Table of Contents
- Leave Types
- Leave Training
- Leave Coordinators
- Family Medical Leave Act
- Leave of Absence With Pay
- Leave of Absence Without Pay
- Sick Leave
- Sick Leave Pool
- Sick Leave Direct Donation
All employees at Prairie View A&M University are entitled to earn leave on a monthly basis. The University offers various paid and unpaid leave programs, such as Sick and Vacation Leave, Sick Leave Pool, Family Medical Leave (FMLA), and Military Leave, just to name a few.
The University Leave Administrator is available to assist employees with their leave questions or concerns if their departmental Leave Coordinator is unavailable to assist them. The Leave Administrator can be contacted via email at email@example.com or by telephone at (936) 261-1730.
While employees are entitled to use their leave, a request for any type of leave must be submitted and approved in advance. This can be done through the University’s LeaveTraq System, which is accessible through the Single Sign On program.
The A&M System provides many types of leaves to regular employees (those budgeted for at least 50% time for at least 41/2 months, except students employed in positions that require student status as a condition for employment).
- Leave of Absence with and without Pay
- Sick Leave
- Sick Leave Pool
Eligible employees on paid status for at least part of a month earn vacation and sick leave hours on the first day of that month. The hours are credited to an employee’s leave balance and are available to the employee only after the employee reports to work.
Employees on leave without pay for an entire calendar month do not accrue vacation and sick leave for that month. Employees must apply for leave using the Leave Traq System.
Submitting a Leave Document
All employees must submit a leave form on LeaveTraq (prior to leaving the University), with the exception of employees traveling on university related business, where a paper leave form should be completed and submitted to the Travel Office. Employees must submit leave forms thru LeaveTraq. Employees must submit leave form for use of Vacation, Sick, Leave of Absence with Pay, Leave without pay, Jury Summons and all other leave following under any of the categories as stated above. Employees must have approval prior to leaving the University. If an immediate supervisor is not available for approval, the supervisor’s delegate can approve documents. Log on at https://sso.tamus.edu/.
Canceling a Leave Document
In the event an employee needs to cancel a scheduled leave day/hour(s) the Departmental Leave Coordinator may cancel the document as long as the employee’s and his/her Primary Leave Manager signature are on the cancelation request (the cancellation request should be a print out of the employee’s leave document confirming the date and time the employee submitted the leave and when it was approved.) If the Department Coordinator and his/her back up are unavailable the Central Leave Administrator will follow the steps below:
- Visit the Single Sign On website at sso.tamus.edu and log in.
- Click on Leave Traq and change the role to “Central Admin”.
- Select the employee requiring the cancelation.
- Click the “Emp Doc” tab.
- On the “Document ID” tab and write in a comment regarding the cancelation.
- Click the “Cancel” button.
- The employee/department should send via email a scanned copy of the of the request to firstname.lastname@example.org in the subject line of the email should read Cancellation Request – Employee Name, the request will then be placed into the employees leave file. Do not send paper forms to the Central Leave Coordinator.
Requesting Time From Sick Leave Pool
Employees or their immediate family members who have a catastrophic illness and/or injury may apply for time from the Sick Leave Pool by using the Sick Leave Pool Withdrawal Form, Sick Leave Pool Acknowledgement Form, and the Medical Certification Form.
In order to be eligible for Sick Leave Pool an employee must:
- Miss at least 80 hours due to the condition
- Exhaust all paid leave
- All documents are received and completed in its entirety. Sick Leave Pool hours cannot be granted retroactively.
- All parts of the form must be completed in their entirety with strong emphasis on the date of return, a brief description of the illness and any other field offering as much detail information as possible.
The Office of Human Resources will make a decision if this event is considered to be a catastrophic illness and/or injury. If the employee is approved, they will be notified via email, phone and mail.
Requesting Prior State Service
All employees wanting Prior Service Verification must complete the Prior Service Verification Form. This form is originally given to the employees during New Employee Orientation. Once the form is complete, the employee will submit to the Office of Human Resources Leave Administrator. The Leave Administrator will forward the information to the listed state agencies (Independent School Districts and Junior Colleges are not considered a state agency.) Once all of the information has been provided from the state agencies, the Leave Administrator will update the employee’s months of service and leave accruals if eligible. If any BRP money is due or back pay for longevity and hazardous duty, a letter will be sent to the employee’s supervisor and the employee.
University Administrative Procedures
Training (Offered through HRConnect via Single Sign-On)
To access the training you will have to have your Unique Identification Number (UIN) and your password. If you cannot remember your UIN or your password, the Single Sign-On login screen offers you the options of either using a one time (temporary) password or using the “I forgot my password” option.
- Time Off Issues for Employees provides an overview of leave and comp time policies for A&M System employees.
- Time Off Issues for Supervisors provides in-depth information about leave and comp time policies. This course is designed for supervisors, but is also appropriate for leave coordinators at the departmental level.
For Further information, please contact the Payroll Office at 936-261-1922.
Roles/Responsibilities of a Manager
- Manager must ensure the employee submits leave document in advance for planned vacation leave.
- All leave documents submitted by employees must be approved by their immediate supervisor prior to the date of the requested leave through the Leave Traq System.
- All leave documents must be approved, or rejected on a daily basis by the immediate supervisor or their delegate.
- If a manager chooses to reject a leave document due to inaccuracy, or due to a departmental hardship, then the manager must submit a comment on why they are rejecting the leave document.
- If an employee is unable to submit their leave document, then the immediate supervisor must submit the leave document on behalf of the employee.
- Manager must ensure the employee submits leave document in advance for planned Doctors appointments.
- If the employee is unable to submit their leave documents in the Leave Traq System (for extended leave), the manager must ensure that the Departmental Leave Coordinator informs the Office of Human Resources (email@example.com) and submits a paper leave document on the employee’s behalf.
- When an employee is out for more than 3 days, the manager must ensure that the employee submits a doctor’s excuse from their treating physician, before they are allowed to return to work. The manager must review the doctor’s excuse to ensure it includes the days the employee was out and the day the employee can return. If the doctor’s excuse has restrictions, the manager will determine if they can accommodate the employee with the restrictions set forth by the treating physician. The manager will then forward the doctor’s excuse to the Employee & Benefits Associate.
- When an employee is out on extended qualifying Medical Leave, then the manager must inform the employee that they must submit a Medical Certification Form completed by their physician. The manager must ensure that the employee submits leave documents on a monthly basis. A monthly doctor’s excuse should be submitted if the employee will be out for more than a month, to show the status of the employee.
- The manager and departmental leave coordinator will monitor the employee’s leave balance, and if the employee is close to exhausting all of their leave balances then the employee is notified of the Sick Leave Pool decision and the Employee Benefits Associate will complete the necessary actions to grant time to the employee in the Leave Traq System.
- Once the employee has been granted the time in the Leave Traq System, then the employee must submit their leave documents corresponding with the dates for approved leave time.
Sick Leave Pool
- When an employee is out for extended medical leave for them self or an immediate family member, the department must notify the employee that they may qualify for time from the Sick Leave Pool.
- The manager must inform the employee that they must meet the qualifications below to be considered for time from the Sick Leave Pool.
- Must be out for catastrophic illness or injury.
- Must exhaust all available leave.
- Must be absent for 80 hour
- If the employee meets the qualifications, then the manager will inform the employee that the following documents must be completed and submitted to the Office of Human Resources prior to exhausting all available leave. Sick Leave Pool Policy.
- Once all paperwork is submitted, the employee and the department will receive a response from the Office of Human Resources within five (5) days of submission of all completed documents.
- If the employee is approved for the Sick Leave Pool, the leave time will be granted on a monthly basis in the Leave Traq System. The manager is responsible for ensuring that the employee submits the documents in the Leave Traq System. If the employee is unable to submit their documents then the manager must inform the Office of Human Resources.
- If the employee is unable to return to work on the day specified on the Medical Certification Form, the employee will inform the department and the department will then inform the employee that they will need to start the process all over again to apply for time from the Sick Leave Pool.
- If the employee is released to return to work on the date as specified on the Medical Certification Form, then the employee will inform the Office of Human Resources that they have returned back to work.
- If there was any unused sick leave pool balance that the employee did not use, then the time will be returned to the Sick Leave Pool bank.
Leave Without Pay
- If an employee has exhausted all of their available leave and needs to be placed in a leave without pay status for less than a month, the manager should ensure that the employee submits the documents in the Leave Traq System.
- The manager/department will complete a Payroll Adjustment Form and route it through the appropriate channels, attaching Leave Traq documents and forward a copy to the Office of Human Resources.
- If the employee is placed in a leave without pay status for disciplinary purposes, the manager should inform the employee by giving them a letter.
- Once the employee is given the letter they should submit their documents in the Leave Traq System as leave without pay for disciplinary reasons.
- The manager/department should inform the Offices of Human Resources Leave Coordinator of the action.
- The manager should ensure that the department completes a Payroll Adjustment Form and forward through the appropriate channels and attaching a copy of the Leave Traq documents that the employee has submitted.
- If the employee is in a leave without pay status for a month or longer, the department will complete an EPA document to reflect the same information.
- The manager will need to ensure that the employee has submitted their documents in the Leave Traq System to reflect the same information.
Your inbox is a list of documents that have been routed to you upon which you should take some sort of document action. Currently, valid actions for managers are “Approve” or “Reject”. When one of your employees (as defined in the reporting relationships structure) submits a leave request, a record is placed in the first manager’s inbox for that employee. If you are the first manager in that employee’s manager list, you will receive the document first. If you are the second or third manager in that employee’s manager list, you will receive the document in your inbox when the other managers have approved the document. This record will remain in your inbox until the document is approved or rejected by you, or cancelled by the employee or departmental administrator.
From your manager’s inbox you will select the employee’s leave documents that you want to approve, reject or cancel. You will select each document, then approve or reject. If you are rejecting a document, you must list a comment for the rejection. All leave documents must be approved on a daily basis.
The manager’s primary responsibilities are to:
- Ensure that their employees submit true and accurate Timesheets in a timely manner.
- Approve submitted Timesheets as quickly as possible.
How does a manager know that Timesheet approvals are required?
In TimeTraq, documents that require a manager’s approval will show up in his/her Manager Inbox Screen.
In addition, managers can configure their own preferences so that he/she receives an email when Timesheets need to be approved.
Problems with Timesheets
In the event that an employee cannot or does not complete his or her Timesheet, an approving manager can edit and/or submit the Timesheet for the employee. If an employee submits a Timesheet that is incomplete or otherwise not accurate, the manager can reject the Timesheet and have the employee correct and resubmit the Timesheet before approving it.
For managers of budgeted employees, it’s important to realize that leave requests relating to a Timesheet must be approved by the manager before the Timesheet can be approved. TimeTraq and LeaveTraq are closely integrated and the rule of thumb to go by is that if there is a relationship between a leave request and a Timesheet, the leave request must be processed first.
Managers are occasionally out of the office or otherwise unable to complete the necessary Timesheet approvals. When this happens, a manager’s Delegate can take over for him or her. It is the responsibility of the manager to ensure that a qualified Delegate has been set up in TimeTraq. Note that when TimeTraq and LeaveTraq both use the Standard hierarchy for managers, the two applications will share the same Delegate pool as well. Setting a Delegate relationship in one application will give the Delegate the same rights in the other.
Managers generally only need to use the Manager Inbox and Timesheet Overview screens in the normal course of their responsibilities. In addition, there are additional screens that the employee has access to that can provide helpful information.
The Department Head is responsible for appointing Leave Coordinators for their respective departments and these points of contacts are subject to change. It is the responsibility of the Department Head to keep the University Leave Administrator informed of any changes.
The University Leave Administrator hosts regular meeting with the various Leave Coordinators so as to keep them informed of any changes that will effect how employees use their leave/sick time. The scheduled dates for these meetings are viewable on the Human Resources Calendar.
As the Leave Coordinator, you may have a few questions as to your role and how to better serve the employees within your department, for this purpose we are providing a listing of frequently asked questions.
The University Leave Administrator can be contacted via telephone at (936) 261-1730.
Key Concepts for Departmental Leave Coordinators
Leave administrators have the ability to enter transactions as needed to correctly maintain the employee’s leave balances. With the exceptions of establishing a new employee, terminating an employee, or recording the earning of Compensatory Time, under regular ongoing circumstances use of the “Transaction Entry” page will not be required. The following are some of the reasons you would use the “Transaction Entry” page:
- Correcting or adjusting an employee’s accruals.
- Submitting a Leave document on behalf of an employee (emergency situation).
Pending Documents and Document Update
Documents show up in the administrators “Pending Document” page after an employee closes and submits a leave document. Leave administrators have the authority to take the following actions against documents:
- Perform an administrative review and “OK” a document.
- Reject the document back to the employee (if not compliant with policies only).
- Cancel a leave document (with the approved form).
The following actions can be taken against all documents (even if they are not on the “Pending Documents” page):
- Cancel a leave document (with the approval of the employee and supervisor).
- Alter the FMLA, Parental Leave , or Parent Teacher Conference flag on a document item.
Performing Administrative Review
The purpose of the administrative review is to insure that the employee’s use of leave is within policy. Once this is done, the “Review OK” button can be pressed. Documents can be reviewed and OK directly from the pending documents tab, or the administrator can perform this function by selecting the document and performing the “review” function from the document update tab.
You may also reject documents. If the document is rejected, the employee should follow up and either a) Change and resubmit the document, or b) Cancel the document.
Canceling a document is a final action on a document. No more actions can be taken on a document after it has been canceled. Canceling is normally used if the employee withdraws their request for leave or the leave is never used for some other reason. A document can also be canceled so you can “start over”. Leave Coordinators should have a request in writing from the employee with approval from the supervisor before canceling a leave document.
Leave administrators are also responsible to maintain reporting relationships. In LeaveTraq, an employee can have up to ten (10) managers, based on the manager roles described under “Concepts for Managers”. At least one manager should have approval authority. When an employee is designated as someone else’s manager, he or she will receive the Managers Tab when he/she signs on to LeaveTraq. All employees who are set up as approval managers are given the following capabilities:
- They will receive documents in their Inbox, which they (or a delegate) must approve.
- Their actions will be recorded in the document action log and their outbox.
On the reporting relationships page, you may also mark a PIN as “Info Only” or “Reader.” If the PIN is marked as “Info Only”, the position (PIN) occupant will only receive an email when the employee requests leave.
When a change is required in a manager for an employee, documents that are pending approval by the manager (PIN) should not be left “in limbo.” LeaveTraq will return an error if you attempt to remove or change a manager position (PIN) and that manager still has documents that are awaiting approval.
Before the change can be made, the old (or current) manager should clean out his INBOX of all pending documents or the departmental or central leave administrator can cancel all pending documents. The employees will then have to re-submit all of the documents for approval by the new manager, once one is designated.
Primary & Secondary Coordinators
- Review all leave documents. Note: Leave documents needing review will be listed on the “Pending Documents” tab, under LeaveTraq.
- Review leave documents in each of the following tabs:
Documents waiting for Admin Review
Documents needing managers approval
Documents not yet submitted
- After reviewing the leave documents you will need to send emails to all employees or managers that have documents in any of the tabs listed above. The employee will need to be given a date of when the document needs to be completed in its entirety.
- Ensure that the employee’s use of leave is within TAMUS Policy guidelines and submitted within the week.
- Resolve questions with employees about accruals and extended absences.
- Ensure that balances are correct and all documents are completed before an employee transfers or terminates.
- Resetting passwords and unlocking accounts for students, faculty, and staff .
- Providing students, faculty and staff with their UIN’s.
- Check the status of documents “In Progress”, rejected documents and those documents needing managerial approval.
- Send reminders to employees that have incomplete documents.
- Forward supporting documentation or employee’s leave documents such as doctor’s excuses, jury summons and to the Office of Human Resources.
- Ensure employees submit leave documents when absent from work. In an emergency situation, leave documents will be submitted on behalf of the employee.
- Verify dates of leave documents for accuracy.
- Assigning managers for approval in the Leave Traq System.
Family Medical Leave Act
The Family Medical Leave Act (FMLA) is a federal law which came into effect in 1993. It requires that employees are granted up to 12 weeks of FMLA job-protected leave per fiscal year, for specific medical reasons. FMLA may be granted at any time but it does not mean that it will be automatically approved or that the employee is eligible for FMLA leave.
- Must have worked for the employer for a total of 12 months;
- Must have worked at least 1,250 hours over the previous 12 months
- Must complete and turn in FMLA Application
** Prior state service counts. Time military members spend deployed count.
Reasons for FMLA
- Birth and care of the eligible employee’s child, placement for adoption or foster care of a child with the employee.
- Care of an immediate family member (spouse, child, parent) who has a serious health condition.
- Care of the employee’s own serious health condition.
** “Serious Condition”
- Inpatient care (i.e., an overnight stay) in a hospital, hospice, etc.
- Continuing treatment by a health care provider.
FMLA and the Armed Forces
- Qualifying exigency leave – Up to 12 weeks of leave when the service member is on active duty or has been notified of a call/order to active duty.
- Military caregiver leave – Up to 26 weeks of leave to care for an injured service member (Only FMLA that is not based on fiscal year. Year begins the first day the employee is on leave and extends 12 months out).
- All available sick and vacation must be used concurrently.
- Holidays (with the exception of Christmas break) will be counted toward FMLA time.
- Employees may use compensatory time but are not required to.
- FMLA can be used intermittently or as a lump sum. Intermittent leave is defined as taking leave in separate blocks
of time but for the same qualified reason. An example would be taking a half day every Monday for two months
to receive medical treatment for an ongoing illness.
FMLA and Insurance
While in a paid status, insurance premiums will be continued to be deducted from the employee’s paycheck. If the employee is in a leave without pay status he/she must contact the Office of Human Resources (936-261-1730) or Benefitsteam@pvamu.edu to set up payment arrangements.
- When an employee requests FMLA leave or when PVAMU acquires knowledge that an employee’s leave may be for an FMLA qualifying reason, PVAMU must provide written notice to the employee within five (5) business days, regarding the employee’s FMLA eligibility. If PVAMU requires additional information to determine FMLA eligibility, the employee must be notified in writing and provided seven (7) calendar days to provide the information. (Designation Notice)
- In addition to providing the eligibility notice referenced above, PVAMU must provide written notice detailing the specific expectations and obligations of the employee and explaining the consequences of failure to meet these obligations. (Notice of Eligibility and Rights & Responsibilities).
- WH-380-E Certification of Health Care Provider for Employee’s Serious Health Condition
- WH-380-F Certification of Health Care Provider for Family Member’s Serious Health Condition
- WH-381 Notice of Eligibility and Rights & Responsibilities
- WH-382 Designation Notice
- WH-384 Certification of Qualifying Exigency For Military Family Leave
- WH-385 Certification for Serious Injury or Illness of Covered Service member – for Military Family Leave
- Department of Labor Forms
- Your Rights under the Family and Medical Leave Act of 1993 (English) / (Spanish)
- Laws & Regulations (29 CFR Part 825) & (29 CFR 825.203)
- Policy governing FMLA
Leave of Absence With Pay
A regular employee is eligible for leaves of absence with pay. While on leave with pay, an employee will continue to receive regular salary and benefits and will continue to accrue vacation, sick leave and state service credit. System Policy 31.03.03.
- Death of a Family Member – Emergency leave will be granted upon request because of death of the employee’s spouse, or the employee’s spouse’s child, parent, brother, sister, grandparent or grandchild.
- Unsafe Working or Travel Conditions – When an office or work site closes because of hazardous conditions or unsafe travel conditions, the employees scheduled to work will be granted emergency leave for the time the work site is closed.
- Emergency Evacuation Order – If an emergency evacuation order is issued by state or local government, each employee scheduled to work should be granted emergency leave for the duration of the order.
- Other Circumstances – Employee must show good cause for the leave and have exhausted all accumulated vacation and compensatory time.
Foster Parents Employee who is a foster parent to a child under the conservatorship of the Department of Protective and Regulatory Services is entitled to a leave of absence with pay to attend Department of Protective and Regulatory Services meetings or school district Admission, Review and Dismissal meetings regarding the foster child.
Jury Service Employee will be granted a leave of absence with pay for jury service.
Volunteer Firefighters & Emergency Medical Services Volunteers An employee who is a volunteer firefighter or emergency medical services volunteer will be granted leave of absence with pay of up to five working days each fiscal year to attend training schools conducted by state agencies or institutions of higher education.
Disabled Employees An employee with a disability is entitled to a leave of absence with pay for up to 10 working days in a fiscal year to be trained in the use of an assistance dog. An employee with a disability is one who has a mental or physical disability, including mental retardation, deafness, hearing/speech/visual impairment or health impairment that requires special ambulatory devices or services.
American Red Cross Disaster Service Volunteers An employee who is a certified disaster service volunteer of the American Red Cross or who is in training to become a volunteer may be granted up to 10 days of paid leave each fiscal year to participate in specialized disaster relief services.
Administrative Leave An employee may receive administrative leave with pay as a reward for outstanding performance documented in writing by an employee performance appraisal done in the last 12 months.
Organ, Bone Marrow or Blood Donors An employee will be granted up to 5 working days in a fiscal year to serve as a bone marrow donor or up to 30 working days in a fiscal year to serve as an organ donor. Documentation must be provided by the employee. An employee will be granted up to 4 times each fiscal year to donate blood. Approval must be obtained from the supervisor prior to taking time off and upon returning to work, the employee must provide proof of the blood donation.
Voting An employee will be allowed sufficient time off to vote in national, state and local elections.
Faculty Development Leave A faculty member is eligible by reason of service to be considered for a faculty development leave when he/she has served as a member of the faculty of the same institution of higher education for at least two consecutive academic years. More details in System Policy 12.99.01.
Leave of Absence Without Pay
Leave without pay is available for employees who have exhausted their accumulated paid leave and require time off for medical reasons, unpaid military leave or other approved reasons. Leave requests must be submitted through LeaveTraq, which can be accessed through Single Sign-On.
- Employees who have exhausted all of their paid leave are required to submit additional required leave as leave without pay in the Leave Traq system.
- Exempt employees will need to sign a Payroll Adjustment Form completed by their manager or department to ensure they are paid correctly. Non-exempt employees pay will be adjusted via timesheets submitted in Time Traq.
- Should an employee need to be placed in a leave without pay status for disciplinary purposes, the employee will receive a letter from the manager stating the purpose and the duration.
- Employees on leave without pay status for disciplinary reasons should submit the leave documents in the Leave Traq system as leave without pay for disciplinary reasons.
- Exempt employees will need to sign a Payroll Adjustment form completed by their manager or department to ensure they are paid correctly. Non-exempt employees pay will be adjusted via timesheets submitted in Time Traq.
- Departments are required to complete an EPA on an employee who will be on a leave without pay status for a month or longer.
- Employees on an extended leave without pay (1 month or longer) are still required to submit leave in the Leave Traq system.
If you work full-time, you the employee will earn eight hours of sick leave each month. You earn a proportional amount if you work at least half-time. Eligible part-time employees earn sick leave based on the percentage of time worked. The amount of sick leave that may be accrued and carried over to the next year is unlimited. System Policy 31.03.02. Leave requests are made through the Leave Traq system which is accessed through Single Sign-On.
- Employees may use up to eight hours of sick leave (Educational Activities) each fiscal year to attend parent-teacher conferences concerning their pre-kindergarten to 12th grade children.
- If employees or members of their immediate family become ill while on vacation, the time the employee or family member are ill should be reclassified as sick leave. Generally, a physician’s statement is not required if the period reclassified is three consecutive work days or less.
- New parents eligible for leave under the Family Medical Leave Act (FMLA) may take up to twelve (12) weeks, for the birth of a natural child or the adoption or foster care placement of a child younger than three (3) years. An employee who is not eligible for FMLA leave is entitled to a parental leave of absence, not to exceed twelve (12) weeks, for the birth of a natural child or the adoption or foster care placement of a child younger than three (3) years. This period begins with the date of birth or the date of the adoption or foster care placement.
- When an employee is absent for more than three (3) consecutive working days, a Medical Certification form or a physician’s statement that indicates the cause or nature of the illness and the estimated recovery date, or a comparable written statement of the facts concerning the illness from the practitioner will be required upon his/her return to work.
- Employee must submit leave document in advance if it is a planned doctor’s appointment.
- If the employee is out on unexpected sick leave, he/she must submit his/her leave document on the day of the leave and inform his/her immediate supervisor. If the employee is unable to submit their leave document he/she must submit it on the first day back at work.
- If the employee is out on Medical Leave for more than 3 days, then the employee must supply the department with a doctor’s excuse from their physician, stating the days absent and the date he/she will be allowed to report to work.
- If the employee is out on extended Medical Leave, then the employee must submit a Certification of Health Care Provider for Employee’s Serious Health Condition Form, completed by the employee’s physician, (Forms for employee(s) family member). The employee must ensure this form along with the leave documents are submitted on a monthly basis. In addition, a monthly doctor’s excuse should be submitted to the Leave Administrator if the employee is out for more than a month. If the employee expects to exhaust all of his/her paid leave leave, then he/she may decide to opt for the Sick Leave Pool.
Sick Leave Pool
The Sick Leave Pool was designated by the Texas Legislature for catastrophic illness or injury (System Policy 31.06.01). The maximum amount an employee can receive from the Sick Leave Pool is 720 hours per illness. Leave requests are made through the Leave Traq system which is accessed through Single Sign-On.
Privacy Notice: State law requires that you be informed that you are entitled to: (1) request to be informed about the information collected about yourself on this form (with a few exceptions as provided by law); (2) receive and review that information; and, (3) have the information corrected at no charge. To request this information, contact firstname.lastname@example.org or (936) 261-1730.
To be eligible the employee or a member of his or her family must be suffering from a catastrophic illness or injury. A catastrophic illness or injury is a severe condition or combination of conditions affecting physical or mental health and which requires treatment by a licensed practitioner for a prolonged period and forces the employee to exhaust all leave time earned and therefore results in the loss of compensation from the State. A severe condition or combination of conditions is one that will:
- Result in death if not treated promptly, or
- Requires hospitalization for more than 72 consecutive hours, or
- Causes a person to be legally declared a danger to him/herself or others.
- The employee or employee’s immediate family has a severe condition or combination of conditions that requires the prolonged care of a licensed practitioner.
- The employee has exhausted all paid leave time including compensatory time.
- The employee has met or anticipates meeting the 80 hour requirement.
- The employee has not exhausted the maximum amount of Sick Leave Pool allowed per catastrophic illness or injury.
- The employee’s condition is not an on-the-job injury covered by Worker’s Compensation Insurance.
- The employee or immediate family member of the employee will contact the Office of Human Resources.
- The department will contact the Office of Human Resources if the employee is unable to do so themselves.
- The Office of Human Resources will forward all the necessary paperwork to the employee:
- Certification of Health Care Provider for Employee’s Serious Health Condition Form (Completed by treating physician). [Forms for employee(s) family member]
- Sick Leave Pool Withdrawal Request Form (Signed by employee)
- Copy of the Sick Leave Pool Policy (To be reviewed by employee)
- Copy of Prairie View A&M University Administrative Procedures (To be reviewed by employee)
- Sick Leave Pool Acknowledgement Form (Employee signs and then returns to the Office of Human Resources)
- The employee will then be responsible for submitting a physicians statement by their doctor on a monthly basis for the continuance of the sick leave pool (if approved).
- The employee will be responsible for submitting a Medical Certification Form by each treating physician and every two months afterward.
Granting Sick Leave Pool
- The Office of Human Resources Sick Leave Pool Committee will review the completed Medical Certification Form.
- The Committee will determine if additional Medical Certification forms are needed to make a decision.
- The Committee will review the Medical Certification form to see if the employee has met all of the criteria:Non Catastrophic – Employee only granted time they have donated. Catastrophic – Employee will be granted time on a monthly basis.
- The Committee will decide if a second opinion is needed to make a determination based on the information supplied.
- The number of hours will be granted on a monthly basis.
- Once a determination has been made, the department will receive a courtesy call/email. The call/email provides the opportunity for a question and answer session, if desired, concerning the case.
- The Sick Leave pool approval letter (or denial letter, if appropriate) is sent to the employee with copies to the Department Head and the departmental leave administrator. Upon approval sick leave pool begins.
- The entire application process is completed within three to five working days after the Sick Leave pool administrator receives the completed paperwork.
Awaiting a Sick Leave Pool Decision Employees who have exhausted all accrued and available leave time must be placed on Leave Without Pay pending the decision of Sick Leave Pool. In other words, employees are not allowed to carry a negative leave balance. departments are responsible for placing the employee on Leave Without Pay when it becomes necessary, by completing a form 500 (EPA Document).
Withdrawal from Sick Leave Pool
- Employees who are awarded Sick Leave Pool are eligible for up to 720 hours or 1/3 of the Sick Leave Pool balance, whichever is less. Part-time employees who are awarded Sick Leave Pool are eligible for an amount of hours that is proportionate to their appointment.
- Employees will be awarded Sick Leave Pool on a monthly basis.
- Employees awarded time from the Sick Leave Pool must submit their documents in the Leave Traq System.
- The employees awarded time will receive a paycheck in the same manner as when receiving Sick Leave.
Sick Leave Direct Donation
Recent legislation, House Bill 1771 allows employees to donate sick leave hours to another employee within the same workstation (PVAMU) effective September 1, 2015. The Texas A&M System has provided guidelines and policy related to this type of Sick Leave Donation.
There are clear rules to utilize Sick Leave Donated (SLD) hours not to be confused with Sick Leave Pool (SLP).
DONORS will need to come to the HR office for a counseling session before forms are completed.
See Rules and examples listed below:
- Donors will complete the Sick Leave Donation Form in order to complete the request for sick leave donation. The forms will be submitted to the Office of Human Resources at the time of the request
- Sick Leave Direct Donation Donor Form
- Sick Leave Direct Donation Recipient Form
- Tax Withholding on Non-Salary Compensation Items Form – to be completed by the Payroll Department
- Donated sick time hours will be tracked separately from sick leave & sick leave pool hours
- Employees may be eligible to receive hours if the following conditions are met:
- They have a zero sick leave hour balance.
- They have exhausted any sick leave pool hours they are eligible for (if the employee has been out for 80 hours, they must apply for sick leave pool before receiving any donated hours).
- They have exhausted any previously donated hours they received.
- They are in the same agency (TAMUS member) as the donor.
|Vacation Leave Balance||Sick Leave Balance||Sick Leave Pool Balance||Donated Sick Leave Balance||Out more than 80 hours?||Eligible to Receive|
|40||0||0||0||No||Sick Leave Donation2|
|0||0||0||0||Yes||Sick Leave Pool3|
|0||0||40||0||Yes||Sick Leave Donation only if not related to condition approved for Sick Leave Pool6|
|0||0||Employee exhausted maximum 720 hours||0||Yes||Sick Leave Donation7 or Additional Paid Sick Leave|
1 The employee has a sick leave balance of 40 hours, so he or she is not eligible to receive donated sick leave or SLP hours.
2 The employee has a zero balance in sick leave, SLP, and donated sick leave and has not satisfied the 80 hour requirement, so be SLP cannot be accessed. Therefore, they are eligible to receive a sick leave donation.
3 The employee has a zero balance in all leave types, and has been out for 80 hours. The employee should apply for Sick Leave Pool hours. If the pool request is denied, the employee may receive a sick leave donation.
4 The employee has a donated sick leave balance of 20 hours, so is not eligible to receive donated sick leave or SLP hours.
5 The employee has a donated sick leave balance of 20 hours, so is not eligible to receive donated sick leave or SLP hours.
6 The employee has a 40 hour SLP balance; therefore may not receive sick leave donations unless the donation would be used for a sickness not covered under the Sick Leave Pool approved condition.
7 The employee has exhausted the sick leave pool benefit, but may continue to receive sick leave donations or may apply to receive additional paid sick leave according to 31.03.02 – Sick Leave.
Please note: sick leave donations will be considered a taxable event to the donor unless the situation qualifies as a medical emergency pursuant to IRS guidelines. For sick leave donation purposes, a medical emergency is defined as “a major illness or other medical condition that requires a prolonged absence from work (40 hours), including intermittent absences that are related to the same illness or condition”.
Donations not qualified as medical emergencies will have the cash value of the donated sick leave included in gross income of the donor, and will be treated as wages for employment tax purposes. Such wages will be considered a lump-sum payment and subject to 25% income tax, Medicare, and applicable social security withholdings. Individuals making a donation are encouraged to consult a tax advisor.
Detailed information can be found at the following link http://www.pvamu.edu/hr/faculty-staff-resources/leave/ or you may email email@example.com with questions. Forms are available upon request. Please monitor this webpage as this section of leave is being developed.
Eligible employees are entitled to vacation and should be allowed to take it when requested as long as the timing does not unduly disrupt the department’s function. However, an employee must have six months of continuous state service in either the present position or a previous state position, including a student employee position, before he/she can take vacation. Supervisors may require employees to use their accrued FLSA compensatory time, if any, before using vacation. System Policy 31.03.01. Leave requests are made through the Leave Traq system which is accessed through Single Sign-On.
Accrual & Maximum carry-forward
The amount of accrued vacation employees may carry over to a new fiscal year is limited based on years of service. No exceptions to these carryover limits are allowed. Eligible part-time employees earn and carry over amounts proportional to percent effort. The information below is for eligible full-time employees:
|Total State Service||Vacation Earned each Month||Max. Carryover to Next Fiscal Year|
|Less than 2 years||8 hours||180 hours|
|2 – 4 years||9 hours||244 hours|
|5 – 9 years||10 hours||268 hours|
|10 – 14 years||11 hours||292 hours|
|15 – 19 years||13 hours||340 hours|
|20 – 24 years||15 hours||388 hours|
|25 – 29 years||17 hours||436 hours|
|30 – 34 years||19 hours||484 hours|
|35 or more years||21 hours||532 hours|
- Employee must submit leave documents in advance for planned vacation leave.
- All leave documents must be submitted by employee through the Leave Traq System.
- Employee must ensure their leave has been approved prior to the date of their expected leave date. The employee can ensure his/her leave document has been approved by logging into the Leave Traq System to review the routing of the leave document.
- If the document has been rejected then the employee can make changes or cancel the leave request if they are not approved to take the leave.
- If the manager chooses to reject the document because it would impose a hardship on the department to allow the employee to take off, then the employee can change the dates on the rejected document or cancel the leave.
Prairie View A&M University does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. Ms. Alexia Taylor, Title IX Coordinator, has been designated to handle inquiries regarding the non-discrimination policies.
Ms. Taylor can be reached at P.O. Box 519; MS 1100 A.I Thomas Bldg. Suite 102 Prairie View, Texas 77446 or by calling 936-261-2123.
For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm `for the address and phone number of the office that serves your area, or call 1-800-421-3481.
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