1. THE SICK LEAVE POOL THE SICK LEAVE POOL Procedures Overview and Benefit Value Texas A&M University, Human Resources DIVISION OF FINANCE February 24, 2011

2. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 13  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 Pool Value to Our Employees

14. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 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. Human Resources Sick Leave Pool Procedures Overview and Benefit Value 2/24/2011 Page 15 Questions? Jim R. Kuhlmann Leave Specialist Phone: (979) 862-4971 Email: jkuhlmann@tamu.edujkuhlmann@tamu.edu