Statement of Policy
Purpose of the Pool
Duration
Procedure
Membership Eligibility
Enrollment
Utilization

NOTE: For all A&P/Faculty members, please contact Barbara Davis in Faculty Relations at (407)823-1113 for enrollment and other sick leave pool questions or visit the Faculty Relations’ website at http://facultyrelations.ucf.edu/awards-leaves/sick-leave-pool-faculty-and-ap/

Statement of Policy

To establish a policy for a voluntary sick leave pool for full-time and part-time USPS employees.

Purpose of the Pool

To allow USPS employees to pool their unused sick leave and upon depletion of their own sick, annual, and compensatory leave, draw leave credits from the pool.

Duration

The sick leave pool established by this procedure shall automatically continue at the end of each fiscal year.

Procedure

The President will appoint four USPS employees who have elected to participate in the pool to serve as the pool’s committee. Each member will be appointed to serve alternating two-year terms. A fifth member will be appointed each year from the membership of the Staff Council to serve for one year. Each term will commence on July 1st and end on June 30th.

The University’s Director of Human Resources shall serve as the USPS Sick Leave Pool administrator.

The sick leave pool administrator shall be responsible for maintenance of accurate and complete records relative to all functions of the pool and shall also ensure the establishment of internal procedures in accordance with the Florida Administrative Code. The Administrator shall have the authority to approve all recommendations of the sick leave pool committee.

The duties of the Pool Committee and the Administrator shall be as described in the appropriate statutes and rules.

Membership Eligibility

All full-time and part-time USPS employees, who have been continuously employed with the University for more than one year are eligible for membership in the USPS Sick Leave Pool.

The full-time employee must have at least 64 hours of unused sick leave credited to his/her account at the time of enrollment; the part-time employee must have a proportionate sick leave balance based on the FTE.

Participation in the pool is voluntary.

Enrollment

An employee, who meets the above requirements and wishes to be a member of the sick leave pool, shall submit a  USPS Sick Leave Pool Open Enrollment Application to the administrator of the pool during the open enrollment period.

Membership in the sick leave pool shall only be allowed during the open enrollment periods conducted during the months of March and September of each year or at other times established by the committee.

No employee shall be unreasonably denied enrollment in the sick leave pool.

A participating employee shall not be allowed to donate to the pool any unused or unpaid sick leave from the employee’s individual account at the time of termination or retirement from University.

Should the membership drop below 50 employees, the pool shall become inactive. At such time as the pool becomes inactive, the remaining leave shall be divided equally among the remaining membership.

A balance of 120 hours in the pool will constitute depletion. Upon depletion, the pool members will be notified that eight hours of sick leave credit will be deducted from their account unless they inform the pool administrator, in writing within two weeks of the date of notice, of their withdrawal.

Any sick leave contributed to the pool shall be forfeited upon cancellation of membership.

Utilization

Participating employees who require hospitalization or extended medical care as the result of any catastrophic injury or illness which exhausts all of their accrued personal sick, annual, and compensatory leave credits and which results in serious or major medical or health problems, may request permission to utilize leave credits from the pool.

Employees who are not members of the sick leave pool at the time of a qualifying illness or injury shall not be eligible to use sick leave pool hours.

To request hours from the USPS sick leave pool, the employee (or the employee’s supervisor) should submit a USPS Sick Leave Pool Request Form to the sick leave pool Administrator. The USPS Sick Leave Pool Request Form shall be accompanied by a completed Certification of Health Care Provider for Employee’s Serious Health Condition which documents the employee’s illness or injury.

A majority of the Committee shall vote in the affirmative on the number of hours to be granted to the requesting employee and so recommend to the Administrator.

Sick leave from the pool shall be used only for the employee’s personal illness or injury.

A participating employee who withdraws sick leave hours from the pool shall not be required to replace those hours except as a regular contributing member.

The number of hours a member can withdraw from the pool will be determined by the employee’s highest personal sick leave balance during the twelve (12) month period immediately preceding his/her request. If an employee has not been a member for twelve (12) continuous months, the highest accrual since joining the pool will determine potential usage. During a twelve (12) month period, beginning with the date the pool is first used, an employee will be eligible to use one day from the pool for each day of personal sick leave accrual, as outlined above, up to a maximum of 480 hours or, if part-time, an amount proportionate with the FTE. An employee who has less than 120 hours accrued shall be able to use a maximum of 120 hours from the pool. A part-time employee will be eligible to an amount proportionate with his/her FTE.

An employee utilizing the sick leave pool will continue to accrue leave; once accrued, however, personal sick, annual and compensatory leave must be exhausted before using additional days from the sick leave pool.

When a participating employee withdraws the maximum number of hours for which he/she is eligible, his/her membership in the pool will automatically terminate. To re-enroll, the employee would be subject to the initial enrollment requirements for membership.

When a sick leave pool member is eligible for workers’ compensation benefits, he/she shall not be granted sick leave pool credits.

Alleged abuse of sick leave pool credits shall be investigated by the administrator and, if warranted, the participating employee shall repay all sick leave drawn from the pool and may have his/her membership in the pool canceled by a majority vote of the committee. In addition, the employee may be subject to disciplinary action in accordance with the University’s disciplinary procedures.

If you have any questions, please contact the Leave of Absence & Workers’ Compensation Section of Human Resources at (407) 823-3730.