University of Alabama at Birmingham SICK TIME DONATION POLICY October 1, 2011 (Replaces policy dated January 1, 2011) Introduction
Under certain circumstances, a UAB employee may voluntarily donate to another UAB employee, or receive from another employee, accrued sick time under a sick time donation plan as described in this policy. This policy is applicable to UAB employees, including faculty, who are eligible to accrue sick time based on their employment category. 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 UAB 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.
The following types of donations of sick time by eligible full-time and part-time employees are allowed:
For a donation of sick time to be approved, the following conditions must be met: Donation of Sick Time
Receipt of Donated Sick Time
*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.
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 “Sick Time Donation Request Form” attached to this policy must be completed and submitted to HR Records Administration. 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 deans/directors/department heads must be sent to HR Records Administration and must be approved by HR Records Administration prior to use of the donated sick time. For biweekly paid employees, HR Records Administration will adjust the donor and recipient records to reflect the appropriate new sick time amounts for both employees. The recipient’s department/unit should record on the recipient employee’s TEL document the donated sick leave time as it is used. For monthly paid employees where the department/unit utilizes the UAB Electronic Leave Accrual System (eLAS), HR Records Administration will adjust the donor and recipient records to reflect the new sick time balances for both employees. However, in departments and units where accrued benefit time is not maintained in eLAS, the unit will be responsible for making the appropriate adjustments to reflect transfer of the approved donated sick time and use of the sick time by the recipient. A copy of the fully executed (approved) “Sick Time Donation Request Form” will be returned by HR Records to the department/unit for processing adjustments to sick time records in those cases.
The “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.
The Vice President for Financial Affairs and Administration is responsible for implementation of procedures to enforce this policy