Sick Leave Codes
Managers should use the following codes and comments that coincide with the applicable situation.
| Employee Situation | Code | Comment |
|---|---|---|
| Scheduled sick leave in advance | Sick | Pre-approved |
| Called in the day of, and met the call in requirements | Sick | Unscheduled |
| Called in, violating the call in requirements (follow departmental policy in regards to pay) | Sick | AWOL late call |
| No call or no show (when you do not want to pay the employee for the time taken off) | Either Sick or (Unexcused) | AWOL no call or no show |
| Scheduled FMLA doctor appointment in advance | FMLA Sick. Employee can substitute the use of other paid leave (vacation, personal, etc.) after they have exhausted their sick leave. The same rules would apply. | Pre-approved |
| Called in the day of, and met call-in requirements citing FMLA | FMLA Sick. Employee can substitute the use of other paid leave (vacation, personal, etc.) after they have exhausted their sick leave. The same rules would apply. | Unscheduled |
| Called in the day of, citing FMLA, but violated call-in requirements | FMLA Sick. Employee can substitute the use of other paid leave (vacation, personal, etc.) after they have exhausted their sick leave. The same rules would apply. | AWOL late call |
| Scheduled sick leave in advance citing FMLA. Supervisor has not received notification from Human Resources | FMLA Sick Pending | Pre-approved |
| Called in citing FMLA (supervisor has not received notification from Human Resources) | FMLA Sick Pending | Unscheduled |
| Called in violating the call-in requirements and citing FMLA (supervisor has not received notification from Human Resources) | FMLA Sick Pending | AWOL late call |
| Called in citing FMLA (supervisor has received notification from Human Resources) and has requested use of vacation time or has used all available sick time | FMLA Vacation | Pre-approved |
| Called in citing FMLA (supervisor has not received notification from Human Resources) and does not have sick leave time available to take | FMLA Vacation Pending | Unscheduled |
| Called in citing FMLA (supervisor has not received notification from Human Resources) and does have have sick or vacation time available to take | FMLA Personal Pending | Unscheduled |
| Called in citing FMLA (supervisor has received notification from Human Resources) | FMLA Personal | Unscheduled |
| Called in citing FMLA (supervisor has not received notification from Human Resources) and does not have sick, vacation, or personal leave time available to take | FMLA Unpaid Pending | Unscheduled |
| Called in citing FMLA (supervisor has received notification from Human Resources) and does not have any leave balances left to cover time off | FMLA Unpaid | Pre-approved |
| Employee is injured at work. This code is limited to the day the injury occurred. |
Sick | On-the-job injury |
| Employee was injured at work and filed a workers' compensation claim. | Sick | Workers' Compensation |
| Employee was injured at work. Employee filed a workers' compensation claim and has a current FMLA for this condition. |
FMLA Sick. Employee can substitute the use of other paid leave (vacation, personal, etc.) after they have exhausted their sick leave. The same rules would apply. | Workers' Compensation |
| Employee was injured at work and filed a workers' compensation claim. Employee does not want to use accrued leave. |
Workers' Compensation | Workers' Compensation Unpaid |