Sick Leave

Sick Leave

UCD operates a sick pay scheme for staff that are absent due to injury or ill-health. This section details the process for taking either certified or self-certified leave. You’ll also find a summary of the Sick Leave Policy, outlines of the various sick leave types, your entitlements and related issues like tax and pensions implications.

Sick Leave Policy

This policy clarifies the roles and responsibilities of employees, Heads of School/Units/Line Managers and UCD HR in the effective management of attendance. It clearly sets out the functions of the Occupational Health Provider and the Employee Assistance Programme in assisting the university to support staff wellbeing.

Read the Sick Leave Policy now.

This section contains a summary of a UCD policy, however, in all cases the Policy remains the definitive source of information on the topic.

Process for taking Certified / Self-Certified sick leave

Learn more about the process for notifying your manager and the different provisions relating to certified and self-certified sick leave.

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Notification of certified sick leave

This section deals with the steps in Certified Sick Leave Process – the notification of sick leave and claiming social welfare.  The process differs depending on whether you are a staff on Class A PRSI or other than Class A PRSI.

When do I need a certificate? - Learn more about sick cert requirements in Medical Certificate Requirements Scenarios

Process for employees on Class A PRSI

  • Step 1: Notify your Head of School/Unit/Manager directly within 2 hours of normal starting time.
  • Step 2: Submit a medical certificate to your line manager on day 3 of illness.
  • Step 3: Obtain a social welfare illness benefit certificate, called an IB1, from your GP/hospital. 
  • Step 4: Complete the application form section of the IB1.
    • In Part 6 please tick the pay to employer box and make the benefit payable to the following account:
    • UCD Illness Benefit Account
    • IBAN: IE37AIBK93015613700208
    • BIC: AIBKIE2D
    • Account Number: 13700208
    • Sort Code: 93-01-56
    • The UCD Employer’s registered number is 0079124M
    • All social welfare illness benefit certificates should be returned to Social Welfare Services, P.O. Box 1650, Dublin 1
    • Ensure you have signed the declaration.
  • Step 5: If your illness continues beyond the dates on your initial medical certificate obtain a social welfare illness benefit certificate, called an MC2. This must be done for as long as you are ill.  
  • Step 6: You will receive a receipt detailing the amount of illness benefit – this is for your own records

Note 1: If you are unsure of your PRSI class please consult your payslip through Employee Self Service

Note 2: Social Welfare illness benefit is calculated on a Monday to Saturday basis, which means that if a Saturday is your 4th day of illness you must follow the above steps.

All other employees

  • Step 1: Notify your Head of School/Unit/Manager directly within 2 hours of normal starting time.
  • Step 2: Submit a medical certificate to your line manager on day 3 of illness.

Notification of Self-Certified Sick Leave

When do I need a certificate? - Learn more about sick cert requirements.

  • Step 1: Notify your Head of School/Unit/Manager directly within 2 hours of normal starting time.
  • Step 2: Immediately on return to work, you should complete and submit the Self-Certified Sick Leave Form to your Head of School/Unit or Manager.
  • Step 3: Your Head of School/Unit or Manager will review this form and forward it to the Sick Leave Administrator for recording and forwarding to UCD HR. Access to paid self-certified sick leave is subject to the stipulations of the overall UCD sick leave scheme.

Further information regarding Self-Certified Sick Leave can be found in the Self Certified Sick Leave FAQs. 

Sick leave types

Find out more about your entitlements, rates of pay and how sick leave is affected by part-time working or probation.

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If you are a member of staff and absent from work on sick leave from 1st September 2014 you may have access to paid sick leave, subject to the limits that are set out below.

 The new scheme provides for:

  • A maximum of 66 days sick leave on full pay in a year
  • Followed by a maximum of 65 days sick leave on half pay
  • Subject to a maximum of 131 days paid sick leave in a rolling four year period.

How is the rate of pay determined?

In order to determine your rate of pay two reference periods are considered, this is known as  “Dual Look Back”

  • Step 1: Determine whether the individual has access to paid sick leave
    The individual’s sick leave is reviewed over the 4 year period from the current date of absence.  If 131 days paid sick leave have not been exhausted over that 4 year period, access may be granted to paid sick leave.
  • Step 2: Determine whether full pay, half pay or TRR apply
    If step 1 indicates that the individual has access to paid sick leave, their sick leave record is then reviewed over the 1 year period from the current date of absence to determine the rate at which sick leave may be paid.   If the initial 66 day limit at full pay has not been exhausted, full pay may be awarded until the limit of 66 days is reached.  Thereafter, the amount paid will be calculated based on half pay or TRR, as appropriate.

Sick Leave and Probation

During probation a sick leave entitlement up to a maximum of 17 days at full pay and 16 days at half pay in any twelve month period.

Following successful completion of the probationary period this entitlement increases, based on a staff member's individual contract, to a maximum of 66 days at full pay and 65 days at half pay in any rolling four year period.  Pro rata entitlements apply to part-time staff and to those on contracts of less than 4 years duration.

Example: A staff member on a three year contract will be entitled to 49 days sick leave at full pay and 49 days sick leave at half pay at the commencement of the second year of their three year contract.

Sick Leave and Part-time employees

Regular part-time employees are those who (under the terms of the Worker Protection Act, 1991) have been in continuous employment for the same employer for thirteen weeks.  This category has a pro-rata sick leave entitlement similar to that outlined above.

Following periods of sick leave there will be a provision for Temporary Rehabilitation Remuneration for individuals who need a longer period of time to address their health needs.

If you have exhausted  131 days paid sick leave in a rolling 4 year period and are absent on sick leave again, you may be granted Temporary Rehabilitation Remuneration for a further 392 days. 

Temporary Rehabilitation Remuneration used to be called “Pension Rate of Pay” and will be calculated in the same way.  Temporary Rehabilitation Remuneration will only be available when there is a realistic prospect that you will be able to return to work following your illness. 

If a member of staff becomes seriously injured or critically ill and has supported medical evidence, additional support is available from UCD. The illness/injury will be assessed to for at least one of the following:

  • Acute life threatening illness
  • Chronic progressive illness, with well-established potential to reduce life expectancy.
  • Major physical trauma requiring acute surgery
  • In-patient hospital case of two consecutive weeks or greater.

The criteria for assessing whether someone is eligible for extended sick leave as a result of critical illness or serious physical injury are set out in the Critical Illness Protocol (CIP) - (.pdf UCD Staff Intranet) 

If someone becomes critically ill or has a serious physical injury and is eligible for support under the CIP they may have access to:

  • A maximum of 131 days on full pay in a year
  • Followed by a maximum of  130 days on half pay
  • Subject to a maximum of 261 days paid sick leave in a rolling four year period.

If you  have exhausted 261 days extended paid sick leave under the CIP, you may be considered for a maximum of 261 days Temporary Rehabilitation Remuneration in the first instance.  Management may then consider paying TRR for a further period of time not exceeding 522 days.  This is subject to 6 monthly reviews and may only be granted where the occupational health physician has confirmed there is a reasonable prospect of a return to work.

Relevant Documents

General documents

For UCD Sick Leave Administrators

Contact the HR Helpdesk

The HR Helpdesk is the primary point of contact for all your employment-related queries.  We are here to help you with any queries on employee benefits, terms & conditions and HR policies & procedures. If we can’t help you directly we will refer your query to a HR specialist area.

hrhelpdesk@ucd.ie

353-1-716-4900

HR Helpdesk,
2nd Floor Roebuck Offices,
UCD Belfield Campus.