The Sick Leave Pool Procedures Overview and Benefit Value

1. DIVISION OF FINANCE The Sick Leave PoolProcedures Overview and Benefit Value Texas A&M University, Human Resources February 24, 2011

2. Sick Leave Pool Overview Today • Sick Leave Pool History and Statistics • General Guidelines and Procedures • Catastrophic Condition Defined • Department Obligations • Pool Value – University • Pool Value – Employee

3. History and Facts • Authorized by State Legislation in 1993 • Governed by System Policy 31.06.01 – Sick Leave Pool Administration • Each System component administrates its own sick leave pool

4. History and Facts • The pool is comprised of voluntary donations; donations may be submitted: • during active employment; and/or • at the date of termination or retirement. • Texas A&M University Pool Balances • 1993: 0 • 2002: 479,000 • Now: 985,000 +

5. General Guidelines • Use of pool hours are consistent with sick leave policies, i.e., employees may access the pool to: • care for an immediate family member; or • take leave for their own medical condition.

6. General Procedures • Necessary Forms • withdrawal • medical certification form • returned hours (hours granted but not used) • donation form • Important: Use the forms directly from our website due to necessary revisions (required Genetic Information Nondiscrimination Act disclosure, etc.)

7. Catastrophic Condition • Defined as a documented medical condition which results in: • 160 hours of missed work time for full-time employees (80 hours for 50%-effort, etc.); AND • exhaustion of available sick, vacation, and comp time. • Pool hours may not be used for time lost due to Workers’ Compensation injuries or “routine” pregnancies

8. General Procedures • Eligible employees must apply for pool hours through their department’s HR Liaison or designee • Applications must be promptly forwarded to Human Resources; retroactive pay through the pool is prohibited

9. Department Pool Obligations Under The FMLA • Employees on Family and Medical Leave (FML) must be given access to the sick leave pool in a timely manner • Departments must ensure pool paperwork is initiated if an eligible employee is taking FML for a catastrophic condition

10. Departmental Discretion • Departments may use discretion in allowing an employee to access the pool if the employee: • is ineligible for FMLA leave; or • has exhausted his/her FMLA leave • A department’s denial of pool access to an employee should be: • based on business reasons; and • consistent with previous department decisions

11. Pool Value to the University • Supports the University’s commitment to be the “employer of choice” in the Brazos Valley in terms of wages and benefits. • Reduces the chances of an employee reporting to work while sick (and spreading illness to coworkers) because s/he has no available paid leave. • Helps retain employees by allowing them to stay home and recover from an extended illness.

12. Pool Value to Our Employees: Statistics • 71% of pool withdrawals are allocated to women • 1 in 5 pool users withdraw hours to care for their family members • Of the pool users who withdraw hours to care for a family member, 80% are women • Average donation at end of A&M employment: • Men: 625 hours • Women: 275 hours

13. Pool Value to Our Employees • The sick leave pool allows employees to balance the demands of work and family if paid leave benefits are exhausted due to serious health conditions. • Pool benefits are particularly important to: • Women • Children • Single parent households • Dual-income families

14. In Closing… • All FMLA – eligible employees must be allowed access to the pool. • The pool adds value to the University as an employer. • Pool benefits are particularly valuable to female employees and their family members.

15. Questions? Jim R. Kuhlmann Leave Specialist Phone: (979) 862-4971 Email: jkuhlmann@tamu.edu