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Home > About USPS & News > Forms & Publications > Postal Periodicals and Publications > Manuals > Employee and Labor Relations Manual - Issue 18 > 5 Employee Benefits > 510 Leave > 513 Sick Leave
513 Sick Leave
513.11 Sick Leave for Employee Incapacitation
Sick leave insures employees against loss of pay if they are incapacitated for
the performance of duties because of illness, injury, pregnancy and
confinement, and medical (including dental or optical) examination or
treatment.
513.12 Sick Leave for Dependent Care
A limited amount of sick leave may also be used to provide for the medical
needs of a family member. Nonbargaining unit employees, and bargaining unit
employees if provided in their national agreements, are allowed to take up to
80 hours of their accrued sick leave per leave year to give care or otherwise
attend to a family member (as defined in 515.2) with an illness, injury, or other
condition that, if an employee had such a condition, would justify the use of
sick leave. If leave for dependent care is approved, but the employee has
already used the maximum 80 hours of sick leave allowable, the difference is
charged to annual leave or to LWOP at the employee's option. (See 515 for
information about FMLA entitlement to be absent from work.)
513.21 Accrual Chart
Time accrued is as follows:
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Employee Category
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Time Accrued
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Full-time employees.
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4 hours for each full biweekly pay period
- i.e., 13 days (104 hours) per 26-period
leave year.
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Part-time employees.
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1 hour for each unit of 20 hours in pay
status up to 104 hours (13 days) per
26-period leave year.
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513.221 General
Sick leave is credited at the end of each biweekly pay period in which it is
earned. Sick leave (earned and unused) accumulates without limitation.
513.222 Part-Time Employees
Part-time employees are not credited with sick leave in excess of 13 days
(104 hours) per 26-period leave year.
513.223 Leave Replacements for Rural Carriers
Substitute rural carriers or RCAs assigned to and serving (a) a vacant route
or (b) a route from which the rural carrier is on extended leave, and RCAs
assigned to and serving an auxiliary route are credited with sick leave starting
with the first pay period following the 90-day qualifying period.
513.224 Auxiliary Rural Carriers
Auxiliary rural carriers are not credited with sick leave in excess of 104 hours
per leave year. If they serve in another capacity (e.g., flexible employees) in
the Post Office, that service is also used in computing sick leave credit (see
513.21).
513.225 Substitute Rural Carriers in Dual Appointment
Substitute rural carriers in dual appointments earn sick leave only when their
service is performed in a position that is subject to the Civil Service
Retirement Act. The leave can be used only while they are serving in a
leave-earning position.
513.226 Leave Credit Adjustment for LWOP
See 514.24.
513.3 Authorizing Sick Leave
513.311 General
Sick leave cannot be granted until it is earned, except as provided in 513.5.
513.312 Restriction
An employee who is in sick leave status may not engage in any gainful
employment unless prior approval has been granted by appropriate authority
(see 662, Federal Standards of Ethical Conduct).
513.32 Conditions for Authorization
Conditions for authorization are as follows:*
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Conditions
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Illness or injury.
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If the employee is incapacitated for the
performance of official duties.
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Pregnancy and confinement.
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If absence is required for physical
examinations or periods of
incapacitation.
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Medical, dental, or optical examination
or treatment.
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If absence is necessary during the
employee's regular scheduled tour.
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For eligible employees (as indicated in
513.12), care for a family member
(as defined in 515.2).
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Up to 80 hours of accrued sick leave per
leave year if the illness, injury, or other
condition is one that, if an employee had
such a condition, would justify the use of
sick leave.
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Contagious disease. A contagious
disease is a disease ruled as
requiring isolation, quarantine, or
restriction of movement of the
patient for a particular period by the
health authorities having jurisdiction.
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If the employee (1) must care for a family
member afflicted with a contagious
disease, (2) has been exposed to a
contagious disease and would jeopardize
the health of others, or (3) has evidence
supplied by the local health authorities or
a certificate signed by a physician
certifying the need for the period of
isolation or restriction.
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Medical treatment for disabled veterans.
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If the employee (1) presents a statement
from a duly authorized medical authority
that treatment is required, and (2) when
possible, gives prior notice of the definite
number of days and hours of absence.
(Such information is needed for work
scheduling purposes.)
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* Sick leave, annual leave, or LWOP is granted as may be necessary for any of
these conditions in accordance with normal leave policies and collective bargaining
agreements. (See also 513.6 and 514.22.)
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513.33 Requests for Sick Leave
Except for unexpected illness or injury situations, sick leave must be requested
on PS Form 3971 and approved in advance by the appropriate supervisor.
513.332 Unexpected Illness or Injury
An exception to the advance approval requirement is made for unexpected
illness or injuries; however, in these situations the employee must notify
appropriate postal authorities of their illness or injury and expected duration
of absence as soon as possible. When sufficient information is provided to
the supervisor to determine that the absence is to be covered by FMLA, the
supervisor completes PS Form 3971 and mails it to the employee's address
of record along with a Publication 71.
When the supervisor is not provided enough information in advance to
determine whether or not the absence is covered by FMLA, the employee
must submit a request for sick leave on PS Form 3971 and applicable
medical or other certification upon returning to duty and explain the reason
for the emergency to his or her supervisor. Employees may be required to
submit acceptable evidence of incapacity to work as outlined in the provisions
of 513.36, Documentation Requirements, or noted on the reverse of PS Form
3971 or Publication 71, as applicable.
The supervisor approves or disapproves the leave request. When the request
is disapproved, the absence may be recorded as annual leave or, if
appropriate, as LWOP or AWOL, at the discretion of the supervisor as
outlined in 513.342.
513.34 PS Form 3971, Request for or Notification of Absence
Request for sick leave is made in writing, in duplicate, on PS Form 3971. If
the absence is to care for a family member, this fact is to be noted in the
Remarks section.
513.342 Approval or Disapproval
The supervisor is responsible for approving or disapproving requests for sick
leave by signing PS Form 3971, a copy of which is given to the employee. If
a supervisor does not approve a request for leave as submitted, the
Disapproved block on the PS Form 3971 is checked and the reason(s) given,
in writing, in the space provided. When a request is disapproved, the granting
of any alternate type of leave, if any, must be noted along with the reason for
the disapproval. AWOL determinations must be similarly noted.
513.35 Postmaster Absences
There are special requirements for postmaster absences:
a. Leave Replacement. A postmaster whose absence requires the hiring
of a leave replacement must notify the appropriate official.
b. Absence Over 3 Days. A postmaster who is absent in excess of 3 days
must submit PS Form 3971 within 2 days of returning to duty or, for an
extended illness, at the end of each accounting period.
513.36 Sick Leave Documentation Requirements
513.361 Three Days or Less
For periods of absence of 3 days or less, supervisors may accept the
employee's statement explaining the absence. Medical documentation or
other acceptable evidence of incapacity for work or need to care for a family
member is required only when the employee is on restricted sick leave (see
513.39) or when the supervisor deems documentation desirable for the
protection of the interests of the Postal Service. Substantiation of the family
relationship must be provided if requested.
513.362 Over Three Days
For absences in excess of 3 days, employees are required to submit medical
documentation or other acceptable evidence of incapacity for work or of need
to care for a family member and, if requested, substantiation of the family
relationship.
513.363 Extended Periods
Employees who are on sick leave for extended periods are required to submit
at appropriate intervals, but not more frequently than once every 30 days,
satisfactory evidence of continued incapacity for work or need to care for a
family member unless some responsible supervisor has knowledge of the
employee's continuing situation.
513.364 Medical Documentation or Other Acceptable Evidence
When employees are required to submit medical documentation, such
documentation should be furnished by the employee's attending physician or
other attending practitioner who is performing within the scope of his or her
practice. The documentation should provide an explanation of the nature of
the employee's illness or injury sufficient to indicate to management that the
employee was (or will be) unable to perform his or her normal duties for the
period of absence. Normally, medical statements such as "under my care" or
"received treatment" are not acceptable evidence of incapacitation to perform
duties.
Supervisors may accept substantiation other than medical documentation if
they believe it supports approval of the sick leave request.
513.365 Failure to Furnish Required Documentation
If acceptable substantiation of incapacitation is not furnished, the absence
may be charged to annual leave, LWOP, or AWOL.
513.37 Return to Duty
An employee returning from an FMLA-covered absence because of his or her
own incapacitation must provide documentation from his or her health care
provider that he or she is able to perform the functions of the position with or
without limitation. Limitations described are accommodated when practical.
Bargaining unit employees must also comply with requirements in
865.
513.38 Performance Ability Questioned
When the reason for an employee's sick leave is of such a nature as to raise
justifiable doubt concerning the employee's ability to satisfactorily and/or
safely perform duties, a fitness-for-duty medical examination is requested
through appropriate authority. A complete report of the facts, medical and
otherwise, should support the request.
513.39 Restricted Sick Leave
513.391 Reasons for Restriction
Supervisors or installation heads who have evidence indicating that an
employee is abusing sick leave privileges may place the employee on the
restricted sick leave list. In addition, employees may be placed on the
restricted sick leave list after their sick leave use has been reviewed on an
individual basis and the following actions have been taken:
a. Establishment of an absence file.
b. Review of the absence file by the immediate supervisor and higher
levels of management.
c. Review of the absences during the past quarter of LWOP and sick
leave used by employees. (No minimum sick leave balance is
established below which the employee's sick leave record is
automatically considered unsatisfactory.)
d. Supervisor's discussion of absence record with the employee.
e. Review of the subsequent quarterly absences. If the absence logs
indicate no improvement, the supervisor is to discuss the matter with
the employee to include advice that if there is no improvement during
the next quarter, the employee will be placed on restricted sick leave.
513.392 Notice and Listing
Supervisors provide written notice to employees that their names have been
added to the restricted sick leave listing. The notice also explains that, until
further notice, the employees must support all requests for sick leave by
medical documentation or other acceptable evidence (see 513.364).
513.393 Recision of Restriction
Supervisors review the employee's PS Form 3972 for each quarter. If there
has been a substantial decrease in absences charged to sickness, the
employee's name is removed from the restricted sick leave list and the
employee is notified in writing of the removal.
513.4 Charging Sick Leave
513.41 Full-Time Employees
513.411 General
General provisions are as follows:
a. Sick leave is not charged for legal holidays or for nonworkdays
established by Executive Order.
Exception: If employees shown to be eligible in 434.422 elect to
receive annual leave credit in lieu of holiday leave pay (see 512.65) and
then become ill during their scheduled tour, sick leave may be charged to
supplement work hours, up to the limit of their regular work schedule, on
the holiday worked, provided the requirements of section 513.32 are met.
b. Sick leave may be charged on any scheduled workday of an
employee's basic workweek.
513.412 Minimum Unit Charge
Minimum unit charges are as follows:
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Employee Category
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Minimum Unit Charge
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All full-time nonexempt employees.
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One-hundredth of an hour (0.01
hour).
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Full-time exempt.
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(See 519.7)
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Regular rural carriers.
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1 day (8 hours).
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Substitute rural carriers and RCAs when in a leave-earning status and serving:
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blank |
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(1) Vacant routes.
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1 day (8 hours).
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(2) routes from which rural carriers are on extended leave.
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1 day (8 hours).
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RCAs when in a leave-earning status and servicing auxiliary routes.
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1 hour.
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Auxiliary rural carriers.
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1 hour.
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Triweekly rural carriers.
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(See 512.54).
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513.413 Special Situations
The following provisions concern special situations:
a. A-E Postmasters. A-E postmasters are charged sick leave the same as
annual leave (see 512.524).
b. Rural Carriers. Rural carriers who are absent because of illness on
Saturdays are charged sick leave based on the computations used for
their annual leave charges (see 512.53).
c. Replacement Rural Carriers. Substitute rural carriers and RCAs in a
leave earning status and serving (a) vacant routes and (b) routes from
which rural carriers are on extended leave are charged sick leave in the
same manner as rural carriers. RCAs in a leave earning status and
serving auxiliary routes are charged sick leave in the same manner as
auxiliary rural carriers.
d. Triweekly Rural Carriers. Triweekly rural carriers are charged sick leave
the same as for annual leave (see 512.54).
513.42 Part-Time Employees
General provisions are as follows:
a. Absences due to illness are charged as sick leave on any day that an
hourly rate employee is scheduled to work except national holidays.
Exception: If employees shown to be eligible in 434.422 elect
to receive annual leave credit in lieu of holiday leave pay (see 512.65),
sick leave may be charged to supplement work hours, up to the limit of
their regular work schedule, on the holiday worked, provided the
requirements of section 513.32 are met.
b. Except as provided in 513.82, paid sick leave may not exceed the
number of hours that the employee would have been scheduled to
work, up to:
(1) A maximum of 8 hours in any one day.
(2) 40 hours in any one week.
(3) 80 hours in any one pay period. If a dispute arises as to the
number of hours a part-time flexible employee would have been
scheduled to work, the schedule is considered to have been
equal to the average hours worked by other part-time flexible
employees in the same work location on the day in question.
c. Limitations in 513.421b apply to paid sick leave only and not to a
combination of sick leave and workhours. However, part-time flexible
employees who have been credited with 40 hours or more of paid
service (work, leave, or a combination of work and leave) in a service
week are not granted sick leave during the remainder of that service
week. Absences, in such cases, are treated as nonduty time that is not
chargeable to paid leave of any kind. (Sick leave is not intended to be
used to supplement earnings of employees.)
513.422 Minimum Unit Charge
Minimum unit charges are as follows:
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Employee Category
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Minimum Unit Charge
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All part-time nonexempt employees.
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One-hundredth of an hour (0.01 hour).
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Part-time exempt employees.
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(See 519.7.)
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513.5 Advanced Sick Leave
513.51 Policy
513.511 May Not Exceed Thirty Days
Sick leave not to exceed 30 days (240 hours) may be advanced in cases of
an employee's serious disability or illness if there is reason to believe the
employee will return to duty. Sick leave may be advanced whether or not the
employee has an annual leave or donated leave balance.
513.512 Medical Document Required
Every request for advanced sick leave must be supported by medical
documentation of the illness.
513.52 Administration
513.521 Installation Heads' Approval
Officials in charge of installations are authorized to approve these advances
without reference to higher authority.
513.522 Forms Forwarded
PS Form 1221, Advanced Sick Leave Authorization, is completed and
forwarded to the Eagan ASC when advanced sick leave is authorized.
513.53 Additional Sick Leave
513.531 Thirty-Day Maximum
Additional sick leave may be advanced even though liquidation of a previous
advance has not been completed provided the advance at no time exceeds
30 days. Any advanced sick leave authorized is in addition to the sick leave
that has been earned by the employee at the time the advance is authorized.
513.532 Liquidating Advanced Sick Leave
The liquidation of advanced sick leave is not to be confused with the
substitution of annual leave for sick leave to avoid forfeiture of the annual
leave. Advanced sick leave may be liquidated in the following manner:
a. Charging the sick leave against the sick leave earned by the employee
as it is earned upon return to duty.
b. Charging the sick leave against an equivalent amount of annual leave at
the employee's request provided the annual leave charge is made prior
to the time such leave is forfeited because of the leave carryover limit.
513.6 Leave Charge Adjustments
513.61 Insufficient Sick Leave
If sick leave is approved but the employee does not have sufficient sick leave
to cover the absence, the difference is charged to annual leave or to LWOP
at the employee's option.
513.62 Insufficient Sick and Annual Leave
If sick leave is approved for employees who have no annual or sick leave to
their credit, the absence may be charged as LWOP unless sick leave is
advanced as outlined in 513.5. LWOP so charged cannot thereafter be
converted to sick or annual leave.
513.63 Disapproved Sick Leave
If sick leave is disapproved, but the absence is nevertheless warranted, the
supervisor may approve, at the employee's option, a charge to annual leave
or a charge to LWOP.
513.64 Absence Without Leave
An absence that is disapproved is charged as LWOP and may be
administratively considered as AWOL.
513.65 Annual Leave Changed to Sick Leave
If an employee becomes ill while on annual leave and the employee has a
sick leave balance, the absence may be charged to sick leave.
513.711 Crediting
Individuals who are transferring from a federal agency to the Postal Service
are credited with their sick leave balance provided there is not a break in
service in excess of 3 years.
The following provisions concern recrediting:
a. If a Postal Service employee transfers to a position under a different
leave system to which only a part of the employee's sick leave can be
transferred, the sick leave is recredited if the individual returns to the
Postal Service provided there is not a break in service in excess of
3 years.
b. If a Postal Service employee transfers to a position to which sick leave
cannot be transferred, the sick leave is recredited if the individual
returns to the Postal Service provided there is not a break in service in
excess of 3 years.
513.72 Reemployment
Sick leave may be recredited upon reemployment provided there is not a
break in service in excess of 3 years.
Note: For sick leave to be recredited, the employee must be reemployed in a
position where sick leave may be earned and used.
513.73 Reemployment - OWCP
All individuals who were originally separated and who are subsequently
reemployed from a continuous period on OWCP rolls have any previously
unused sick leave recredited to their account, regardless of the length of time
these employees were on OWCP and off postal rolls.
Exception: Sick leave may not be recredited if an employee applied and
was approved for disability retirement regardless of whether the employee
actually collected the annuity.
513.81 General
No payment is made for accumulated sick leave when an employee retires or
separates from Postal Service employment.
513.821 Credit for Sick Leave
Provisions of the Civil Service Retirement Act provide for the granting of
credit for unused sick leave in calculating retirement or survivor annuity at the
time of the employee's retirement or death (see 562.4). Each 8 hours
of sick leave represents 1 day of retirement credit. Unused sick leave days
are converted to calendar time retirement credit, based on a 260-day
workyear (260 days x 8 hours = 2,080 hours). There are no provisions for
credit of sick leave upon retirement for employees under the Federal
Employees Retirement System (FERS) program except for those employees
who formerly were in the Civil Service Retirement System (CSRS) and
transferred to FERS. See 580, Federal Employees' Retirement System
(FERS), for details for credit of sick leave upon retirement for FERS
employees who formerly were under the CSRS coverage.
513.822 Disability Retirement
If the OPM has approved an application for disability retirement effective on
expiration of accumulated and accrued leave, or if the employee is being
otherwise separated for physical or mental disability resulting in inability to
perform the work, sick leave is granted at the rate of 8 hours per day, 40
hours per week, or 80 hours per pay period until the employee's sick leave is
exhausted. Payments may not be made, however, for any hours for which the
employee received salary or leave payments from another federal agency.
513.83 Separation by Death
If an ill employee dies without returning to duty and without making
application for sick leave, the postal official who is in charge of the installation
grants sick leave for the period of illness or disability immediately prior to
death. If the employee was in pay status on the day of death or immediately
prior to death, the employee's beneficiary is entitled to receive compensation
without charge to leave for the date of death. The latter applies whether or
not employees have leave to their credit.
513.9 Collection for Unearned Sick Leave
Collection for used but unearned sick leave at the time of separation is made
in the same manner as for unearned annual leave (see 512.72).
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