Sick Time Donation Policy

Sick Time Donation Policy

Abstract:
Under certain circumstances, an employee may voluntarily donate to another employee, or receive from another employee, accrued sick time under a sick time donation plan as described in this policy.
Effective Date:
7/1/2016
Contacts:
None Assigned
Administrative Category:
Applies To:
Faculty, Staff
Keyword(s):
Material Original Source:

University of Alabama at Birmingham  

SICK TIME DONATION POLICY   

July 1, 2016

(Replaces policy dated August 1, 2013)    


Introduction  

Under certain circumstances, a UAB or UAB Medicine employee may voluntarily donate to another employee, or receive from another employee, accrued sick time under a sick time donation plan as described in this policy. 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 their use upon their return to work. 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 for more information.)

When sick time is donated from one employee to another, 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 from one employee to another employee, no funds are transferred. Neither 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.
 

As this policy applies to UAB and UAB Medicine employees, references to Human Resources are related to the respective entities.

Policy Statement 

The following types of donations of sick time by eligible full-time and part-time employees are allowed:   

  1. Staff to staff, regardless of staff pay grade, unless the donor is a direct report of the recipient. 
  2. Staff to faculty, regardless of staff pay grade or faculty rank, unless the donor is a direct report of the recipient.
  3. Faculty to faculty, regardless of faculty rank.
  4. Faculty to staff, regardless of faculty rank or staff pay grade.
  5. The donor and recipient must be employed by the same entity (UAB to UAB or UAHSF to UAHSF). 

For a donation of sick time to be approved, the following conditions must be met:  

Donation of Sick Time

  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. Terminating employees may not donate sick time. (See below for UAB employees retiring from TRS.) 
  6. ​UAB employees retiring from the Teachers' Retirement System may donate a maximum of 80 hours (10 days) to an individual or to the EEAP of the UAB Benevolent Fund. This 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 ot 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 for 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.
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 depleted all paid leave 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 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 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.

*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.

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.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 Vice President for Financial Affairs and Administration and UAB Medicine Leadership are responsible for implementation of procedures to enforce this policy.​​​