4.18.9 Sick Leave Pool

A. Purpose

The purpose of this policy is to provide a potential source of additional sick leave for those employees who experience a catastrophic illness or injury resulting in the exhaustion of all accrued leave earned and potential loss of compensation from the state.

B. Authority/Persons Affected

Article IX of the General Appropriations Act

Persons affected: All employees

C. Definitions

  1. “Catastrophic illness or injury” means a severe condition or combination of conditions affecting the mental or physical health of an employee or the employee’s immediate family that requires the services of a licensed practitioner for a prolonged period of time and that requires the employee to exhaust accrued leave and to lose compensation from the State.
  2. “Employee” means a regular employee of The University of Texas at Tyler as defined in the General Appropriations Act.
  3. “Immediate family” means those persons living in the same household with the employee who are either related to the employee by kinship, adoption, marriage, or are certified by the Texas Department of Human Services as foster children of the employee or, if not living in the same household, are totally dependent upon the employee for personal care or services on a continuing basis.
  4. “Licensed practitioner” means a person who is licensed to practice in one of the health professions set forth in the Texas Insurance Code.
  5. Pool administrator” means the person appointed to administer the sick leave pool.
  6. “Sick leave pool” or “pool” means the accumulated sick leave donated by employees for utilization in accordance with this policy.

D. Policy and Procedures

The University of Texas at Tyler shall establish a sick leave pool to provide a source of additional sick leave for those employees who have exhausted accrued annual leave and sick leave because of a catastrophic illness or injury.

  1. Pool Administrator: This policy shall be administered at each component institution by a pool administrator designated by the President of U. T. Tyler.
    1. The pool administrator shall adopt forms and regulations appropriate for the administration of this policy.
    2. The decision of the pool administrator regarding contributions to and withdrawals from the pool shall be final.
  2. Sick Leave Pool: The sick leave pool at each component institution and UT Tyler shall consist of the sick leave voluntarily contributed to the pool by employees.
    1. An employee who desires to contribute sick leave to the pool must submit an application to the pool administrator.
    2. Contributions to the pool must be in units of eight (8) hours. State employees are permitted to contribute an unlimited number of hours to the sick leave pool. Retiring employees are also permitted to contribute to the sick leave pool.
    3. Upon approval of an application, the pool administrator shall credit the sick leave pool with the sick leave contributed by an employee and shall direct the human resources department to deduct a corresponding amount from that employee’s accrued sick leave.
    4. Sick leave contributed to the pool may not be designated for the use of a particular person.
    5. Although contributions are voluntary, employees who leave state employment should be encouraged to contribute to the pool.
  3. Withdrawal of Sick Leave from the Pool: Applications to withdraw sick leave from the pool must be submitted on the form prescribed by the pool administrator. An application must be filed with the pool administrator and must be accompanied by a statement from the licensed practitioner who treated the illness or injury that resulted in the exhaustion of the accrued annual leave and sick leave of the employee making the application. The pool administrator will consider applications in the order in which they are received and will approve or deny an application within ten (10) working days after receipt.
    1. An employee is eligible to withdraw sick leave from the pool if the pool administrator finds that the employee has exhausted all accrued annual leave and sick leave because of a catastrophic illness or injury or because of a previous donation of sick leave to the pool.
    2. In determining the amount of sick leave to be assigned to an eligible employee from the pool, the pool administrator shall take into consideration the information contained in the employee’s application, the number of applications then pending, and the amount of sick leave available in the pool. In no event shall the sick leave allocated to an eligible employee from the pool exceed ninety (90) working days (720 hours) or one-third (1/3) of the sick leave pool balance, whichever is less. Upon approval of an employee’s application, the pool administrator shall notify the human resources office of the amount of sick leave to be assigned to the employee.
    3. The employee may use sick leave assigned from the pool in the same manner as sick leave accrued pursuant to Article IX of the General Appropriations Act and shall be treated in the same manner and shall be entitled to accrue the same benefits as an employee who uses such accrued sick leave.
    4. The estate of a deceased employee shall not be entitled to payment for unused sick leave assigned from the pool.

E. Responsibilities

See Policy and Procedures section.

F. Review

This policy shall be reviewed by Human Resources every five years or as legislation changes.

ORIGINALLY APPROVED:  12/01/2001

LAST AMENDED:  04/22/2009

REVIEWED:  AY 2014-15