|Subchapter 4630 - Absence and Leave
Section C - Sick Leave
Subsection c - Advance Sick Leave
| Conditions for Granting Advance Sick Leave
Sick leave will not be advanced just because an employee has exhausted his/her sick leave. A full time (FT) employee may be advanced up to 30 days (240 hours) sick leave for any one of the following:
The basis for approving the exception should be documented in the employee's time and attendance records.
For example, an employee uses 400 hours of sick leave to care for a family member with a serious illness and now has a zero sick leave balance. The employee wants advanced sick leave to care for another family member with a serious illness. He or she is only entitled to an advance of 80 hours of sick leave. If the employee then becomes seriously ill and still has an 80 hour advanced sick leave balance then the supervisor may advance the employee up to 160 hours of sick leave. The maximum amount of sick leave, including advanced sick leave, that an employee may use each leave year for a seriously ill family member is limited to 480 hours. The maximum amount of advanced sick leave that an employee may have to his or her credit for any purpose is 240 hours. Lastly, the employee may invoke FMLA for his or her own qualifying medical condition or that of a qualifying family member.
Up to 104 hours (13 days) of sick leave may be advanced to a FT employee for:
Note: Advance sick leave should not be granted when it is known or expected that the employee will not return to duty (e.g., the employee has applied for disability retirement, has received notice of separation or furlough, or has submitted notice of resignation).
Note: Thirty (30) days (240 hours) is the maximum amount of advanced sick leave that an employee may have to his or her credit at any one time.
For a part-time employee, the maximum amount of sick leave that a Program may advance must be prorated according to the number of hours in the employee's regularly scheduled administrative workweek.
|Documentation for Advance Sick Leave||Applications for advance sick leave should be submitted to the appropriate approving official and be supported by acceptable medical documentation which describes the serious medical condition and the period of in capacitation.|
|Amount of Advance Sick Leave That May Be Granted||
The amount of sick leave that may be advanced to an employee is based on the employee's appointment, as stated in the following table:
These advance amounts apply only to situations where an employee is using sick leave for his/her own illness or adoption related purposes. See “Conditions for Granting Advance Sick Leave” to determine the allowable amount for family care purposes.
|Repaying Advance Sick Leave||
Unless excepted by a circumstance listed in the following block, advance sick leave must be paid back by one or more of the following methods:
Note: Substituting earned paid time off for sick leave is done on an hour-for-hour basis, e.g., one hour of CTOT for one hour of sick leave.
|When a Refund Is Not Required||
An employee is required to pay back any advance sick leave when he/she separates from Federal service, except in cases of:
Note: When an employee is not required to pay back advance sick leave, the supervisor should notify the SPO, through established administrative channels and procedures, to make necessary adjustments to the payroll/personnel data base.
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