--- title: "SparkWell Paid Sick Leave Policy" slug: "sparkwell-paid-sick-leave-policy" updated: 2025-10-22T21:11:43Z published: 2025-10-22T21:11:43Z canonical: "resourceportal.antientropy.org/sparkwell-paid-sick-leave-policy" --- > ## Documentation Index > Fetch the complete documentation index at: https://resourceportal.antientropy.org/llms.txt > Use this file to discover all available pages before exploring further. # SparkWell Paid Sick Leave Policy ### Who is this for? This content is designed for participants in Anti Entropy's SparkWell fiscal sponsorship program. While some context will be specific to SparkWell and may need more context, we've made these resources public because they may, nevertheless, be useful to others who may be founding or building an organization. ## 1. About this Policy 1.1. This policy covers sick pay, reporting procedures, and managing sickness absences. 1.2. This policy does not form part of any employment contract and may be amended at any time. 1.3. **Important Note:** Employees who are contracted under an Employer of Record (EOR), such as Deel, will need to follow the policies of the EOR provider and, where they differ, the EOR policy takes precedence. 1.4. Abuse of sick leave, including failing to report absences or fraudulent claims, will be handled under our Misconduct and Discipline policy. ## 2. Reporting Employee Sickness 2.1. If you cannot attend work due to sickness or injury, contact your supervisor by phone or email as early as possible and no later than 2 hours after your expected start time. 2.2. Provide your supervisor with an indication of your illness and likely return date. ## 3. Evidence of Incapacity 3.1. **For absences of 1-7 calendar days**: You may be required to submit medical certification at your supervisor's discretion, particularly for frequent short-term absences. 3.2. **For absences over 7 calendar days**: You must obtain medical documentation from your doctor stating you are not fit for work and providing the medical reason. Updated documentation is required if absence continues beyond the initial period. 3.3. If your doctor states you "may be fit for work," inform your supervisor immediately. We will discuss return-to-work accommodations based on your doctor's advice. If appropriate measures cannot be taken, you will remain on sick leave pending review. ## 4. Sick Pay 4.1. Entitlement: The sick pay year runs from January 1st to December 31st. You receive full basic salary for up to 10 working days per sick pay year, provided you comply with this policy and your employment contract requirements. 4.2. Entitlement Reset: Once exhausted, sick pay eligibility resets when, whichever comes first, either: - The next sick pay year begins (January 1st), or - You return to work and work continuously for 8 consecutive weeks 4.3. Additional Provisions - Sick pay is discretionary and may be amended or withdrawn at any time - Sick leave must be taken in minimum half-day (four-hour) increments - Public holidays during sick leave count as holidays, not sick days ## 5. Partial "Fit for Work" Release 5.1. If your doctor certifies you "may be fit for work" with specified limitations, your supervisor will work with you to arrange appropriate accommodations, such as phased return or modified duties. 5.2. If necessary accommodations cannot be provided, you will remain on sick leave as if certified "not fit for work." 5.3. For permanent disability accommodations, see the Reasonable Accommodations policy. ## 6. Return-to-Work Interviews 6.1. Your supervisor may hold a return-to-work interview to check on your welfare, confirm fitness for work based on medical documentation, ensure proper documentation has been submitted, provide updates from your absence, and address any attendance concerns. ## 7. Managing Long-term or Persistent Absence 7.1. This procedure addresses long-term absences or concerning patterns of short-term absences. The purpose is to investigate reasons for absence, assess likelihood of continuation, and identify measures to improve health or attendance. Medical evidence may be required at management's discretion. 7.2. We will provide written notice of meetings, typically one week in advance, including time, date, place, and purpose. 7.3. Your supervisor will conduct meetings. You may bring a companion (trade union representative or colleague) to any meeting or appeal. 7.4. If you cannot attend, notify us promptly to arrange an alternative time. 7.5. Reasonable Accommodations will be considered for employees with disabilities. 7.6. This policy does not limit leave rights under applicable state or federal law. ### 7.1. Medical Examinations 7.1.1. We may request your consent for a medical examination by our nominated specialist (at our expense), within applicable law. 7.1.2. You will be asked to agree that reports may be disclosed to us and discussed with specialists and advisers. All reports remain confidential. ### 7.2. Long-Term Absence Meeting 7.2.1. Meetings address absence reasons, duration, recurrence likelihood, need for medical reports, and potential health or attendance improvements. Confidential medical information will be disclosed only as necessary. 7.2.2. Meetings may be triggered when absences disrupt operations or affect other employees. 7.2.3. We may propose return-to-work programs (possibly phased) or attendance targets with specific timescales, but nothing in this policy guarantees any specific action or outcome. ### 7.3. If Matters Do Not Improve 7.3 If, after a reasonable time, you have not been able to return to work or if your attendance has not improved within the agreed timescale, we will hold a further meeting or meetings. We will seek to establish whether the situation is likely to change and may consider redeployment opportunities at that stage, or other disciplinary action, if warranted. If it is deemed unlikely that you will return to work or that your attendance will improve within a short time, we may give you a written warning that you are at risk of dismissal. We may also set a further date for review. ### 7.4. Final Sickness Absence Meeting 7.4 When you have been warned that you are at risk of dismissal and the situation has not changed significantly, we will hold a meeting to consider the possible termination of your employment. However, before we make a decision, we will consider any matters you wish to raise and whether there have been any changes since the last meeting. ### 7.5. Appeals 7.5.1. You may appeal any decision under this procedure by submitting written grounds of appeal to the Board President (or designee if the President was involved) within one week of the decision. 7.5.2. For dismissal appeals, we will hold an appeal meeting within two weeks, handled impartially by a senior manager not previously involved. 7.5.3. We will confirm the final decision in writing within one week. There is no further appeal. 7.5.4. Dismissal dates are not delayed pending appeal. If an appeal succeeds, dismissal is revoked with no loss of continuity or pay. ## 8. Certain Absences **Exceptions to Standard Procedure**: This policy's progressive meeting and support procedures do not apply in cases where immediate disciplinary action is warranted, such as: - Fraudulent sick leave claims - Failure to report absences as required by this policy - Other misconduct related to sick leave abuse In such cases, the matter will be handled under the Misconduct and Discipline policy.