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Sick Leave

Page updated 19th June 2023

In line with the rest of the public sector, UCD operates a sick pay scheme for staff that are absent due to injury or ill health.

This section contains the following information regarding the scheme:

Quick Guide to Sick Leave


Role of Employee
(Academic, Technical, Research, Professional & Support)

Role of Line/School/Unit Manager

Role of Sick Leave Admin

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. 

If self-certified, immediately on return to work, you should complete Self-Certified Sick Leave Form and submit the it to your line manager.

Inform Sick Leave Administrator.

Ensure the employee is supported as per the 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 are unsure when you need a cert.

By day 3, send the 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 (opens in a new window)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 (opens in a new window)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 (opens in a new window)sickleave@ucd.ie

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 Service in assisting the university to support staff wellbeing.

Read  (opens in a new window)the Sick Leave Policy  now.

Contact HR Operations - Sick Leave

HR Operations have a dedicated channel (separate from the HR Helpdesk) for the management of all sick leave-related issues and queries. This dedicated channel for employees and managers limits access to queries to only those specifically involved in the management of sick leave and supports the importance of data privacy.

(opens in a new window)sickleave@ucd.ie


Roebuck Offices,
UCD Belfield Campus.

UCD Human Resources

Roebuck Offices, University College Dublin, Belfield, Dublin 4, Ireland.
T: +353 1 716 4900 | E: hrhelpdesk@ucd.ie | Location Map(opens in a new window)