2008.12.11 01:06:18

John McDaniel

When teaching a class of undergrads this topic I start off with detailed operational definitions of “sick days,” “personal days,” and “vacation days.”  I do this because in the courses that follow mine their professors will expect that I provided this level of detail on the subject.  Then I tell them this story of a personal learning experience (read: a goof up).

I had just completed four or five consulting jobs and was feeling rather confident.  I was contacted by the laboratory division of an international pharmaceutical company to revamp the division’s sick day and vacation day policy.  I took the job and crafted a policy that illustrated a true understanding of the distinctions between sick days and vacations days.  I even introduced a new type of day called the personal day.  The result was bedizen with details and semantics.  The basic plan was this:

• Vacation days were defined as days off, with pay, that had to be scheduled at least one month in advance
• Sick days were defined as days where the employee had to call in by his/her start time to inform their supervisor that due to an illness they could not come into work that day.  Some days were paid, some were not depending upon a variety of factors.
• Personal days were defined as days were similar to vacation days except that only 3 working days advance notice was required. 

There were a lot more details but these are the important components for the purpose of this discussion.  The client was impressed.  It seemed that I really did know everything there was to know about this stuff.  I conducted a few trainings, collected my final payment and waited for my six month review time to arrive.  Six months later I called the client to see how the Einstein-esque plan was working.  The response was, well, less than enthusiastic.  In fact, my contact said “the thing is, the employees know the details better than we do.  The managers have to look up the details as each situation arises so the policy isn’t being used correctly.”  He told me they were about to scrap the plan in its entirety.  I sought the counsel of my graduate advisor and mentor.  He laughed at me and taught me a lesson that I have never forgotten: complex is just complicated but simple is actually usable.  Lesson learned and I returned to my client to correct my mistake.

Here’s the point: the textbook distinctions between these things aren’t actually all that important.  In fact, I’ve done a complete about face on this since those early days.  I don’t even distinguish between sick days and personal days anymore.  What is the use of making the distinction?  If you think about it, you are encouraging employees to lie to you regarding the reason(s) they are not coming to work.  My new grouping is called “personal plus days.”  Take them if you are sick, frustrated, bored, whatever.  Just don’t lie to me about them.  More notice is appreciated and considered in the performance review but the only notice required is that you call in before you supposed to be in the office.  Today when I create a “sick policy” I create a plan that says you have “x” number of days; let’s say the number of days is 15 (3 weeks).  Then I say 10 of those days have to be scheduled at least 4 weeks in advance (similar to vacation days).  The remaining 5 days must be taken with notice by the time you expected to start with consideration given for more advanced notice during the performance review.  The simplicity fosters a more honest and simple relationship between the employee and management.

The next issue is to pay or not to pay for these days.  This is an easy question.  Well, it is kind of, sort of easy.  It is easy if you know why you would pay for these days.  There are only three reasons you should ever pay an employee for anything: to attract, motivate, or retain said employee.  If you are having issues with any of these then you should consider paying for some of these days.  If you are not having any issues with them most assuredly you should not pay.  If you do decide to pay for some of the days be sure to pay for the days with respect to the amount of notice that has to be given to get the day off.  In other words, days off that require 2 weeks notice should be paid before days that require notification the day of.

Finally, be very careful when deciding to pay for any days off.  Paid days off are like super glue in that once applied they don’t go away easily; at least not without significant pain and swearing.  This is true with most things related to staff compensation: pay rates, benefits, paid time off, other perks, etc.  Scientists have studied the speed at which a “nice” benefit transforms into an entitlement.  This occurs at approximately the speed of light.  And if you don’t believe me watch the movie “Christmas Vacation” and you will see that I am right.  Besides, who doesn’t believe a Chevy Chase?

Le Meas,

John G. McDaniel, OD, MLHR
President/Founder
Waugoo Consulting Group, LLC
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employee benefits | personal days | sick pay | vacation pay | paid time off