spouse's mother, father, grandmother, grandfather, grandchild, son, son-in-law, daughter, daughter-in-law, brother, sister, or relative living in the immediate household of the employee
- Employees may request to extend their bereavement leave by using accrued sick leave (subject to supervisory approval and the provisions of applicable collective bargaining agreements).
For More Information, refer to your Collective Bargaining Agreement Benefit Summary.
Maternity / Paternity / Adoption / Parental Leave
Maternity/Paternity/Adoption/Parental leave is a paid leave for the birth of an employee's child or the placement of a child with the employee through adoption or foster care.
- Leave is up to thirty (30) workdays per calendar year.
- For Physicians (Unit 1), leave is up to twenty (20) workdays per calendar year.
- For Faculty (Unit 3) leave commences within a one-hundred and thirty five (135) day period that begins sixty (60) days prior to the anticipated arrival of the new child, and ends seventy-five (75) days after the arrival, and the days must run consecutively.
- For CSUEU (Units 2, 5, 7 and 9) if the leave is taken for adoption or foster care assignment of a child 6-18 years of age, 5 days of non-consecutive paid time is available upon approval. The days must be taken in full day increment and within one year of the date of placement.
- For Public Safety (Unit 8), leave is up to thirty (30) eight-hour consecutive workdays (240 hours) with pay per calendar year which shall commence within sixty (60) days after the arrival of the new child.
- For Academic Student Employees (Unit 10), leave is up to fifteen (15) consecutive workdays with pay which shall commence upon the birth or placement of a child up to the age five (5).
- Leave must commence within 60 days of the child's arrival.
- For Physicians (Unit 1) the days must run consecutively.
- Leave runs concurrently with any other related leave to which an employee is entitled.
To obtain the necessary form for this leave, contact Human Resources at x75138.
For More Information, refer to your Collective Bargaining Agreement Benefit Summary.
If a female employee is disabled by pregnancy, childbirth or a related medical condition, she is entitled under California Government Code Section 12945 (b) (2) to take Pregnancy Disability Leave (PDL).
- Up to four (4) months (88 workdays for a full-time employee) disability leave.
- PDL allows time off only when the female employee is actually disabled (includes time off needed for prenatal care, severe morning sickness, doctor-ordered bed rest, childbirth, recovery from childbirth, and related medical conditions as certified by a doctor).
- This leave is without pay, but the employee may use vacation, personal holiday, CTO or sick leave.
A permanent female employee may also have the right to an unpaid leave of absence due to pregnancy, childbirth or the recovery therefrom, under California Education Code Section 89519. Check with Human Resources at x75138 for more details and information.
Non-Industrial Disability Leave (NDI)
The CSU funds a Non-industrial Disability Insurance (NDI) plan that pays $125 to $250 per week for a maximum of 26 weeks. This benefit is available to eligible employees who are unable to work because of a non-work-related disability (including maternity).
There is a 7-day waiting period unless hospitalized. This plan is in lieu of State Disability Insurance (SDI) benefits and is administered by the California Employee Development Department (EDD).
For more information, contact the Payroll Office at extension 75159.
Long-Term Disability Leave (LTD)
Eligible employees are covered under a long-term disability (LTD) plan through Standard Insurance Company, which continues the income for employees who qualify while they are disabled.
- Benefits are payable after the employee has been continuously disabled for the entire waiting period (180 days).
- For the first 24 months, to qualify for benefits the employee must be disabled from performing the material duties of his or her occupation.
- After 24 months, benefits are payable if the employee is disabled from performing the material duties of any occupation for which he or she is reasonably fitted by education, training and experience.
- This benefit pays 66 2/3 percent of an employee's pre-disability earnings. The amount is reduced by other income the employee is eligible to receive because of disability, and subject to a maximum benefit of $10,000 per month. (Maximum benefit for executives is $15,000).
- The CSU pays the entire premium for this insurance.
Industrial Disability Leave (IDL)
The Industrial Disability Leave (IDL) Program is a salary continuation program, in lieu of workers' compensation temporary disability (TD) benefits, for CSU employees who have suffered a work-related injury or illness.
- The IDL benefit is equivalent to the full amount of the injured employee's salary for the first 22 days of the work-related injury or illness (a three day waiting period may apply).
- Thereafter, IDL benefits will be equivalent to two-thirds of the employee's salary, payable for the next 11 months of disability.
- An eligible employee may receive IDL payments for a period not to exceed 52 weeks within two years from the first day of disability.
- A paid leave of absence not exceeding thirty (30) consecutive calendar days in any one (1) year period is available for any employee who is donating an organ to another person.
- A paid leave of absence not exceeding five (5) consecutive calendar days in any one (1) year period is provided to any employee donating bone marrow to another person.
Contact the Benefits Officer for further information at extension 75143.
Leave of Absence without Pay
A full-time employee or part-time permanent employee may be granted a full or partial leave of absence without pay for up to one (1) year for the following purposes/reasons:
- loan of an employee to another governmental agency;
- family leave;
- outside employment that would lessen the impact of a potential layoff or a layoff;
- temporary incapacity due to illness or injury or periods of disability related to pregnancy;
- student teaching, as required for employees enrolled in credential programs;
- other satisfactory reasons.
If you are requesting a Leave of Absence WITHOUT pay:
Contact your Manager and discuss your intent to request a leave of absence without pay. The request must be submitted in writing on the form "Request for Leave of Absence WITHOUT Pay," and include the following details:
- Reason for the request.
- Start date and end date of the request.
- Department Manager MUST meet with Human Resources to discuss employee eligibility.
- The authorizations necessary for approval of the leave include the following:
- Next level MPP (If applicable)
- Vice President
- Human Resources
- The timelines for each step of the authorization process are as follows:
Step Dept/Authority Timeline for Processing 1 Manager 5 days from date of request 2 Next Level MPP (if applicable) 5 days from receipt of request 3 AVP / Director / Dean 10 days from receipt of request 4 Vice President 10 days from receipt of request 5 Human Resources 10 days from receipt of request
- Human Resources will notify the department Manager and the department Manager will respond to the employee regarding his/her request for unpaid leave of absence.
- The deadline for a response to be given to the employee is 45 days from date of request.
- If an employee would like to extend the leave he/she must make the request in writing to his/her supervisor within 45 days or prior to the end of the original leave request. The process described in (b) will then be followed, and the employee's supervisor will inform him/her of the extension request.
- If the employee requests to return prior to the scheduled end of the leave he/she must make the request in writing to his/her supervisor and the process described in (b) above will be followed.
- If the Leave of Absence is approved, please contact Benefits Administration to discuss benefit continuation.
An employee on a Leave without Pay for more than one full pay period may elect to continue his/her fringe benefits at his/her expense. For leaves under the Family Medical Leave Act (FMLA), CSU benefit plan contributions for health, dental and vision shall continue for a maximum of 12 weeks. If requesting a FMLA related leave, please contact Benefits Administration.
The CSU also offers a variety of other leave programs including:
The CSU will continue your salary while on jury duty, regardless of length of jury service.
What To Do When You Receive a Jury Summons
- Notify your supervisor of your jury summons.
- For each day served you must submit a Certificate of Jury Service. A copy of the Certificate of Jury Service should be turned in with your attendance.
- State Court: As a state employee you are prohibited from receiving the daily juror stipend.
- Federal Court: Your daily juror stipend must be made payable to the CSU and turned into the Bursar's Office located in University Hall 035.
You are entitled to keep any travel expenses (i.e., mileage) associated with jury duty service. You must complete a travel expense claim form in order to receive reimbursement for mileage.
More Information on Jury Duty
Emergency military leave, temporary military leave, and indefinite military leave is granted to eligible employees in accordance with state and federal law.
For More Information on the Military Leave Policy see
- HR Letter 2002-10
- HR Letter 2001-25
Time Off to Vote
Paid leave for up to two hours to vote in a statewide election