Sick Leave Policy Template

Sick Leave Policy

Purpose of Sick Leave Policy

This Sick Leave Policy explains the purpose, scope, and rules related to sick leave at [Company Name]. The policy exists to support employee health and recovery, maintain workplace continuity, and provide clear guidance on eligibility, notification, certification, pay treatment, and approval of sick leave.

Scope

This policy applies to all employees of [Company Name] unless an alternative employment agreement or collective bargaining agreement provides differing terms. Contractors and temporary workers are covered only where expressly stated in their contract.

Eligibility and Entitlement

Employees accrue or are granted sick leave according to their employment terms with [Company Name]. Entitlements may vary by job classification, hire date, and work schedule. Sick leave may be used for an employee's own illness, medical appointments, or to care for an immediate family member who is ill, subject to eligibility rules.

Notification and Certification

Employees must notify their manager or designated contact as soon as practicable when sick leave is needed. Notification should include expected duration when known and any immediate work coverage needs.

• For absences of one to two days, employees should notify their manager by phone, email, or the company absence system before the scheduled start of work where possible.
• For absences of three or more consecutive days or when requested by the company, employees may be required to provide medical certification or a doctor note supporting the need for leave.
• If the need for leave is foreseeable, employees should provide advance notice and any supporting documentation required by [Company Name].

Pay and Benefits During Sick Leave

Sick pay eligibility and rates follow the employee's terms of employment. Paid sick leave may be available in whole or partial day increments. Where paid sick leave is exhausted, employees may request use of other available leave balances, such as vacation, subject to manager approval.

Accrual, Carryover, and Maximums

Sick leave accrual, carryover, and any maximum balance are defined in employment contracts or the company leave schedule. Employees should consult their pay statements or HR for current accrual balances. [Company Name] may limit carryover of sick leave from one year to the next as set out in company guidelines.

Intermittent and Partial Day Absences

Intermittent sick leave and partial day absences are permitted when medically required. Employees must report intermittent absences promptly and record time accurately in the company timekeeping system. Repeated unscheduled intermittent absences may prompt a review with the manager and HR.

Long-Term Illness and Extended Leave

Employees with long-term illness or medical conditions requiring extended leave should notify HR and their manager as early as possible to discuss available options. Extended leave may be subject to additional documentation and coordination with benefits, disability programs, or other leave policies maintained by [Company Name].

Return to Work and Fitness for Duty

Employees returning from extended sick leave may be required to provide a fitness-for-duty certificate from a health care provider when the absence could affect their ability to perform essential job functions or workplace safety. [Company Name] will consider reasonable accommodations where appropriate.

Confidentiality

Medical information provided to [Company Name] is confidential and will be maintained separately from general personnel records. Access is limited to those with a business need to know, such as HR and designated managers, in accordance with company privacy practices.

Approval Process

Managers review and approve sick leave requests based on eligibility, documentation, staffing needs, and business continuity. Approval steps typically include notification by the employee, verification of leave balance or pay eligibility, and documentation where required. HR will support managers in interpreting this policy and will make final determinations on complex or disputed cases.

Role of Managers and HR

Managers are responsible for:

• Receiving and recording employee notifications of absence.
• Approving leave in the company system consistent with policy and business needs.
• Addressing attendance patterns and referring complex cases to HR.

HR is responsible for:

• Interpreting and administering this Sick Leave Policy.
• Maintaining confidential medical records and documentation.
• Advising managers on reasonable accommodations and extended leave options.

Non-Compliance

Failure to follow notification, documentation, or other requirements under this policy may result in leave being unpaid, denial of leave, or corrective action up to and including termination, depending on the circumstances and prior attendance history. Managers should consult HR before taking corrective action related to sick leave.

Note

[Company Name] reserves the right to amend, modify, or terminate this Sick Leave Policy at any time. Employees will be notified of significant changes. For questions or clarification about this Sick Leave Policy, employees should contact HR.