Sick Leave

First day of absence and each day thereafter

Inform your line manager within 2 hours of usual start time. Indicate the likely duration of absence if known, and if sick leave will be certified or self-certified. 

Inform Sick Leave Administrator.

Ensure the employee is supported as per responsibilities of UCD sick leave policy.

Advise HR Partner for any absences greater than 4 weeks or for absences due to ‘stress’.

Record absence in CoreHR/PXD as soon as possible.

If no certificate is supplied record initially as self-certified leave.

Sickness certificate requirements

Where the sick leave period extends beyond 2 days, sickness must certified in order eligible for sick pay as per the rules of the ordinary sick leave scheme. Check Medical Certificate Requirements Scenariosif you unsure when you need a cert.

By day 3, send certificate to your line manager. Continue to supply certificates for the duration of absence as per the UCD sick leave policy. (scan & photograph copies accepted).

Monitor the timeframe and expiry of certificates. Send certificates to Sick Leave Administrator.

Record absence in CoreHR/PXD. Forward certificates to sickleave@ucd.ie

Claiming Illness Benefit (Social Welfare)

Employees on PRSI Class A (check payslip) have to make a claim for illness benefit to the Department of Employment Affairs & Social Protection (DEASP) where sick leave absence exceeds 3 consecutive days.

Your doctor will have to complete an IB1 form and you must submit this form to the DEASP. You can also apply for Illness Benefit online at MyWelfare.ie if you have a verified MyGovID account and your GP has provided a medical certificate.

Remind staff member to apply for illness benefit, if applicable.

When recording sick leave greater than 3 days, confirm with line manager that illness benefit has been applied for.

Long-Term Absence

Maintain regular contact with your line manager, including the submission of medical certificates on an ongoing basis. Attend occupational health appointments as requested per UCD sick leave policy.

Liaise with UCD HR Sick Leave team regarding further entitlements to CIP or TRR.  

Check-in with staff member regularly. Monitor the submission of certificates and follow up on an ongoing basis. Ensure that medical certs are sent to your Sick Leave administrator. Continue to support employee as per responsibilities of UCD sick leave policy.

Continue to record absences in CoreHR/PXD.

Return to Work

If you have taken self-certified sick leave, you should complete Self Certified Sick Leave Form and submit it to your Head of School/Unit or line manager.

Where you have an open illness benefit claim with DEASP, ensure your final certificate from the doctor is ticked as ‘final’ or contact closemyibclaim@welfare.ie to notify of return to work.

Verify amount of self-certified sick leave taken in the last two years (InfoHub manager dashboard), review/sign form and send to Sick Leave Administrator.

Ensure sick leave is recorded correctly as per the form and forward to sickleave@ucd.ie