Health & Well-being: Sick Leave Process for HRIS


Disclaimer

This document has been created for reference only. For the actual terms of any applicable benefits, policies, or laws, please consult the applicable documents. The University of Toronto reserves the right to manage individual cases in ways other than set out in this document.


Process A: Sick Leave Ten (10) Working Days or Less

Process A: Steps

  1. Business Officer/HR Office receives notification of the sick leave
  2. If the absence is for ten (10) working days or less, Business Officer/HR Office is responsible for updating HRIS to reflect Sickness Paid (Code 2300)
  3. Health & Well-being (HWB) may be notified if it is anticipated that the absence is likely to exceed ten (10) working days (See Sick Leave Process B: Sick Leave Longer than Ten (10) Working Days)

Process A: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. If employee was on sick leave in the past 3 months for longer than 10 working days and returns to work and is sick again, Business Officer/HR Office should contact HWB before processing the new absence;
  3. Business Officer/HR Office should be recording absences of ten (10) working days or less in HRIS;
  4. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  5. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process B: Sick Leave Longer Than Ten (10) Working Days

Process B: Steps

  1. If the absence is longer than ten (10) working days, Business Officer or HR Office or employee’s Supervisor notifies Health & Well-being (HWB) using the Sick Leave Notification Form as soon as this is known
  2. Medical documentation is required to support sick leave of up to 15 weeks
  3. Sick leave may be less than 15 weeks based on medical documentation
  4. Business Officer/HR Office updates HRIS to reflect Sickness Paid (Code 2300) from the first day of absence for a period of 15 weeks AND Sickness Unpaid (Code 2305) beginning the day immediately following the end date of Sickness Paid for a period of two (2) years
  5. Business Officer/HR Office notifies Central Payroll on the first day of the Sickness Unpaid to initiate Record of Employment (ROE)

Process B: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process C: Return to Work from Sick Leave – Resumes Normal (Pre-Absence) FTE Prior to End of 15 Weeks

Process C: Steps

SCENARIO 1

Employee returns to work on a gradual basis and resumes normal (pre-absence) FTE prior to the end of the 15 week period

  • In this scenario, the Business Officer/HR Office updates HRIS to change the end date of the Sickness Paid (Code 2300) to the day prior to the employee’s return to his/her normal FTE and deletes Sickness Unpaid (Code 2305)
  • Business Officer/HR Office is not required to update HRIS to reflect the gradual return to work plan

SCENARIO 2

Employee returns to work at normal (pre-absence) FTE prior to the end of the 15 week period

  • In this scenario, the Business Officer/HR Office updates HRIS to change the end date of the Sickness Paid (Code 2300) to the day prior to the employee’s return to work and deletes Sickness Unpaid (Code 2305)

SCENARIO 3

Employee returns to work at normal (pre-absence) FTE on the first working day following the end of the 15 week period

  • In this scenario, the Business Officer/HR Office does not need to update HRIS to reflect the full-time return to work; however, Business Officer/HR Office must delete Sickness Unpaid (Code 2305)

Process C: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of Sick Leave;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact Health & Well-being (HWB) at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process D: Return to Work from Sick Leave – LTD Claim Pending or No Application

Process D: Steps

SCENARIO 1

  • An employee returns to work on a gradual basis and has not resumed his/her normal (pre-absence) FTE by the end of the 15 week period and has not applied for LTD OR the LTD claim is pending
  • Health & Well-being (HWB) provides the modified work schedule to the Business Officer/HR Office
  • Business Officer/HR Office updates HRIS effective the day following the end of the 15 week sick leave period to reflect the employee’s work schedule and salary as a percentage of their normal FTE and selects Action Type 04 (Appointment Change) and Reason for Action- 05 (Change in % – other)
  • Business Officer/HR Office is not required to update HRIS during the initial 15 week period to reflect the gradual return to work plan

SCENARIO 2

An employee returns to work on a gradual basis following the end of the 15 week period and has not applied for LTD OR the LTD claim is pending

  • HWB provides modified work schedule to the Business Officer/HR Office
  • Business Officer/HR Office updates HRIS upon the employee’s return to work to reflect the employee’s work schedule and salary as a percentage of their normal (pre-absence) FTE and selects Action Type 04 (Appointment Change) and Reason for Action-05 (Change in % – other)

Process D: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process E: Sick Leave Ends – No Return to Work

When an employee has not returned to work at the end of the 15 week paid sick leave and has not applied for LTD

  1. Business Officer/HR Office will update HRIS to reflect the appropriate HRIS code once the employment status has been determined by the employee’s department, in consultation with HR. It may be the case that HRIS should continue to reflect Sickness Unpaid (Code 2305) (See Sick Leave Process B: Sick Leave Longer than Ten (10) Working Days)
  2. Business Officer/HR Office is responsible for maintaining the record on HRIS hereafter

Process E: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact Health & Well-being (HWB) at 416-978-2149 or 416-946-0537; and,
  3. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process F: Employee Elects Early Retirement While on Sick Leave

When an employee elects early retirement while on Sick Leave

  1. Business Officer/HR Office updates HRIS to change the end date of the Sickness Paid (Code 2300) to the day prior to the employee’s early retirement date
  2. Business Officer/HR Office updates HRIS to terminate employment effective the early retirement date (ERD) Retirement Voluntary (Code 40)

Process F: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. When an employee elects early retirement while on sick leave, the employee’s department will pay the employee any monies owing, including outstanding vacation pay, in accordance with the relevant collective agreement or policies for non-unionized staff;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact Health & Well-being (HWB) at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process G: Employee Elects Normal Retirement While on Sick Leave

Process G: Steps

  1. Business Officer/HR Office updates HRIS to change the end date of the Sickness Paid (Code 2300) to the day prior to the employee’s normal retirement date
  2. Business Officer/HR Office updates HRIS to reflect normal retirement effective June 30th coincident with or following the employee’s 65th birthday Retirement Voluntary (Code 40)

Process G: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. When an employee elects normal retirement while on sick leave, the employee’s department will pay the employee any monies owing, including outstanding vacation pay, in accordance with the relevant collective agreement or policies for non-unionized staff;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact Health & Well-being (HWB) at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.

Process H: Death While on Sick Leave

Upon notification of death:

  1. Business Officer/HR Office updates HRIS to change the end date of the Sickness Paid (Code 2300) to the day prior to the employee’s death
  2. Business Officer/HR Office updates HRIS to reflect Death in Service (Code 2395) from date of death to the end of the month in which death occurred
  3. Business Officer/HR Office updates HRIS to terminate employment Deceased (Code 33) effective the first day of the month following the date of death
  4. Business Officer/HR Office notifies Benefits, Central Payroll, Pensions and Health & Well-being (HWB) of the date of death

Process H: Notes

  1. This process applies to monthly and bi-weekly paid staff-appointed employees who are eligible for up to 15 weeks of sick leave;
  2. When an employee dies while on sick leave, the employee’s department will pay his/her estate the full salary for the month in which the death occurred, vacation and any monies owed to the employee, in accordance with the relevant collective agreement or policies for non-unionized staff;
  3. For Sessional Appointed employees, Business Officers/HR Offices should keep in mind both the end date of the session and the beginning date of the subsequent session when processing sick leave absences. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537; and,
  4. For Term Appointed employees, Business Officers/HR Offices should keep in mind the end date of the term when processing sick leave absences as entitlement to sick leave ends on the end date of the term appointment. If you have questions, please contact HWB at 416-978-2149 or 416-946-0537.