Time Off and Leave
A pool has been established which will provide eligible employees who have exhausted all accumulated sick leave and, if applicable, vacation leave with the opportunity to receive additional leave days when a disability claim is pending before the State Universities Retirement System (SURS) or when experiencing a catastrophic injury or illness, depending on the type of employee.
Employees must donate to the pool to receive leave from the pool.
Specific information on the following topics can be found below:
Donation of Shared Benefits
Withdrawal of Shared Benefits Leave
Civil Service, Faculty, and Academic Professional employees may be eligible to participate in the Shared Benefits Program if they meet the following requirements:
To donate leave to the pool, an employee must:
- Be a Civil Service, Faculty, or Academic Professional employee who participates in SURS or the Federal Retirement System.
- Be appointed at least 50% time to a position for which service is expected to be rendered for at least nine continuous months.
- Have a cumulative balance of at least 11 days of leave.
IMPORTANT: If you meet this requirement with use of accrued/cumulative sick leave only, you will only be required to exhaust sick leave in order to withdraw from Shared Benefits. If, however, your cumulative balance of at least 11 days of leave includes a combination of sick and vacation leave, you will be required to exhaust both types of leave (sick and vacation) before withdrawing from the pool.
If you change employee groups (i.e. from Academic Professional to Civil Service, or vice versa) after donating to the Shared Benefits pool, you will NOT be required to donate again under the new employee group.
Postdoctoral research associates, medical residents, graduate assistants, and annuitants in SURS or the Federal Retirement System are not eligible to participate.
To request a withdrawal of leave from the pool, an employee must:
- Have previously donated at least one full day of benefit leave to the pool under the Shared Benefits Program.
- Have a disability claim pending with SURS.*
- Have exhausted all accrued sick leave if they participated in the pool by contributing sick leave only.
- Have exhausted all accumulated sick and vacation leave if they participated in the pool by using a combination of vacation and sick leave or vacation only.
- Submit a completed Shared Benefits Withdrawal Application Form.
*Note: Academic staff who do not have a disability claim pending before SURS may also apply if experiencing a catastrophic injury or illness. Catastrophic injury or illness is defined as a severe condition or combination of conditions affecting the mental or physical health of the employee which forces the employee to exhaust all leave time earned and to lose compensation. The catastrophic illness or injury must require the service of a physician. This applies only to Academic staff.
Donation of Shared Benefits Leave
Before proceeding, please read and understand the shared benefits eligibility and policy information on this page. No transfer of funds will occur, but the donating employees leave balance will be reduced by the number of days donated. Employees may not designate that a particular employee receive their donated leave.
Donation of leave to the shared benefits pool is completed through an online electronic application. To complete the Donation of Leave Form click Continue.
Withdrawal of Shared Benefits Leave
Before proceeding, read and understand the shared benefits
withdrawal requirements and policy information below. Employees who use leave from the pool are not required to pay it back. Provisions of University leave policies must be followed when using shared benefits.
Electronic submittal of the Shared Benefits Request for Withdrawal Application Form is not available at this time. Instead, print and complete the form and return to the appropriate office indicated on the form. A decision will be rendered within five working days after receipt of the completed request.
Requests for withdrawal of shared benefits are subject to the following requirements:
- Employee must have a disability claim pending with SURS.*
- Application to withdraw leave from the pool may be made within five days (leave may be in a negative balance) of exhausting all sick leave if only sick leave was used to participate in the pool. If a combination of sick leave and vacation or vacation only was used to participate in the pool, the employee must be within five days of exhausting all sick and vacation leave.
- The amount approved cannot exceed one-third of the balance in the pool or 45 working days, whichever is less.
- Employees may apply for leave from the pool once per academic appointment year.
- Employees or their designee must complete a Shared Benefits form requesting leave from the pool.
- The number of leave days needed must be specified.
- A written physician's statement containing the beginning date of the condition, a description of the illness or injury, and a prognosis in justification of the request is required. Information regarding the pending SURS disability claim, if applicable, must also be included with the request.
* Note: Academic staff who do not have a disability claim pending before SURS may also apply if experiencing a catastrophic injury or illness. Catastrophic injury or illness is defined as a severe condition or combination of conditions affecting the mental or physical health of the employee which forces the employee to exhaust all leave time earned and to lose compensation. The catastrophic illness or injury must require the service of a physician. This applies only to Academic staff.
While using leave time from the shared benefits pool, employees continue to receive the same State and University benefits as when actively working. All State-paid contributions continue.
Select from the appropriate campus and/or employee group for specific policy information.
General Rules Concerning University Organization and Procedure
Policy and Rules for Civil Service Staff
Policy 10 - Sick Leave
Rule 10.02 - Shared Benefits Program
Urbana: Sick Leave for Academic Staff | Shared Benefits (Sick Leave) Policy for Academic Staff
Chicago: Sick Leave for Academic Employees | Shared Benefit Program
Springfield: Contact the campus Human Resources Office.