Sick Leave Policy Template

A sick leave policy ensures employees know their rights and responsibilities when illness, injury, or medical appointments require them to step away from work. It also helps employers maintain productivity, support public health, and comply with local, state, or federal leave laws.

Whether your company offers a fixed number of sick days, unlimited time off, or separate short-term medical leave, a clear sick leave policy provides essential clarity around usage, documentation, and communication expectations.

What a Sick Leave Policy Should Include

A well-rounded sick leave policy should cover:

• Policy purpose and scope: Who the policy applies to and why it exists
• Eligibility: Which employees are entitled to sick leave and when it begins
• Accrual and usage: How sick leave is earned, how much is available, and how it can be used
• Permitted uses: What qualifies as an acceptable reason to use sick leave (e.g., illness, injury, medical appointments, family care)
• Notification and documentation requirements: How and when employees should notify their manager, and whether a doctor’s note is needed
• Payout and carryover: Whether unused sick leave carries over year to year or is paid out at termination
• Interaction with other leave types: How sick leave relates to PTO, FMLA, or disability leave
• Abuse prevention and confidentiality: Policies to prevent misuse and protect employee privacy
• Compliance with laws: Any relevant state or local sick leave laws

Purpose of the Policy

The purpose of this policy is to:

• Promote employee health and reduce the spread of illness in the workplace
• Provide time off for medical needs without fear of penalty
• Comply with applicable sick leave laws and labor regulations
• Clarify sick leave processes to ensure consistency and fairness
• Support a culture of trust, wellbeing, and work-life balance

Sick Leave Policy Template

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1. Policy Statement

We are committed to supporting the health and wellbeing of our employees. Our sick leave policy allows eligible employees to take time off for personal illness, injury, or medical appointments — as well as to care for immediate family members — without risk to their job security or benefits.

Employees are encouraged to use sick leave when needed to recover fully and avoid spreading illness in the workplace.

2. Scope and Eligibility

This policy applies to all [full-time and part-time] employees. Eligibility for paid sick leave begins [on the employee’s first day of work] unless otherwise required by local law.

Temporary or contract workers may be covered under a different sick leave policy or agreement.

3. Sick Leave Accrual and Usage

Employees accrue paid sick leave at a rate of [1 hour for every 30 hours worked], up to a maximum of [40 hours] per year (or as required by law). Sick leave may be used in [hourly or half-day increments].

Employees may begin using accrued sick leave after [30 days] of employment unless otherwise stated by law.

Sick leave may be used for:

• Personal illness or injury
• Doctor’s appointments, therapy, or treatment
• Recovery from surgery or medical procedures
• Care for a sick child, spouse, domestic partner, parent, or other covered family member
• Mental health or counseling appointments
• Public health emergencies (e.g., quarantine due to COVID-19 or similar)

4. Notification and Documentation

Employees must notify their manager or HR as soon as possible when they are unable to report to work due to illness. Whenever feasible, notification should occur before the start of the employee’s workday.

For absences of [3 consecutive days or more], we may request documentation from a healthcare provider verifying the need for leave. We may also require documentation if abuse of the policy is suspected.

Sensitive health information will be kept confidential and stored securely in compliance with privacy laws.

5. Sick Leave Payout and Carryover

• Carryover: Unused sick leave may carry over from year to year, up to a cap of [80 hours], unless otherwise mandated by law.
• Payout: Accrued but unused sick leave is not paid out upon separation of employment, unless required by local law.

Employees rehired within [6 months] may have previously accrued sick time reinstated.

6. Interaction with Other Leave Policies

Sick leave may run concurrently with:

• Family and Medical Leave Act (FMLA) for eligible absences
• Short-term disability for qualifying medical conditions
• Paid time off (PTO), if the employee exhausts their sick leave balance

Employees should contact HR to understand how multiple leave types interact and which benefits may apply to their situation.

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7. Abuse and Misuse

Sick leave is a benefit intended for genuine medical needs. Misuse of sick leave — including falsifying reasons for absence or using sick time for unauthorized purposes — may result in disciplinary action, up to and including termination.

We trust employees to use this benefit responsibly and communicate openly with their managers.

8. Legal Compliance

This policy is designed to comply with all federal, state, and local sick leave laws. In jurisdictions with more generous sick leave laws, the local law will supersede this policy. HR will ensure compliance and make updates as needed.

For specific questions, employees should refer to their local leave laws or contact HR for guidance.

9. Policy Review and Contact

This policy will be reviewed annually and updated in accordance with changes in labor laws or company benefits strategy.

For questions about sick leave, accrual balances, or time off requests, please contact:

[Insert HR contact name]
[Insert email address]
[Insert phone number]

Frequently Asked Questions

1. Can I use sick leave for mental health days?
Yes. Sick leave can be used for physical or mental health reasons, including therapy or mental health appointments.

2. What happens if I don’t have any sick leave accrued?
If you haven’t accrued enough time or have exhausted your balance, you may use PTO or request unpaid leave. Contact HR to explore your options.

3. Can I use sick leave to care for my child or spouse who is ill?
Yes. You may use sick leave to care for a sick immediate family member or someone for whom you are responsible, in accordance with local laws.

4. Is my job protected while I’m out sick?
Yes, your job is protected while using approved sick leave. If your absence is extended, HR will help determine whether FMLA or disability protections apply.

5. What if I’m sick but still working remotely — do I need to use sick leave?
If you are unable to perform your work duties due to illness, even remotely, you should take sick leave. If you can work comfortably from home, you may not need to use leave — check with your manager.

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