SICK LEAVE / ADVANCED SICK LEAVE

If you call in using your earned Sick Leave (SL) or Annual Leave (AL), fill out your own 3971 (form below or should be available at the office) when you return to work. If this leave is denied due to "needing a doctor note," talk to a steward.

ELM - to be required to have documentation for leave usage, you must be absent for 3 OR MORE days. If you are asked to bring a note for using sick leave under that requirement talk to a steward. Rule below.

513.36 Sick Leave Documentation Requirements

513.361 Three Days or Less

For periods of absence of 3 days or less, supervisors may accept the employee’s statement explaining the absence. Medical documentation or other acceptable evidence of incapacity for work or need to care for a family member is required only when the employee is on restricted sick leave (see 513.39) or when the supervisor deems documentation desirable for the protection of the interests of the Postal Service. Substantiation of the family relationship must be provided if requested.

513.362 Over Three Days

For absences in excess of 3 days, employees are required to submit medical documentation or other acceptable evidence of incapacity for work or of need to care for a family member and, if requested, substantiation of the family relationship.

ELM - Note requirements below. Your note must have some indication that you are "incapacitated." That word is being taken literally by USPS, but if your note is "denied," talk to a steward.

513.1 Purpose

513.11 Sick Leave for Employee Incapacitation

Sick leave insures employees against loss of pay if they are incapacitated for the performance of duties because of illness, injury, pregnancy and confinement, and medical (including dental or optical) examination or treatment.

513.12 Sick Leave for Dependent Care

A limited amount of sick leave may also be used to provide for the medical needs of a family member. Nonbargaining unit employees, and bargaining unit employees if provided in their national agreements, are allowed to take up to 80 hours of their accrued sick leave per leave year to give care or otherwise attend to a family member (as defined in 515.2(a), 515.2(b), and 515.2(c) with an illness, injury, or other condition that, if an employee had such a condition, would justify the use of sick leave. If leave for dependent care is approved, but the employee has already used the maximum 80 hours of sick leave allowable, the difference is charged to annual leave or to LWOP at the employee’s option. (See 515 for information about FMLA entitlement to be absent from work.)

513.364 Medical Documentation or Other Acceptable Evidence

When employees are required to submit medical documentation, such documentation should be furnished by the employee’s attending physician or other attending practitioner who is performing within the scope of his or her practice. The documentation should provide an explanation of the nature of the employee’s illness or injury sufficient to indicate to management that the employee was (or will be) unable to perform his or her normal duties for the period of absence. Normally, medical statements such as “under my care” or “received treatment” are not acceptable evidence of incapacitation to perform duties.

Supervisors may accept substantiation other than medical documentation if they believe it supports approval of the sick leave request.

513.365 Failure to Furnish Required Documentation

If acceptable substantiation of incapacitation is not furnished, the absence may be charged to annual leave, LWOP, or AWOL.

513.37 Return to Duty

An employee returning from an FMLA–covered absence because of his or her own incapacitation must provide documentation from his or her health care provider that he or she is able to perform the functions of the position with or without limitation. Limitations described are accommodated when practical. Bargaining unit employees must also comply with requirements in 865.

513.32 Conditions for Authorization

Conditions for authorization are as follows:*


Illness or injury.

If the employee is incapacitated for the performance of official duties.

Pregnancy and confinement.

If absence is required for physical examinations or periods of incapacitation.

Medical, dental, or optical examination or treatment.

If absence is necessary during the employee’s regular scheduled tour.

For eligible employees (as indicated in 513.12), care for a family member (as defined in 515.2(a) 515.2(c), and 515.2(e)).

Up to 80 hours of accrued sick leave per leave year if the illness, injury, or other condition is one that, if an employee had such a condition, would justify the use of sick leave.

Contagious disease. A contagious disease is a disease ruled as requiring isolation, quarantine, or restriction of movement of the patient for a particular period by the health authorities having jurisdiction.

If the employee (1) must care for a family member afflicted with a contagious disease, (2) has been exposed to a contagious disease and would jeopardize the health of others, or (3) has evidence supplied by the local health authorities or a certificate signed by a physician certifying the need for the period of isolation or restriction.

Medical treatment for disabled veterans.

If the employee (1) presents a statement from a duly authorized medical authority that treatment is required, and (2) when possible, gives prior notice of the definite number of days and hours of absence. (Such information is needed for work scheduling purposes.)

Bereavement Leave for Non-Bargaining Unit Employees

This type of leave is available for all career non-bargaining unit employees. Employees may use up to 3 workdays of annual leave, sick leave, or leave without pay to make arrangements necessitated by the death of a family member or attend the funeral of a family member. Authorization of leave beyond three workdays is subject to the conditions and requirements of ELM 510. For employees opting to use available sick leave, the leave will be charged to sick leave for dependent care, if available. Documentation evidencing the death of the employee’s family member is required only when the supervisor deems such documentation desirable for the protection of the Postal Service’s interests. Family Member is defined as a:

  1. Son or daughter — biological or adopted child, stepchild, daughter-in-law, or son-in-law;
  2. Spouse;
  3. Parent, mother-in-law, or father-in-law;
  4. Sibling — brother, sister, brother-in-law, or sister-in-law; or
  5. Grandparent.

The applicable provisions regarding bereavement leave for bargaining unit employees are in the respective bargaining unit’s applicable national agreement.

Advanced Sick Leave

ELM 513.511 May Not Exceed Thirty Days

Sick leave not to exceed 30 days (240 hours) may be advanced in cases of an employee’s serious disability or illness if there is reason to believe the

employee will return to duty. Sick leave may be advanced whether or not the employee has an annual leave or donated leave balance.


ELM 513.512 Medical Document Required

Every request for advanced sick leave must be supported by medical documentation of the illness.

Employee Category Minimum Unit Charge All part-time nonexempt employees. One-hundredth of an hour (0.01 hour). Part-time exempt employees. (See 519.7.)


ELM 513.52 Administration

513.521 Installation Heads’ Approval

Officials in charge of installations are authorized to approve these advances without reference to higher authority.


513.522 Forms Forwarded

PS Form 1221, Advanced Sick Leave Authorization, is completed and forwarded to the Eagan ASC when advanced sick leave is authorized.