Paid Sick Days
Several cities and states have passed laws to mandate the availability of paid sick days for employees. For example, the City of Pittsburgh Paid Sick Days Act went into effect on March 15, 2020 and gives eligible employees one hour of paid sick time for every 35 hours worked, up to a maximum of 40 hours in a calendar year. For Pittsburgh and the other locations listed below, an automated process in Workday is available to process all paid sick leave requests for eligible employees. The Workday process allows eligible employees in these locations to see their paid sick leave balance and make requests for paid sick leave. Supervisors will be notified when an eligible employee makes a request, and they will be required to review and approve or deny these requests in the system.
Employees must notify their supervisor of the need to use paid sick time by submitting a request through Workday. When the need to use paid sick days is foreseeable, the employee must submit a request through Workday in advance. When the need to use paid sick days is not foreseeable (e.g., due to sudden illness or emergency), the employee should provide notice to the supervisor and submit a request through Workday at least one hour before the beginning of the employee’s normal schedule or as soon as possible under the circumstances. For employees in the locations listed below, detailed instructions on how to submit requests, frequently asked questions, and other information related to paid sick leave are contained within designated sections.
Pittsburgh: Background
The City of Pittsburgh Paid Sick Days Act went into effect on March 15, 2020. This Act gives eligible employees one hour of paid sick time for every 35 hours worked, up to a maximum of 40 hours in a calendar year. After 90 calendar days of employment, eligible employees may use paid sick days for their own illness or medical care, a family member's illness or medical care, or in the event of a declared public health emergency. For more information on eligibility, please review the "Who is Eligible" section.
An automated process in Workday is available to process all paid sick leave requests for eligible employees in Pittsburgh. The Workday process allows eligible employees to see their paid sick leave balance and make requests for paid sick leave. Supervisors will be notified when an eligible employee makes a request, and they will be required to review and approve or deny these requests in the system.
Pittsburgh: Resources
- Pittsburgh Paid Sick Leave: Requesting Time Off System Guide [pdf] — Guides a user through the process of requesting Pittsburgh Paid Sick Leave Time Off in Workday
- Pittsburgh Paid Sick Leave: Correcting Time-Off Requests System Guide [pdf] — Guides a user through the process of correcting a Pittsburgh Paid Sick Leave Time Off request in Workday
- Pittsburgh Paid Sick Leave Toolkit [pdf] — Combines many resources into one place for easy access to the most important considerations for Pittsburgh Paid Sick Leave as it relates to the Workday process and the policy. Resources in this toolkit include frequently asked questions, detailed eligibility matrix, system guides, City of Pittsburgh notices, and City of Pittsburgh's frequently asked questions.
- Video Tutorial Part 1: Pittsburgh Paid Sick Leave — Requesting Time in Workday — This tutorial walks employees and student workers through the steps involved with requesting Pittsburgh Paid Sick Leave in Workday. Once in FocusU, click ENROLL to view.
- Video Tutorial Part 2: Pittsburgh Paid Sick Leave — Correcting Time-Off Requests — This tutorial walks employees and student workers through the steps involved with correcting a Pittsburgh Paid Sick Leave request in Workday. Once in FocusU, click ENROLL to view.
Pittsburgh: Who is Eligible?
Please Note: Employees who are currently eligible for paid time off through the university (including PTO, Special Faculty Vacation, Library Faculty Vacation, and Local 95 Sick Time) are not eligible for Pittsburgh Paid Sick Leave. Additionally, employees are only eligible after 90 calendar days of employment.
Eligibility for Pittsburgh Paid Sick Days |
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| Accrual Method | Entitlement | Annual Carry Over | Intended Use | |
| Part-time non-exempt staff | Accrued based on hours worked | one hour per 35 hours worked, up to a maximum of 40 hours per calendar year | Carry over up to 40 hours per calendar year* | Employee's own medical condition, care of a family member with a medical condition |
| TES part-time staff | ||||
| TES full-time staff | ||||
| Non-exempt student workers | ||||
| Fixed-term non-exempt full-time staff less than four months | ||||
| Part-time exempt staff | Granted 40 hours per year | 40 hours per year, beginning January 1 of each year | Ineligible for carry over | |
| Exempt students workers | ||||
| Faculty | ||||
| Nine-month special faculty | ||||
| Adjunct faculty | ||||
| Fixed-Term exempt full-time staff less than four months | ||||
*Any sick leave carried over from year to year will be counted against the annual maximum accrual of 40 hours per calendar year.
New York City Earned Sick Time - Resources and Eligibility
Starting on May 23, 2022, a new automated process in Workday is now available to process all paid sick leave requests for eligible employees in New York City.
According to New York City Paid Sick Leave Protocol, employees who are not eligible to receive PTO under Section 2 of the New York City Paid Sick Leave Protocol will accumulate one hour of paid sick leave for every 30 hours worked, up to a maximum of 40 hours of accrued Sick Leave per calendar year. Sick Leave may only be earned for hours worked within the City of New York. Hours worked outside the City of New York are not counted for purposes of calculating Sick Leave accrual.
Please see below for further information on eligibility and how to process requests in Workday.
Eligibility
The following is a matrix describing eligibility and accrual method for employees in NYC.
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Eligibility for New York City Paid Sick Leave |
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Accrual Method |
Accrual Period |
Entitlement |
Annual Carry Over |
Intended Use |
|
Accrued based on hours worked |
Accrued time available at end of each pay period |
1 hour per 30 hours worked, up to a maximum of 40 hours per calendar year |
Carry over up to 40 hours per calendar year* |
Employees own medical condition, care of a family member with a medical condition |
- Any sick leave carried over from year to year will be counted against the annual maximum accrual of 40 hours per calendar year
- Employees must work for at least 120 days to use Paid Sick Leave
- Employees will not be paid for unused Paid Sick Leave upon separation from the University
Resources
- New York City Paid Time Off and Sick Leave Protocol [pdf] - This document provides detailed information about paid sick leave, eligibility and accrual, and use of this time for eligible employees in New York City.
- System Guide NY Paid Sick Leave – Correcting Time Off Requests [pdf] — Guides a user through the process of correcting a New York Paid Sick Leave Time Off request in Workday
- System Guide NY Paid Sick Leave – Request Time Off [pdf]- Guides a user through the process of requesting a New York City Paid Sick Leave Time Off in Workday
- Recorded Training - This is a recorded FAQ session for employees in NYC and DC explaining the new Workday process for requesting this time.
Washington D.C. - Paid Sick and Safe Leave
Starting on May 23, 2022, a new automated process in Workday is now available to process all paid sick and safe leave requests for eligible employees in Washington D.C.
According to Washington D.C. Paid Sick and Safe Leave Protocol, CMU will provide eligible Washington D.C. staff members with paid sick and safe leave. Sick leave is leave taken to tend to a staff member’s physical or mental health or that of a staff member’s family. Safe leave is leave taken to obtain social or legal services addressing stalking, domestic violence, or sexual abuse of the staff member or staff member’s family member. The university will provide each staff member at least 1 hour of paid leave for every 43 hours worked, up to 5 days of leave per calendar year.
Please see below for further information on eligibility and how to process requests in Workday.
Eligibility
The following is a matrix describing eligibility and accrual method for employees in D.C.
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Eligibility for Washington DC Sick and Safe Leave |
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Accrual Method |
Accrual Period |
Entitlement |
Annual Carry Over |
Intended Use |
|
Accrued based on hours worked |
Accrued time available at end of each pay period |
1 hour per 43 hours worked, up to a maximum of 5 days per calendar year |
Carry over year to year |
Sick Leave: tend to a staff member’s physical or mental health or that of a staff member’s family Safe leave: to obtain social or legal services addressing stalking, domestic violence or sexual abuse of the staff member or staff member’s family member |
- Employees will not be paid for unused Paid Sick Leave upon separation from the Univeristy
Resources
- Addendum to Carnegie Mellon’s Staff Handbook: A Human Resources Guide for Employees Based in D.C [pdf] - Provides further information on eligibility and how this time can be used
- System Guide DC Sick and Safe Leave– Correcting Time Off Requests [pdf] — Guides a user through the process of correcting a DC Sick and Safe Leave request in Workday
- System Guide DC Sick and Safe Leave – Request Time Off [pdf]- Guides a user through the process of requesting a DC Sick and Safe Leave Time Off in Workday
- Recorded Training - This is a recorded FAQ session for employees in NYC and DC explaining the new Workday process for requesting this time.