Sick Leave Policy Template
A compliant sick leave policy template meeting common state requirements for paid sick time.
Best for:Companies in sick leave mandate statesEmployers wanting clear complianceOrganizations with separate sick leave from PTO
Policy Template
Policy Purpose
[Company Name] provides paid sick leave to protect employees' health and financial security, prevent the spread of illness in our workplace, and comply with applicable state and local laws.
Eligibility
All employees, including full-time, part-time, and temporary workers, begin accruing sick leave on their first day of work. Sick leave may be used after [30/90] days of employment.
Accrual Rate
Employees accrue sick leave at a rate of 1 hour for every [30] hours worked, up to a maximum accrual of [40/48/72] hours per year.
For salaried exempt employees, [40] hours worked is assumed per week for accrual purposes.
Tips:
- • Check your state law for required rates
- • Some cities require more generous accrual
Permitted Uses
Sick leave may be used for:
• Your own illness, injury, or medical care
• Medical appointments (including preventive care)
• Care for a family member who is ill or has medical appointments
• Reasons related to domestic violence, sexual assault, or stalking
• Closure of your workplace or child's school due to public health emergency
Family members include: spouse, domestic partner, child (of any age), parent, grandparent, grandchild, and sibling.
Tips:
- • Check your state law for required covered uses
- • Family member definitions vary by state
Requesting Sick Leave
• For foreseeable absences (scheduled appointments): Provide [reasonable] advance notice
• For unforeseeable absences: Notify your manager as soon as practicable, before your scheduled start time if possible
• You are not required to find your own replacement coverage
Tips:
- • Many states prohibit requiring replacement coverage
- • Keep notice requirements reasonable
Documentation
For absences of [3] or more consecutive days, the company may request reasonable documentation verifying the need for sick leave. The company will not require disclosure of specific medical information.
Tips:
- • 3 days is a common threshold
- • Cannot require doctor note for shorter absences in many states
Carryover
Unused sick leave carries over to the following year, up to a maximum balance of [80] hours. Alternatively, employees may receive up to [40] hours frontloaded at the start of each year with no carryover.
Tips:
- • Many states require carryover
- • Front-loading can simplify administration
No Retaliation
[Company Name] prohibits retaliation against any employee for using sick leave for permitted purposes, filing a complaint about sick leave violations, or participating in an investigation regarding sick leave.
Customization Points
When using this template, customize these key areas for your organization:
- →Accrual rate (1 per 30 vs 1 per 40 hours)
- →Maximum accrual cap
- →Waiting period before use
- →Documentation threshold
- →Family member definitions
- →Carryover vs front-load approach
Legal Considerations
- ⚠️Must meet or exceed state/local minimum requirements
- ⚠️Cannot retaliate for sick leave use
- ⚠️Many states prohibit requiring doctor notes for short absences
- ⚠️Family member definitions vary by jurisdiction
- ⚠️Notice requirements must be reasonable
This template is for informational purposes only. Consult with an employment attorney to ensure your policies comply with applicable federal, state, and local laws.
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