Expansion of paid sick leave

Over the past few years, UC has made notable strides in supporting work-life balance, including the introduction of the Pay for Family Care and Bonding program (PFCB) in 2021, expansion of the Pay for Family Care and Bonding program in 2023, and protected leave following reproductive loss in 2024. Beginning January 1, 2025, UC is expanding access to paid sick leave as another significant step in that progress, enhancing security and peace of mind for UC’s valued employees.

UC takes pride in its ongoing commitment to working effectively with its labor unions and plans to expand paid leave options for sick leave purposes for represented employees as well, subject to applicable collective bargaining requirements.

Effective January 1, 2025, UC is expanding eligibility for paid sick leave to:

• Expand eligibility for paid sick leave for part-time employees in sick leave accruing titles.
• Employees in non-sick leave accruing titles (e.g., per diem staff and faculty titles) will have access annually to a set amount of paid sick leave in a paid sick leave bank. The paid sick leave bank is distinct and separate from accrued paid sick leave.
• Expand the reasons for which employees may use paid sick leave.
• Provide protected paid sick leave.
• Extend the period during which paid sick leave may be reinstated if an employee is reemployed after a separation from employment.

Certain University locations have adopted and implemented Paid Time Off (PTO) programs for staff as an alternative to the University’s vacation and sick leave policies. Staff employees at these locations may refer to the local PTO program and guidelines. PTO programs must meet the minimum sick leave requirements described in PPSM–2.210 (Absence from Work). Note: These PTO programs for staff are different from paid time off available to represented academic appointees. Refer to APM-710 for more information regarding academic appointees.

Paid sick leave may be “protected” under policies for staff and academic appointees when it is taken under certain circumstances defined in policy.

Employees may use protected paid sick leave for the following reasons:

• The diagnosis, care, or treatment of an existing physical or mental health condition of the employee or the employee’s family member;

• Preventive care for an employee or an employee’s family member; or

• Those reasons specified in policy for an employee who is a victim or whose family member is a victim of domestic violence, sexual assault, stalking, or other qualifying acts of violence.

The University prohibits any form of retaliation or discrimination against an employee for using or attempting to use protected paid sick leave and for any other reason prohibited by policy.

Employees who believe they have been subjected to retaliation or discrimination can submit complaints through their local Human Resources office, Academic Personnel office, Labor Relations office, Affirmative Action/Equal Employment Opportunity office, Anti-Discrimination office, or the University Whistleblower Hotline (800-403-4744). Complaints will be referred to the appropriate office or officer for investigation.

Please refer to APM – 710-20-j (for academic appointees); PPSM–2.210, Section III.C.5 (for staff); and “Must ‘protected’ sick leave be designated as Family and Medical Leave (FML)?” and “Are employees required to provide medical documentation before taking paid sick leave?” below for more information about protected paid sick leave.

No. Eligible employees may use protected paid sick leave regardless of whether the leave is also designated as FML. For paid sick leave to be “protected,” the employee must (a) have protected paid sick leave available to use; (b) comply with applicable notice requirements; and (c) use the leave for a protected paid sick leave purpose as specified in policy.

In some cases, an employee may use protected paid sick leave and FML at the same time. For example, an employee may elect to use protected paid sick leave to receive pay during an approved FML for the employee’s own serious health condition. Also, if an FML-eligible employee is using protected paid sick leave for an FML-qualifying reason, the University will designate the leave as FML. But FML designation is not necessary for sick leave to be protected.

Please refer to APM – 710-20-j (for academic appointees); PPSM–2.210, Section III.C.5 (for staff); and “What is meant by ‘protected’ sick leave” for more information about protected paid sick leave.

The University’s requirements regarding notice depend on whether the employee’s need to take paid sick leave is foreseeable, such as a scheduled doctor’s appointment or planned medical treatment, or unforeseeable, such as an unanticipated illness or medical emergency. For additional details, employees should refer to the applicable policy (APM – 710-20-b for academic appointees or PPSM–2.210, Section III.C.4 for staff) and any relevant local procedures. Employees may request paid sick leave orally or in writing.

UC generally will not require medical documentation when an eligible employee requests to use protected paid sick leave consistent with policy, but there may be certain circumstances when it is appropriate for UC to request such documentation. For example, UC may request medical documentation before paying protected paid sick leave when the University has information indicating that the employee is not requesting protected paid sick leave for a valid purpose.

When an employee requests to use paid sick leave that is not protected, the employee must provide medical documentation consistent with local procedures.

When an employee is using paid sick leave at the same time that the employee is using another leave, the employee may need to provide documentation in connection with the other leave. For example, some types of family and medical leave require that the employee provide certification from a health care provider. 

No. Employees who separate from UC are not paid for unused paid sick leave at the time of separation.

Unused paid sick leave balances may be converted to University of California Retirement Program (UCRP) service credit at retirement, in accordance with UCRP provisions.

If a staff employee (accruing or Per Diem) or an academic appointee who accrues paid sick leave separates from the University and is rehired into a position eligible for paid sick leave within one (1) year from the date of separation, the employee or appointee will have all unused paid sick leave from prior service reinstated, unless the leave balance was previously converted to UCRP service credit upon retirement. If the separation lasted for more than one (1) year, unused paid sick leave will not be reinstated. For information about sick leave upon reemployment following a layoff, refer to PPSM-60 (Layoff and Reduction in Time from Professional & Support Staff Career Positions) and APM – 145 (Non-Senate Academic Appointees/Layoff and Involuntary Reduction in Time).

If an academic appointee who receives a paid sick leave bank separates from the University and is reemployed in the same calendar year, the appointee will have unused days from their previous paid sick leave bank reinstated, unless the leave balance was previously converted to UCRP service credit upon retirement. The academic appointee will not receive a new paid sick leave bank when reemployed in the same calendar year. If an eligible academic appointee is reemployed in a new calendar year, they will receive a new bank and no unused days from their paid sick leave bank from the previous year will be reinstated.