Sick Time Donation Policy

Sick Time Donation Policy

Abstract:
Under certain circumstances, a UAB or UAB Medicine employee may voluntarily donate and/or receive accrued sick time under a sick time donation plan as described in this policy.
Effective Date:
2/1/2017
Contacts:
None Assigned
Administrative Category:
Applies To:
Faculty, Staff
Keyword(s):
Material Original Source:

University of Alabama at Birmingham  

SICK TIME DONATION POLICY   

February 1, 2017

(Replaces policy dated July 1, 2016)     


 INTRODUCTION  

Under certain circumstances, a UAB or UAB Medicine employee may voluntarily donate and/or receive accrued sick time under a sick time donation plan as described in this policy.

 
 
SCOPE AND APPLICABILITY
 
This policy is applicable to UAB and UAB Medicine employees, including faculty, who are eligible to accrue sick time based on their employment category.  (See eligibility chart below for more information.)  References to Human Resources relate to the respective entities.  However, the sick time pool applies only to UAB employees. 
 
An employee is eligible to receive donated sick time provided the employee has no more than 40 hours (five days) of accrued benefit time remaining.  The intent is to enable employees to maintain a minimum of 5 days paid leave for use upon their return to work.  When sick time is donated to an employee, a credit is transferred for the amount of time that an employee may take as sick time. When an employee uses sick time, he or she does not receive more than his or her base pay, but some of the person's base pay for that year is in the form of paid sick time. No additional funds are placed into the budgets of departments to cover the time the employee would be using normal sick time; therefore, when sick time is donated, no funds are transferred. Neither a donating or receiving employee is paid more or less than his or her base pay for that year. The only difference is that less of the donating employee's base pay is available to be used as sick time and more of the recipient's base pay is available as sick time. However, there may be financial consequences for the recipient's department/unit if another person must be hired temporarily to cover the recipient's job responsibilities while he or she is using the additional donated sick time. Therefore, the approval of the recipient's department/unit head or dean is required, thus ensuring that he or she agrees to the monetary implications of donated sick time. The department/unit head or dean is under no obligation to approve the donation of sick time.
 
 
POLICY STATEMENT
 
Donation of Sick Time
 
The following types of donations of sick time by eligible full-time and part-time employees are allowed:
 
1)    Direct donations from a donor to a recipient employed by the same entity (i.e., UAB to UAB or UAHSF to UAHSF), such as:
 
·        Staff to staff, regardless of staff pay grade, unless the donor is a direct report of the recipient.
·        Staff to faculty, regardless of staff pay grade or faculty rank, unless the donor is a direct report of the recipient.
·        Faculty to faculty, regardless of faculty rank.
·        Faculty to staff, regardless of faculty rank or staff pay grade.
 
or
 
2)    Donation from a donor to a sick time donation pool (see section entitled “Sick Time Donation Pool” below).
 
For a donation of sick time to be approved, the following conditions must be met:
 
1)    An employee may donate any number of sick time days (not to exceed a total lifetime donation of 60 days or 480 hours) as long as the donating employee maintains at least twenty days of accrued sick time in his or her personal account. The “twenty days” equates to 160 hours for full-time employees and 80 hours for part-time (based on .50 FTE) employees.  This calculation may be prorated based on the part-time employee’s FTE, (e.g., .75 FTE = 120 hours).
 
2)    Sick time may not be donated to an employee who is in an employment category which does not accrue sick time (for example, Irregular, Temporary, or Fellows).
 
3)    The department/unit of the employee donating the sick time must agree to have the sick time transferred to the recipient’s department/unit.
 
4)    Whether the donated sick time days are used or not, the donation of the sick time days is irrevocable (non-returnable) as of the date the donation form is fully executed (that is, approved by Human Resources).
 
5)    UAB employees retiring from the Teachers’ Retirement System may donate a maximum of 480 hours (60 days) to an individual or to the UAB Sick Time Donation Pool.  The donation is subject to internal review by the HR Benefits Office and the Teachers Retirement System. Donation considerations must be made in conjunction with application for retirement to ensure accuracy in sick time certification to TRS.
 
Receipt of Donated Sick Time
 
Probationary Employees
 
1)    Full- and part-time employees in their initial probationary period may be eligible to receive sick time donation for the employee’s own personal illness or injury.  For the purposes of this policy, an “illness or injury” is defined as a medical condition which requires an employee to be placed on an official leave of absence and is documented by the attending physician.
 
2)    Probationary employees are eligible to receive a maximum of 20 days (160 hours) of donated sick time which will count toward the lifetime maximum under this policy. Sick time may be received directly from an employee or from the pool, but may not exceed 20 days from combined sources. Maximum lifetime receipt of 60 days (480 hours) will include any time received during probation.
 
Non-Probationary Employees
 
1)    Donated sick time is available to be used for an employee who is eligible to use accrued sick time and has a personal illness or injury or for a Family Related Leave of Absence for a spouse, sponsored adult dependent*, parent,  child or child of a sponsored adult dependent. For purposes of this policy, an “illness or injury” is defined as a medical condition which requires an employee to be placed on an official continuous FMLA leave of absence and is documented by the attending physician.
 
2)    An employee who experiences an illness or injury or who has been approved for a Family Related Leave of Absence is eligible to receive donated sick time provided the employee has no more than 40 hours (five days) of accrued benefit time remaining including sick time, vacation time, and personal holidays. Use of donated sick time ceases upon the employee’s eligibility for long-term disability benefits. The donated sick time may be used for the paid portion of a personal medical or Family Related leave of absence in the same manner as the recipient’s regular sick time is used for such a purpose.
 
3)    An employee who adopts a child is eligible to receive a maximum of 30 days (240 hours) of donated sick time provided the employee has no more than 40 hours (five days) of accrued benefit time remaining including sick time, vacation time, and personal holidays.   
 
4)    Intermittent Family Medical Leave is not eligible for sick time donation.
 
5)    Sick time donation is not available to supplement On the Job Injury pay or Workers Compensation.
 
6)    Because the donated sick time may result in additional time away from work by the recipient, the recipient’s dean or director or department/unit head must agree to the transfer of the sick time.
 
7)    Donated sick time must be submitted and fully executed (approved) by Human Resources prior to the recipient’s release and return to work.
 
8)    The employee receiving the sick time donation is eligible to receive a (total lifetime) donation of up to a maximum of 60 sick time days (480 hours) or the equivalent for part-time employees. The donation may come from a combination of the Sick Time Donation Pool of no more than 30 days and from one or several different eligible employees, but may not exceed 60 days total.
 
9)    In general, only the amount of sick time needed by the recipient will be applied; however, any unused donated sick time will remain a part of the recipient’s sick time accrual for possible future use by the recipient for another occurrence of a personal illness or injury. If the recipient leaves UAB or UAB Medicine due to termination, retirement, or disability, any remaining donated sick leave will be handled in the same manner as the recipient’s regularly accrued sick time.
 
Sick Time Donation Pool
 
1)    Donations for the pool will be accepted from current and terminating (whether retiring, resigning, etc.) employees.
 
2)    The maximum number of days that may be donated by current and terminating employees is 60 days (480 hours).
 
3)    The maximum number of pool days a recipient may receive is 30 days (max lifetime receipt remains 60 days), depending on the current balance in the pool, the number of pending requests, and the expected return date of the recipient.
 
4)    Sick time pool days may be requested for the following reasons with the appropriate documentation on file in Employee Health:
·        Employee’s own serious health condition (illness or injury) including serious illness/injury or prolonged complications that arise as a result of pregnancy or childbirth.
·        Serious health conditions of Spouse, Parent or Child
5)    Donations and withdrawals from current employees will be coordinated through the HR Records Department and the Sick Time Pool Form.
 
6)    Donations from retiring employees continue to require the Benefits Office review at the time of retirement.
 
UAB Employees are reminded that unused sick time may be applied toward creditable service under the Teachers’ Retirement System of Alabama. Employees should consider the financial impact of losing Teachers’ Retirement System creditable service before donating their sick time to another employee. Under no circumstances will previously donated sick time be reinstated or transferred back to the donating employee for any reason, including for retirement plan purposes.
 
 
ADDITIONAL REQUIREMENTS AND GUIDELINES
 
The “UAB Sick Time Donation Request Form” attached to this policy must be completed and submitted to Human Resources.  The request must be approved in writing by the appropriate dean or director or department/unit head of both the donor and the recipient.
 
The request form signed by the dean/director/department head must be submitted and approved by Human Resources prior to use of the donated sick time.  
 
ATTACHMENT
 
The UAB Sick Time Donation Request Form attached to this policy is a part of the policy, but the form may be revised from time to time without affecting the policy itself.  
 
IMPLEMENTATION
 
The UAB Vice President for Financial Affairs and Administration and UAB Medicine Leadership are responsible for implementation of procedures to enforce this policy.
 
 
*For UAB Employees:  Sponsored Adult Dependent – a sponsored adult dependent is not a relative, is at least 19 years of age, shares a primary residence and has lived with you not as a renter, boarder, tenant or employee for at least twelve months.