Incidental Days - FAQ

for Non-Exempt Staff

What are Incidental Days?
Incidental Days will replace the University’s sick leave policy for non-exempt employees. An Incidental Day may be an occasional absence for your own illness or injury or that of a qualifying family member. Or, you may use up to two days to take care of personal business.

What is the eligibility requirement?
Immediate eligibility for regular non-exempt staff who work a regular schedule of 20 or more hours per week.

How many Incidental Days do I get?
If you are full-time, you will receive 10 days (80 hours) on July 1, 2016, and again each January 1 thereafter. These will be pro-rated for part-time staff who have a regular work schedule of 20 or more hours each week.

I am part-time, how many Incidental Days will I receive?
Your Incidental Day allocation will be prorated. For example, if you work 20 hours per week, you will receive 5 days (40 hours) on July 1, 2016, and again each January 1 thereafter. This is 50% of the full-time allocation.

I work a 9-month, or 10-month, schedule. How will my Incidental Days be allocated?

Part time

Scheduled Months / Hour Range Incidental Hours Bank
<20.00 0
09 mo 20.00-25.00 38
10 mo 20.01-25.00 42
12 mo 20.01-25.00 50
09 mo 25.01-29.99 45
10 mo 25.01-29.99 50
12 mo 25.01-29.99 60

Full-Time

Scheduled Months / Hour Range Incidental Hours Bank
09 mo 30.00-35.00 53
10 mo 30.00-35.00 58
12 mo 30.00-35.00 70
09 mo 35.01-40.00 60
10 mo 35.01-40.00 67
12 mo 35.01-40.00 80

Will I still accrue sick time each pay period?
No. The Incidental Days policy replaces the sick leave policy by which employees accrued sick time each pay period. Upon implementation of the Incidental Days policy, staff will cease to accrue sick leave time.

What becomes of my sick time already accrued?
The University’s new Short Term Income Replacement benefit provides full income replacement for absences of longer than one calendar week, essentially matching the corresponding benefit for exempt staff. Because sick time already accrued will no longer be needed for extended absences, accrued sick leave balances will not be maintained once the Incidental Days policy is implemented.

The previous sick leave policy allowed only five days for family illness. Is that still the case?
No. You may use any number of your allotted Incidental Days for the illness of a qualifying family member.

Who is a qualifying family member?
A spouse, child or parent. A child is any child (or stepchild) under the age of eighteen, or a child (or stepchild) eighteen or older who has a permanent or temporary health condition that requires assistance with activities of daily living.

Are personal days treated the same as in the previous policy?
Yes, you must request personal days of your supervisor in advance and you are limited to two per calendar year.

If I don’t use my Incidental Days, will they roll over to the next year? Be paid to me when I leave?
No, Incidental Days do not roll over and are not paid upon your separation from the University or transfer to a non-eligible position.

Do I have to use full Incidental Days or can I use less than a full day?
You may use full or partial days. For example, you may only need one or two hours for a medical appointment, or you may have an approved Intermittent Family Medical leave for which you will use your Incidental Days.

How do I request the use of an Incidental Day?
You must notify your department at the beginning of each work day, or as soon as administratively possible, when you cannot come to work due to illness or injury. Your supervisor will authorize pay using an Incidental Day provided you have such days available. Days requested for personal business should be requested of your supervisor in advance.

How do I report the use of an Incidental Day?
If you are paid semi-monthly, you will report the use of an Incidental Day on the Absence and Overtime Form. If you are hourly staff, Incidental Days are reported on the electronic timekeeping system.

Can Incidental Days be used by the hour?
Yes. Incidental Days can be used in the smallest increment allowable in the payroll system (currently 15-minutes).

Will 10 Incidental Days be enough?
Historical data for Notre Dame staff shows that 85% of employees use less than 10 days each year.

After July 1st, 2016, how many personal days do I have?
Of the 10 incidental days to be provided July 1, 2016, two days may be requested as personal days. Approval depends on the operational needs of the department.

If an employee doesn’t have incidental days, what happens?
Vacation time will be used. If vacation time isn’t available, the employee will go unpaid.

After July 1st, I understand I will receive 10 incidental days. If I have already used 2 personal days, do I get 2 more personal days?
Yes. You have two personal days as part of your 10 day allocation July 1. These days are subject to supervisory approval based upon operational needs of the department.

10 incidental days – how detailed to do you need to report it? Can I call in and just say incidental day?
The regular departmental call-off procedure should continue to be used.

What if an employee is hired as part time and then goes to a full time position, how does the amount of incidental hours work?
Their allotment of Incidental Days will be based upon status as of January 1.

Can you use Incidental Days for time-off due to an immediate family member’s illness?
Yes. You may use Incidental Days for a spouse, parent or dependent child.

Do unused Incidental Days disappear at the end of the year or are they paid out?
They are not paid out and do not roll over. They are replenished each January 1st.

What happens to accrued vacation?
The vacation policy has not changed. Your vacation time still accrues per the policy.

June 28, 2016