Policy 4012 Extended Illness Bank (EIB) Purpose In the event an eligible WellStar employee faces a serious medical condition which makes working impossible for an extended period of time, WellStar has established an Extended Illness Bank (EIB) account. This employee benefit program is designed to protect eligible employees income during extended absences by providing paid leave to employees who are unable to work due to a qualifying event. For purposes of this policy, WellStar defines a qualifying event as a personal illness or injury, birth or adoption of a child, paternity leave, or the need to provide care for a lawful spouse, legal dependent sick child under age 19 (up to age 25 if full-time student), or a parent if employee has been employed at WellStar for 3 or more years. EIB benefits accrue based on hours paid up to a 520 hour maximum balance. Once the maximum balance is reached, the employee will not accrue any additional EIB unless and until the employee has used EIB time such that the accrued but unused balance is less than 520 hours. Policy Eligibility Regular full-time employees (scheduled for 32 hours or more per week), excluding directors and officers, accrue EIB hours. Part-time and temporary employees are not eligible to accrue or use EIB hours. Accruals Accruals for EIB hours are accumulated in individual EIB accounts based on hours paid not to exceed 80 hours per pay period. EIB hours are earned at the end of each pay period, are calculated based on years of service and hours worked, and are adjusted upon change in status. Appendix A, EIB Accruals Schedule, reflects the accrual rate for each length of service tier. Access Guidelines When an employee experiences a qualifying event, as defined by WellStar in this policy, he or she can access EIB hours according to the following guidelines: Policy Number: 4012 Page 1 of 5 Origin: 09/01/08
1. Employees can use accrued EIB leave after completing the first six months of continuous employment. 2. Full-time employees must use Paid Time Off (PTO) for absences during the first 16 consecutive, regularly scheduled work hours. 3. If an employee (a) is absent for a condition or illness that qualifies as a serious health condition under the Family and Medical Leave Act (or, if the employee is not eligible for FMLA, for a condition or illness that would qualify as a serious health condition if the employee had been eligible for such leave), (b) accesses EIB during the absence for the condition or illness, and (c) has a subsequent absence for the same condition or illness, the employee will be permitted to use EIB immediately for the subsequent absence without first using 16 hours of PTO under the following circumstances: The employee s subsequent absence begins no more than 2 scheduled work days after returning from work for the previous absence for which the employee used EIB; or The employee is receiving multiple treatments (including recovery from the treatments) for the condition or illness, under orders of or on referral by a health care provider, for (i) restorative surgery after an accident or injury, (ii) physical therapy following surgery, injury or illness, or (iii) a condition that would likely result in a longer period of incapacity without treatment, such as cancer (chemotherapy or radiation) or kidney disease (dialysis). To use EIB for an absence without first using 16 hours of PTO, the employee must present documentation to verify that the absence was for the treatments provided by a health care provider. NOTE: Immediate access to EIB (without first using 16 hours of PTO) is not available for episodic absences for a chronic condition that are not specifically taken for treatment by a health care provider, even if the chronic condition previously caused a three day or more absence for which the employee used EIB. Examples of such conditions include but are not limited to migraines, asthma, and acid reflux. Use Your Own Illness After an employee has met the PTO use requirement, he or she is eligible to access their accrued EIB. If an employee has no PTO accrual, he or she must still wait the required PTO period before accessing his or her EIB accruals. The employee who has no PTO accrued will not receive pay during this waiting time. Important Note: An employee who has an inpatient admission, outpatient surgery, or the first follow up visit after surgery may immediately access their EIB, without having to meet the PTO use requirement. An employee with a reported work-related injury or illness may access their EIB for a medically authorized absence while their claims are being reviewed for compensation under the Worker s Compensation Act. Policy Number: 4012 Page 2 of 5 Origin: 09/01/08
After a determination is made regarding compensation, an employee may access their EIB accruals only for those hours not covered by Worker s Compensation and only when a regular and/or modified duty assignment is not available. An employee with a Worker s Compensation illness or injury who returns to work and needs follow-up treatment for the same illness/injury may access their EIB in lieu of PTO. EIB is designed to help an employee maintain a certain level of income while he/she recovers from an illness or injury. As stated in the Policy 4010 (Paid Time Off), unless an employee is admitted directly into the hospital, has an outpatient surgery, or is attending the first follow up visit after surgery, the first 16 hours of any absence must be charged to an employee s PTO bank, or if no PTO is available, will be unpaid. Use Other Qualifying Events A qualifying event as defined by WellStar is (1) the care of a sick legally dependent child, lawful spouse, or parent (if employee has 3 or more years of service), (2) birth or adoption of a child, and (3) paternity leave for birth or adoption of a child. An employee may use their EIB after meeting the 16 hours PTO requirement. An exception to this requirement is allowed for inpatient admission, outpatient surgery, or first follow-up visit after surgery. Further details are as follows: 1. Care of a sick legally dependent child under age 19 (to 25 if full-time student), lawful spouse, or parents (if 3 or more years service requirement is met): EIB leave may be used up to the allowable maximum until the eligible dependent is no longer deemed to have a serious health condition by a physician. Appendix B reflects the allowable maximum numbers of accrued EIB days that may be used by an employee to care for a parent based on the employee s length of service tier. There are no maximum numbers of accrued EIB days that may be used to care for a child under age 19 (or up to 25 if a fulltime student) or lawful spouse. 2. Maternity: If inpatient admission, the 16 hours PTO use requirement is waived; EIB for any time off for medical reasons from the date of the birth of the child, plus an additional six weeks of EIB maximum immediately thereafter.* 3. Paternity: If mother of baby is inpatient, the 16 hours PTO use requirement is waived; 6 weeks of EIB maximum from the date of the birth of the child.* 4. Adoption of a child: 16 hours PTO use requirement is waived; 6 weeks of EIB maximum from the date of the adoption.* *The maximum period for which paid leave under the EIB may be allowed does not preclude or limit an employee from taking additional unpaid leave to the extent such leave is required under the Family and Medical Leave Act. Policy Number: 4012 Page 3 of 5 Origin: 09/01/08
Other Provisions Change in Job Status: An ineligible part-time or eligible part-time employee who transfers to full-time status (budgeted at least 32 hours per week) accrues EIB immediately. A full-time employee who transfers to an ineligible part-time or eligible part-time status will have his or her EIB leave frozen. If the employee returns later to a full-time status, all EIB hours will be reinstated. All provisions of this policy are interpreted, construed and administered in compliance with the Fair Labor Standards Act (FLSA), including maintaining all requirements for exempt status. If an employee s time off under this Policy is determined to qualify for leave under the Family and Medical Leave Act, the employee s time off for which paid leave is provided through PTO or EIB will run concurrently with (not in addition to) any leave that may be required under the Family and Medical Leave Act (FMLA) or under WellStar s Family and Medical Leave Policy, which may allow an additional two weeks of family leave beyond that required under the FMLA. Reviewed by: Date: 10/19/2008 David W. Anderson Executive Vice President, HR/OL/CCO Authorized by: Date: 10/19/2008 Gregory L. Simone, MD President & Chief Executive Officer Policy Number: 4012 Page 4 of 5 Origin: 09/01/08
WELLSTAR HEALTH SYSTEM Extended Illness Bank (EIB) Appendix A EIB Accrual Schedule Extended Illness Bank (EIB) Based on Full-Time Status (budgeted 40 hours per week) ANNIVERSARY OF EMPLOYMENT 0-4 5+ HOURLY ACCRUAL MAXIMUM HRS/PAY PERIOD DAYS PER YEAR.01923.02692 1.54 2.15 5 7 Appendix B EIB Eligibility for Parent ANNIVERSARY OF EMPLOYMENT Eligible Days 3-6 3 7-9 5 10-14 7 15-19 9 20-24 11 25+ 13 Policy Number: 4012 Page 5 of 5 Origin: 09/01/08