We have combined the Paid Sick Leave and Vacation Pay accruals. This means that the hours you accrue towards your vacation also go towards your accrued sick leave. Each four (4) hours of paid sick leave used by you will reduce the number of credited hours you have accumulated for vacation purposes by 30 hours. (i.e. 4 hours of paid sick leave = 120 hours of vacation; 8 hours of paid sick = 240 hours of vacation).
How Does an Employee Request Paid Sick Leave?
Employees can use two methods to notify the TemPositions personal representative that they will be out sick and request a paid sick leave:
- If they are able to provide advance notice that they will be out sick, they will submit an online “Paid Sick Leave Request” form in the Employee Web Access (EWA) system at least (7) seven days prior to the date of the sick leave, if possible, or as soon as practicable, if not.
- If they awaken one morning and are not feeling well enough to go to work or one of their family members are ill, they must call their TemPositions personal representative at least (2) two hours prior to the start of their shift, unless there are extenuating circumstances. The personal representative will then record their absence in Intellistaff by entering a “flag” into the system. After they have flagged the absence in the system the employee will receive an email alerting them that they will need to complete a “Paid Sick Leave Request” form in the Employee Web Access (EWA) system.
Please note that calling out sick does not automatically mean that the sick day will be flagged, you must actually inform the personal representative that you would like to use a sick day.
The Paid Sick Leave Act provides that employees have to provide notice as soon as practicable, which we have defined as at least two (2) hours before their shift, unless there is extenuating circumstances. Such extenuating circumstances are rare and include being in an ambulance, being in an emergency room, being injured on the way to work etc. So, it is going to be an unusual occurrence that a back date sick leave request will be approved
How Much Sick Leave Can Employees Use?
In any calendar year (which is defined as the twelve month period beginning on the first day of their assignment and ending 365 calendar days after), they may use up to 40 hours of their accrued time for permitted sick leave purposes. At the end of the calendar year, should the Assigned Employee have accrued hours that they did not use, they may carry over a maximum of 40 hours into the next year, and all accrued sick leave in excess of 40 shall be forfeited and not paid out. However, if six months or more pass after their last assignment, without them accepting a new assignment, their sick leave accrual account will be reset to zero. Once they secure a new assignment, they will begin accruing again and will be subject to a new 120-day waiting period.
The minimum amount of sick leave they may request within a single day is four (4) hours. To use their paid sick time, Assigned Employees must have been assigned to work at a location on that day and have enough accrued time to cover the hours they want to use as sick leave.
How Does Sick Leave Accrual Work?
Employees begin to accrue sick leave on April 1st, 2014 or on their first day of employment, whichever is later. Accrued paid sick leave is available to use beginning 120 calendar days after their first day of work, or on July 30th, 2014, whichever is later. For every 30 hours worked with in New York City, they will accrue one hour of paid sick leave time. (i.e., 30 work hours = 1 hour paid sick leave time; 60 work hours = 2 hours paid sick leave time; etc.)
For What Can Sick Leave Be Used?
Paid sick leave may be used when an assigned employee is mentally or physically ill, injured, or has a health condition or for a medical diagnosis, care, or treatment of a mental or physical illness, injury or health condition or need for preventive medical care, and also to care for a family member who needs medical diagnosis, care or treatment of a mental or physical illness, injury or health condition or who needs preventive medical care. Family member means their child, spouse, domestic partner, parent, sibling, grandchild, grandparent, or the child or parent of their spouse or domestic partner. Sick leave may also be used due to the closure of the place of business where they are assigned by order of a public official due to a public health emergency or their need to care for a child whose school or childcare provider has been closed by order of a public official due to a public health emergency.