Frequently Asked Questions - Academic Sick Leave Bank

Academic Sick Leave Bank

FAQs relating to the managing of the Academic Sick Leave Bank for eligible academic employees in UCPath.

Due to a change in bank-eligible FTE, I need to adjust an employee’s Academic Sick Leave Bank balance. How do I do that?

To adjust Academic Sick Leave banks in UCPath, submit a Manage Accruals Transaction in UCPath with the following values:

  • Transaction Type: ‘Other’

  • Absence Element: ‘UCAE ACAD SB’.

  • FMLA/CFRA/PDLL Usage?:  ‘N’for no.

  • Hours: positive valuesincrease the Academic Sick Leave Bank balance; negative values decrease the Academic Sick Leave Bank balance.

Review the Job Aid: Manage Accruals – Academic Sick Leave Bank for more information on calculating new Academic Sick Leave Bank balances, including various scenario examples.

When an eligible academic employee has a change in FTE, how do I calculate what their new Academic Sick Leave Bank should be?

Follow the following steps:

  1. Calculate Days Remaining: Calculate how many days are left in the employee’s sick bank based on their original FTE and usage. 
    • Remaining Days = Current Balance ÷ 8 hrs ÷ previous FTE
  2. Calculate New Bank Hours: Based on the employee’s new FTE, calculate the total number of hours they should have in their bank for their remaining sick days. 
    • New Bank Hours = Remaining Days × 8 hrs × FTE
  3. Calculate Adjustment: Compare the New Bank Hours to their current bank hours. The difference if your adjustment.
    • Adjustment Amount = New Hours − Current Hours
  4. Submit Transaction: Submit a Manage Accruals ‘Other’ transaction:
    • Increase the bank with positive value (+) if their new hours are higher.
    • Decrease the bank with a negative value (−) if their new hours are lower.
    • The goal is for the bank to reflect their New Bank Hours.

Review the Job Aid: Manage Accruals – Academic Sick Leave Bank for more information on calculating new Academic Sick Leave Bank balances, including various scenario examples.

An academic employee is entitled to ‘six days’ of sick leave. How is this calculated?

UCPath tracks sick leave in hours, prorated by their eligible FTE. The employee’s sick bank can be calculated as: 6 Days × 8 Hrs × FTE.

Review the Job Aid: Manage Accruals – Academic Sick Leave Bank for more information on submitting sick takes for and adjustments to an employee’s Academic Sick Leave Bank.

The Academic bank is defined as six days, but the Admin - Review Absence Balance page displays academic banks in hours. How do I convert between days and hours?

To convert from Days to Hours and vice versa, use the following formulas: 

  • Days to Hours Converter: Days × 8 Hrs × FTE

    • Examples: 

      • 4 days × 8 hrs × 1.0 FTE = 32 hours

      • 6 days × 8 hrs × 0.75 FTE = 36 hours

  • Hours to Days Converter: Balance ÷ 8 Hrs ÷ FTE

    • Examples:

      • 24 hrs ÷ 8 hrs ÷ 0.5 FTE = 6 days

      • 24 hrs ÷ 8 hrs ÷ 0.75 FTE = 4 days

Review the Job Aid: Manage Accruals – Academic Sick Leave Bank for more information on submitting sick takes for and adjustments to an employee’s Academic Sick Leave Bank.

How should sick usage for an Academic Bank eligible employee be entered in Manage Accruals?

Academic sick usage can be entered in Manage Accruals the same way any other sick usage is entered: 

  • Transaction Type: Take

  • Earn Code: 

    • SKL (for monthly employees) 

    • S1L (for biweekly employees)

  • FMLA/CFRA/PDLL Usage?: 

    • N if the sick usage is unprotected

    • P if the sick usage is protected

Review the Job Aid: Manage Accruals – Academic Sick Leave Bank for more information on submitting sick takes for and adjustments to an employee’s Academic Sick Leave Bank.

What should I know about the Academic Sick Leave Bank for eligible academic employees, including how it’s earned, used, and viewed in UCPath?

  • Eligibility: Academics in eligible non-accruing titles with an appointment of at least 30 calendar days.

  • Initial Bank: On January 1st of each year, or at the start of their appointment, eligible employees receive a bank of 6 days of paid sick leave.

    • This bank is prorated by their combined bank-eligible FTE and reflected in hours within UCPath.

  • Expiration: Unused sick leave expires on December 31st of the same year or at the appointment end, whichever comes first.

  • Reinstatement (within the same calendar year): If an employee leaves a bank-eligible academic position and then returns to another bank-eligible academic position within the same calendar year of their prior termination, their previous sick bank balance will be reinstated.

  • Usage: usage can be tracked either via the I-181 Time File or through a Manage Accruals Transaction.

    • Usage must be in whole day increments.

For more information, explore the Expanded Paid Sick Leave Policy webpage.

Viewing Academic Sick Leave Bank in UCPath: Transactors will be able to see the balance of employees’ Academic Sick Leave Banks on the ‘Admin – Review Absence Balance’ Page as a new row in the Current Balance table, labeled “Academic Sick Leave Bank.”