Code:QA105

Title:SickLeave

Date:27/1/2015

Approval:UMT

1.0Purpose

SickLeaveentitlements,approval,recording and reporting.

2.1Description

SickLeaveformsanintegralpartofeachstaffmember’scontractofemploymentwiththeUniversity.Thegrantingof sickleavetoastaffmemberwhoisillisintendedtoprovideanadequateopportunityforthatstaffmembertorecoverfromtheillnessanditseffectsothats/hemaymakean earlyreturn todutywithouta likelihoodof a relapseintoillness.

ThisPolicytogetherwith theSickLeaveCircularasissued bytheDepartmentofEducation Skillsdated 25th July2014determinesthetermsand conditionsforallabsencesduetoillness.Alllimitsand definitionsareasspecifiedin thecircularexceptwhereadditionalitemsare stated inthispolicy.

2.2Notification ofSickLeave

Anyemployeewhoisabsentduetoillnessmustnotifytheirlinemanagerasearlyaspossiblebutnolaterthantwohoursafternormalstartingtimeonthefirstdayoftheabsence.Thisshouldbedonebytelephonecallandnottextmessage/e-mail.Theemployeeshould,wherepossible,indicatethelikelydurationoftheabsenceandtheirintentiontoattendtheirGPornotasthecasemaybe.Failuretonotifythelinemanager,withoutavalidreason,maydisqualifythestaffmemberfrompaymentfortheabsence.The line manager should notify the HR Office immediately by astaffmember’sabsenceduetoillness.Thisshouldcontainthenameandcommencementdateoftheillness.

2.3Uncertified/SelfCertification SickLeave

Staffmayavailofupto7daysinarollingtwoyearperiodwithamaximumof2daysatatimewithoutadoctor’scertificate.IfasickabsenceextendsfromFridaytoMondayinclusive,thenamedicalcertificatemustbeprovided.

2.4Certified SickLeave

All staffarerequiredtosubmitan ordinarymedicalcertificatedirectlytotheirlinemanagerforallabsencesgreaterthan2days.Iftheyhavereachedthelimitforuncertifiedsickleaveasdefinedabove,amedicalcertificate must be submitted for absences of 2 days or less.ThelinemanagerwillthenforwardittotheHuman ResourcesOfficeforprocessing.

In addition, allstaff,exceptthose on Class D PRSI,are required to submit a SocialWelfaremedicalcertificatedirectly to the Department of Social Protection (DSP), quoting the employee’s own bank account number in order to receive payment directly from the DSP. The University will deduct the amount paid by the DSP from the staff member’s salary if the staff member is on sick leave for more than 6 days, irrespective of the staff member’s submitting of the appropriate form to the DSP.

Medicalcertificatesmustcontinuetobesubmittedbythestaffmembertothelinemanageruntils/hereturnstowork. The line manager is responsible for ensuring that the correct medical

certificateisreceived directlyfromthestaffmemberandthenforwardedtotheHROfficeinatimelymanner.

2.5PaymentofTRR

PaymentofTRRisconditional on thepersonon sickleavecompletingthePaymentofTemporaryRehabilitation Remuneration (TRR)during SickLeave(attached).

2.6Occupational Health Physician Referrals

Staffmaybereferred to theUniversity’sOccupationalHealthPhysician(OHP)atanytime.

2.7Return toDuty

Itisexpectedthatastaffmemberwouldbemedicallyfittoresumefulldutiesafteraperiodofsickleaveso thata resumptionof duty would notinducearelapseintoillness.

Astaffmemberintendingtoresumedutypriortothedatespecifiedonher/hismedicalcertificate,mustprovideamedicalcertificateoffitnessfromhis/herattending doctorbeforethedateofresumption.Intheabsenceofsuchacertificatethefullperiodasrecordedonthemedicalcertificate(s)willbecountedassickleave.Certificatesoffitnessfurnishedatalaterdatewillnotbeacceptedasevidenceof fitnessforduty.

Priortoresumptionofduties,astaffmemberwhoisabsentonpaidsickleavefor4ormorecontinuousweeks,orabsentforanyperiodofTRR/unpaidsickleave,orabsentforashorterperiodwheretheemployerhasreasonablegroundsforconcernmustsubmitmedicalcertificationof fitnessfor duties.

ThereturntoDutySL1form(attached)shouldbecompletedbythestaffmember,signedbythelinemanagerandsubmittedtotheHumanResourcesOfficeonthefirstdayofreturntodutyfollowingasickleaveabsence.

2.8Overpayment

TheUniversitywillrecoupalloverpaymentsof salary which occurdueto thepaymentofillnessbenefit.Thiswillnormally bedoneinthenextpayperiod.

3.0Responsibilities

Name / Responsibility
HumanResources / PolicyOwner
Employee / InformtheirLineManagerthattheyareunabletoattendworkduetoillnessassoonaspossibleatthecommencementofsickleaveandoftheirlikelyreturndate.
SendaSickLeaveCertificatetotheirLineManagernotlaterthanthethirddayofabsenceduetoillness.
In addition, all staff, except those on Class D PRSI, are required to submit a Social Welfare medical certificate directly to the Department of Social Protection (DSP), quoting the employee’s own bank account number in order to receive payment directly from the DSP. The University will deduct the amount paid by the DSP from the staff member’s salary if the staff member is on sick leave for more than 6 days, irrespective of the staff member submitting the appropriate form to the DSP.
MaintainregularcontactwiththeirLineManagerduringperiodsofsickabsence.OnreturntoworktocompleteformSL1andpresenttolinemanagerforsignature.
LineManager / InformHumanResourcesoftheemployee’sabsenceonsickleave,andtoforwardthesickleavecertificatetoHumanResources.
Maintainregularcontactwithemployeeonsickleaveregardingtheirwellbeing.Meet withthestaff memberontheirreturntoworkafterallperiodsofsickleaveandrecorditashavingtakenplaceandtoreturntoHRthesignedSL1form.
HumanResources / AdvisemanagersandstaffontheapplicationofthesickleaveschemeincludingCIP
TRR.
Record,monitorandreportonsickleave.
ObtainmedicalreportsandactiontheimplementationofCIPTRRinaccordancewiththescheme.
PensionsOffice / CalculatetherateofTemporaryRehabilitationRemuneration(TRR)inaccordancewiththeDEScircular.
UniversityManagementTeam(UMT) / DecisionontheexerciseofdiscretioninrelationtothepaymentofCriticalIllnessProtocol.

4.0RoleofEmployee Assistance Programme

Tosupportstaffconfidentiallyin resolving personal orwork-related concerns,which arehaving anadverseeffecton theirphysicaland emotionalwellbeing,theirjob,theirrelationships or theirhealthand wellbeing.Fulldetailson therangeof servicesavailableareavailableontheHR

website:

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5.0Attachments

  • SickLeaveCircularasissued bytheDepartmentofEducationSkillsdated25thJuly2014
  • Return to Workfollowing SickLeaveNotifications(SL1)
  • PaymentofTemporary Rehabilitation Remuneration during SickLeave
  • Application forexceptionalextended paid sickleavedueto Criticalillness

Returnto WorkfollowingSick LeaveNotifications(SL1)

(tobecompletedbyStaff Member signedbythe LineManager)

I havebeen absentfromworkduetoillnessfrom______(startdate)to

______(endDate).

I returned to work on: ______

Nameof Staff Member: ______IDNumber: ______

(Please Print)

Signed: ______Date:______

Employee

Signed: ______Date: ______

LineManager

School/Unit:______

Thisformshould be submitted to the HR officeon the firstdayofreturn to dutyfollowingan absence due to illness.

Payment of TemporaryRehabilitationRemunerationduring SickLeave

REF:HRV1.0

PaymentofTemporaryRehabilitationRemuneration(TRR)isgrantedsubjecttothefollowingconditions:

  • Aminimumof5yearspensionableservice
  • TheOHPmustconfirmthatthereisareasonableprospectofrecoveryandreturntowork.
  • TheperiodduringwhichtheTRRispaidisnotaperiodofpensionableservice.
  • ThedeclarationbelowmustbesignedandreturnedtotheHRoffice.

EmployeeDetails

StaffIDnumberFirstNameSurname

ContactNumber

LineManager_

TemporaryRehabilitationRemuneration (TRR)tocommence:/ _/

Completed formto be returned to the HRoffice as soon aspossible.

The paymentofTRRwillnotcommence untilthecompleted formisreceived.

Important

Please note if you are eligible to receive social welfare benefitsyou are entitled to keep themfromthedateyoureceivepaymentofTRR.

Applicationfor exceptionalextended paid sick leavedue to Critical illness

Itisrecognisedthatpublicservicebodies,asemployers,needto continuetoprovidesupportfortheiremployeeswho may beincapacitated asa resultof criticalillnessor seriousphysicalinjury.Thereforewhen an individualbecomesincapacitatedas a resultofcriticalillnessor seriousphysicalinjury,and hassupportingmedicalevidenceforanextended period ofsickleave,theindividualmay,on an exceptionalbasis,begranted paid sickleaveextended asfollows:

  • A maximum of 183daysonfullpayin thepreviousrolling one-yearperiod
  • Followed by amaximumof182dayson halfpay in thepreviousrolling one-yearperiod
  • Subjecttoamaximum of365dayspaid sickleavein thepreviousrolling four-yearperiod.

The grantingofexceptionalextended paid sickleave isa decision ofmanagementhavingconsideredtheoccupationalmedicaladvice.