Paid Sick Leave Facts

Transcription

1 1/31/2018 1

2 Paid Sick Leave Facts Short Term Substitute vs. Long Term Substitute Short term substitutes work less than 16 days in a single assignment. As a short-term substitute, yes, the new sick leave policy applies to your position as defined in the state law for Initiative I You will accrue 1 hour of paid sick leave for every 40 hours worked starting Jan 1, Long term substitutes work 16 days or more in a single assignment. As a long-term substitute, you already accrue sick leave as defined in your collective bargaining agreement. Please refer to your collective Bargaining agreement for rules on this delineation. 1/31/2018 2

3 Paid Sick Leave Facts How can I see my Sick Leave Balance? All Leave Balances are on your paycheck stub. Scenario 1: I am a short-term substitute or a clerical substitute for the front office Your leave balance looks like this on your paycheck. Scenario 2: I am a long-term sub and sometimes a short term sub. You will see your short term sick leave balance on your pay stub (above). You need to call the sub office at to get your current long-term substitute balance. Scenario 3: I used to be a salaried teacher and have leftover sick leave from that position. My current position is a short term substitute. Your leave balances look like this on your paycheck. 1/31/2018 3

4 Paid Sick Leave Facts Why are my leave balances listed as separate lines? Referring back to Scenario 3: I used to be a salaried teacher and have leftover sick leave from that position. Now I am a short-term substitute. These are different sick leave types because there are slightly different rules around their use if they remain unused. If you have sick leave from any position you are allowed to use it as long as you are an employee of Seattle Public Schools and have either accepted a current assignment, or have a prearranged appointment for which you will use your paid sick leave. You will be paid sick leave at the rate for your current position. 1/31/2018 4

5 How to Use Paid Sick Leave Please follow all existing school procedures for substitutes. The only change caused by this change is now short-term substitutes accrue paid sick time when previously they did not. You must have enough paid sick leave accrued to use it. You cannot use it in advance of earning it. See balance on your last paycheck stub. You may use paid sick leave if you have a prearranged need such as a doctor appointment or medical procedure. If the sick leave is not prearranged, you MUST accept and cancel a substitute assignment to claim paid sick leave. See slide 6. See the Labor and Industries website for the list of allowed reasons to use paid sick leave. 1/31/2018 5

6 AESOP AESOP Accepting and Cancelling an Assignment Steps: 1. Accept a substitute assignment in AESOP 2. Cancel that substitute assignment in AESOP. a. Note the Job Confirmation # for your timesheet. b. Aesop will start looking for a replacement substitute. 3. Notify the School and the Sub office at suboffice@seattleschools.org of the cancellation. 4. Record the Job Confirmation # on your timesheet if you want to use paid sick leave for the absence. 1/31/2018 6

7 Timesheet The updated substitute timesheet can be found here (login required) Scenario: Short-term substitute assignment for Monday-Friday but sick on Friday of the of assignment. Steps: 1.Check leave balance on last Paycheck stub 2.Complete substitute name, employee ID and signature 3.Complete worked time as shown (Monday Thursday below) 4.Complete actual paid sick time as shown (Friday). Do not enter unpaid sick time on timesheet. You MUST complete the Assignment /Absent Employee column and Job Confirmation # for all paid hours and sick hours. 5. Total Paid Hours and Sick Hours 6. Obtain Authorized Signatures. Note: You must have signatures to be paid. If they are missing your timesheet will be returned to you. 7. Send original signed timesheet to Payroll 1/31/2018 7

8 Timesheet Scenario: Short-term substitute assignment for Monday-Friday but sick for 2 hours on Friday of the of assignment. Steps: 1.Check leave balance on last Paycheck stub 2.Complete substitute name, employee ID and signature 3.Complete worked time as shown (Monday Friday below) 4.Complete actual paid sick time as shown (Friday). Do not enter unpaid sick time on timesheet. You MUST complete the Assignment /Absent Employee column and the Job Confirmation # for all paid hours and sick hours. 5. Total Paid Hours and Sick Hours 6. Obtain Authorized Signatures. Note: You must have signatures to be paid. If they are missing your timesheet will be returned to you. 7. Send original signed timesheet to Payroll 1/31/2018 8

9 Only paid work time and paid sick time should be recorded on timesheets. If you accept an 8 hour assignment in AESOP but are only absent for part of the day (e.g. 5 hours), then the absence should not be a full day on the timesheet. Paid Hours is 4 hours or 8 hours minus the number of sick hours Paid Sick Hours is actual hours A cancelled assignment will be verified against AESOP using the Job Confirmation # provided on the timesheet. Payroll staff will enter the paid sick time from timesheets. Know the payroll deadline(s) to ensure all absences will be reflected on the next payroll time period. If the substitute has exhausted substitute sick leave but has leave available from another SPS sick leave balance, contact payroll at payroll@seattleschools.org for additional information. 1/31/2018 9

10 Academic Year Payroll Calendar FTE, Hourly, and Substitute Employees 1/31/

11 For Payroll support, contact your Payroll Specialist at For Substitute support, contact the sub office at 1/31/