Frequently Asked Questions - Protected Sick Leave

Protected Sick Leave

FAQ items relating to the managing of 'Protected' status for sick leave in UCPath.

What if an employee’s Protected Sick Usage balance is incorrect on the Admin - Review Absence Balance page? How do I adjust the balance?

If an employee’s Protected Sick Usage balance is incorrect, you will need to submit a Manage Accruals ‘Other’ transaction to adjust the balance. 

  • Transaction Type: Other

  • Absence Element: UCAE P Flag (Protected Sick Hours Used)

  • FMLA/CFRA/PDLL Usage?: P (for protected)

Note: Hours entered as:

  • A positive value would increase the Protected Sick hours Used balance, which decreases the amount of available protected sick for the employee.

  • A negative value would decrease the Protected Sick hours Used balance, which increases the amount of available protected sick for the employee.

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

What if I need to change the ‘protected’ status for sick leave that an employee has already taken?

If an employee has already submitted sick and you need to adjust the ‘Protected’ status, you will need to submit a Manage Accruals ‘Other’ transaction. 

  • Transaction Type: Other

  • Absence Element: UCAE P Flag (Protected Sick Hours Used)

  • FMLA/CFRA/PDLL Usage?: P (for protected)

Note: Hours entered as:

  • A positive value would increase the Protected Sick hours Used balance, which decreases the amount of available protected sick for the employee.

  • A negative value would decrease the Protected Sick hours Used balance, which increases the amount of available protected sick for the employee.

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

We previously reported protected sick usage for an employee, but now need to correct that from sick to some other earn code (REG, VAC/VCN, etc.). How do I do that?

When submitting a correction to protected sick usage via Manage Accruals:

  • Reverse the original protected sick usage with the appropriate Earn Code, Hours, and P-Flag.

    • Reminder: don’t forget to include the P-Flag if the original hours had the P-Flag.

  • Add corrected hours or takes with the appropriate Earn Code, and Hours.

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

How do I designate sick usage as ‘protected’ via Manage Accruals?

When submitting sick usage via Manage Accruals, the ‘protected’ sick indicator should be entered in the ‘FMLA/CFRA/PDLL Usage?’ field as ‘P’. 

  • For Biweekly employees: 

    • Transaction Type: Take

    • Earn Code: S1L

    • FMLA/CFRA/PDLL Usage?: P

  • For Monthly employees: 

    • Transaction Type: Take

    • Earn Code: SKL

    • FMLA/CFRA/PDLL Usage?: P

Note: Hours entered as:

  • A positive value would decrease the Sick balance, and increase the Protected Sick Hours Used. 

  • A negative value would increase the Sick balance, and decrease the Protected Sick Hours Used. 

Review the Job Aid: Manage Accruals – Protected Sick (P-Flag) for more information about how to submit this transaction accurately.

What is ‘protected’ sick leave, and how do I view it in UCPath?

Beginning January 1st, 2025, all employees can designate up to 6 of their paid sick days as ‘protected,’ which is governed by anti-retaliation provisions.

  • The 'Protected' status is an additional classification for an employee's paid sick leave, limited to a maximum of six days annually, provided the employee has paid sick leave available to take.

  • UCPath calculates these six days in hours, prorated by FTE:

    • 6 days × 8 hours × FTE OR 48 hrs × FTE

  • It cannot be used for any other earn code (i.e., REG, vacation, etc.).

  • Any unused sick leave expires December 31st or at appointment's end; and employees receive a new 6-day allowance each January 1st.

For more information, review the Expanded Paid Sick Leave Policy.

Viewing Protective Sick Leave Usage in UCPath: Once an employee uses ‘Protected’ sick leave, a new row will appear in the Review Absence Balance ‘Current Balance’ table. Note: Protected Sick Hours Used will appear as a count of protected hours used, not a balance bank.