Incidental Days

for Non-Exempt Staff

The University of Notre Dame recognizes that staff or their family members occasionally get sick or injured. Effective July 1, 2016, the University is replacing the sick leave policy for non-exempt staff with a redesigned policy that provides income protection when non-exempt staff are absent from work due to their own illness or injury or that of a qualifying family member.


Incidental Days are available to regular full-time and part-time non-exempt staff who work a regular schedule of twenty hours or more per week.

About the Policy

For complete information about Incidental Days, please consult the Incidental Days policy.

Upon implementation of the policy on July 1, 2016 (and at the beginning of each calendar year thereafter), ten (10) Incidental Days (80 hours) will be allocated to each full-time, non-exempt staff member.

Part-time non-exempt staff will be allocated a pro-rated number of days based on the employee’s average weekly schedule.

The Incidental Days allocation will be replenished at the beginning of each calendar year. Unused days will not carry over to the following calendar year.


Incidental Days may be used for personal illness or injury or that of a qualifying family member. This includes appointments with a health care provider that cannot be scheduled outside of normal working hours. Two days (16 hours) may be used for personal reasons.

Available Incidental Days must be used for the one-week waiting period prior to income replacement under Short-Term Income Replacement (STIR).

Accrued Sick Leave

The Incidental Days policy replaces the sick leave policy by which employees accrued sick time each pay period. The University’s new Short Term Income Replacement (STIR) benefit provides full income replacement for absences of longer than one calendar week.

Because accrued sick time will no longer be needed, staff will cease to accrue sick leave time upon implementation of the Incidental Days policy, and accrued sick leave balances will no longer be maintained.

Requesting Incidental Days

Staff must notify their department at the beginning of each workday when an illness or injury occurs or sooner if known. Days requested for personal business should be requested of the supervisor in advance.

Reporting of Incidental Days

  • For staff paid semi-monthly: Incidental Days are reported on the Report of Absences and Overtime Worked form within one week of the absence.
  • For staff paid hourly: Incidental Days are reported on the electronic timekeeping system during the pay period in which it is used.

Additional Information

Incapacity for more than three days with medical care, any hospitalization, pregnancy or surgery may qualify under the Family Medical Leave Act (FMLA) and/or the University’s Short-Term Income Replacement Program (STIR). If you or your supervisor believe your absence may qualify for FMLA or STIR, you must contact The Hartford by calling their toll-free number at 800-549-6514 or online at