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Administrative Policy and Procedures Manual
Section 1000: Campus Policy
1005.1 Sick Leave Fund
Effective: July 12, 1997
Revised: October 1, 2007
Review Date: October 1, 2009
Responsible Party: Director of Human Resources

Policy

It is the policy of Montana State University-Northern to allow the sharing of accrued sick leave among employees and the pooling of accrued sick leave for use by eligible employees who suffer an extensive illness or accident in accordance with 2-18-618 M.C.A., Regent Policy 801.7.1, and the procedures established herein.

Procedures

An employee must meet all of the following eligibility requirements to receive a grant of sick leave from the sick leave fund or to receive a direct grant of sick leave from another employee:

  • serve the 90-day qualifying period to take sick leave;
  • suffer an extensive illness or accident which results in absence from work of at least 10 consecutive working days;
  • not be eligible to receive workers' compensation benefits;
  • all personally accrued sick leave, annual leave, and other accrued paid leave and compensatory time;
  • take five days 20 consecutive hours of leaves of absence without pay following the exhaustion of all accrued leave and compensatory time;
  • provide his/her supervisor a physician's certification of extensive illness or accident; and
  • receive approval from the Chancellor to receive the grant of sick leave.

An employee may receive a combined total of no more than 240 hours of sick leave from the fund or in direct grants in any 12-month period.

Sick leave accrued prior to July 1, 1971 may not be contributed to the fund nor used as a direct grant.

Benefits and requirements specified herein shall be prorated for less than full-time employees.

Employees may contribute a combined total of no more than 60 hours of sick leave to the fund and in direct grants in a 12-month period, with the exception that upon termination, there is no limit to the amount of sick leave an employee may contribute.

No funds shall be attached to any hours of sick leave which are donated to the sick leave fund, received as grants from the fund or donated or received as direct grants.

Sick Leave Fund

No grants shall be made from the fund unless there is a minimum balance in the sick leave fund of 200 hours. Once the 200 hour minimum has been met, it may be necessary to request additional contributions of 8 hours from participating employees to maintain the minimum balance. If an employee fails to authorize the additional contribution within 45 days, the employees' membership in the sick leave fund shall be terminated.

Except that a participating employee who is in the process of exhausting or who has exhausted all sick leave as the result of an extensive illness or accident at the time a request for additional contributions is made may not be required to make the contribution.

To enroll in the sick leave fund the employee must:

  • be an employee of Montana State University-Northern;
  • complete the 90-day qualifying period to use sick leave;
  • have a minimum balance after the contribution of 40 hours of sick leave credits; and
  • contribute at least 8 hours of sick leave to the fund.

Employees may resign in writing from the fund at any time, and may rejoin the fund if they meet eligibility requirements.

To be eligible to receive a direct grant from the sick leave fund the employee must have been a member of the sick leave fund for at least 90 days in addition to meeting all the other eligibility requirements in this policy.

Direct Grants

Employees do not have to be participating members in the sick leave fund to give or receive direct grants.

To be eligible to make a direct grant of sick leave, an employee must be an employee of Montana State University-Northern, complete the 90-day qualifying period for use of sick leave, and have a minimum balance after the contribution of 40 hours of sick leave.

Eligible employees may make a direct grant of sick leave to other eligible employees of Montana State University-Northern. Eligible employees may receive a direct grant from other eligible employees of Montana State University-Northern. With approval of the Chancellor, the receipt of or grant of sick leave to an employee employed by another state agency may be authorized.

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