Updated Pandemic Leave, PTO, Premium Pay and Staffing Policies
UMMS continues to evaluate and adjust pandemic-related policies based on where we are in our System response:
From the beginning of the COVID-19 pandemic, we have centralized our response and leveraged our individual strengths for a more effective System-wide strategy. Our leadership has developed and implemented policies both to facilitate optimal care and to support the team members responsible for providing it.
As the number of positive COVID-19 cases decrease and we enter a new phase of our COVID-19 response, we have updated these pandemic policies to reflect the stability of our current situation across the System. Below is a summary of what is new.
Our lCS leadership is grateful for your ongoing dedication to our mission and remains committed to implementing policies that are responsive to the needs of our team members now and into the future. As a reminder, all of these policies remain important tools that we are able to reinstate if the course of the pandemic changes.
Pandemic Leave
This policy was updated February 3, 2022.
Administrative Pay for Leave Due to Proven Workplace Exposure
As with all of our policies, this has evolved along with the pandemic. The most recent version of the policy made administrative pay available to team members who had to miss work because of a proven workplace exposure. Moving forward, team members will no longer be able to apply for administrative pay related to COVID-19 exposures or infections. As with all other illnesses, team members will utilize paid time off (PTO) and Short Term Disability, if necessary for extended periods away from work. We are making this change for the following reasons:
- When the provisions for administrative pay was put in place, we were able to consistently trace the source of exposure. The Omicron variant’s prevalence has now made it nearly impossible to determine the source of COVID-19 transmission. This is especially true as people begin socializing and returning to extra-curricular activities outside of work. Without the ability to effectively contact trace, we are unable to administer the policy fairly and equitably across the System.
- Fortunately, the need for this policy has also declined. Due to increased Infection Prevention precautions, team members who follow current UMMS guidance should never experience high-risk exposures at work.
Premium Pay for Extra Work
This policy was updated June 2, 2021.
Premium Pay for Extra Work During a Pandemic ended on June 19, 2021. Any shifts not already scheduled to be worked at or after 5:00 p.m. June 19, 2021, will not be eligible for premium pandemic pay. Team members in qualifying departments who have signed up for or who have been assigned extra shifts to be worked on or before 5:00 p.m. June 19, 2021, will be eligible to receive premium pay for extra work for those shifts as outlined in the policy.
| Date When Extra Shift was Assigned or Signed Up For |
Date When Extra Shift Will Be Worked |
Eligible for Pandemic Premium Pay? |
| Before notification of premium pay ending (date, time) |
Before or after June 19, 2021 |
Yes
|
| After notification of premium pay ending and before 5:00 p.m., June 19, 2021 |
Before June 19, 2021 |
Yes
|
| After notification of premium pay ending and before 5:00 p.m., June 19, 2021 |
After June 19, 2021 |
No
|
| After 5:00 p.m., June 19, 2021 |
After June 19, 2021 |
No
|
Employee Paid Time Off/Vacation Accrual Maximum During a Pandemic Event
This policy was updated June 2, 2021.
Paid Time Off (PTO) Maximum Balance Reinstated June 20, 2021
Throughout the most demanding months of the pandemic, we waived the PTO balance limits for team members, allowing you to accrue hours beyond your plan’s maximum. Starting June 20, 2021, if you are over your maximum accrual of PTO hours, you will not accrue more hours until you use your time. As your balance falls below the maximum, you will begin to accrue hours again on your plan’s accrual schedule. You can find your maximum accrual on page 2 of the PTO Policy.
Accrued PTO Hours Above Your Maximum Available Until May 7, 2022
In appreciation for team members’ commitment during the past year, we have extended the deadline for when these additional hours must be used. Team members who have exceeded their maximum PTO balance will have until May 7, 2022, to use them. Hours above the maximum at that point will expire from your PTO bank.
FAQs
What options do I have if I am required to be out of work due to COVID-19?
The UMMS PTO program provides paid leave for any reason. If you are out of work due to a qualifying reason, you may access Short Term Disability after seven (7) calendar days. You can review and begin the Short Term Disability process through HRConnections.
What if I can document that I developed COVID-19 as a result of a workplace exposure?
Incidents of documented exposure to a communicable disease at work, including COVID-19, that result in illness or injury causally related to that documented exposure, will be handled through the workers’ compensation process. Please follow your hospital’s process for reporting a work-related employee incident and to file a worker’s compensation claim. After a review process, determinations as to compensability are made by MMCIP in accordance with the Workers’ Compensation Act of Maryland.
If I am already receiving administrative pay, will I continue to receive it through the previously approved time period?
Yes. If you are currently receiving administrative pay, you will continue to receive that through the approved time period. Effective immediately, UMMS will not accept any new requests for administrative leave pay for work missed due to COVID-19.
What happens to my PTO after June 20, 2021?
If you are above your maximum:
- Any hours above your maximum accrual limit will remain available to you for use until May 7, 2022.
- As you use hours throughout the year, you will not begin accruing more PTO hours until your balance is below the maximum.
- If you have more hours in your PTO bank than your maximum limit as of May 7, 2022, all hours above the maximum will be removed from your PTO bank.
If you are not at your maximum:
Can I use all of my PTO hours that are above the maximum before June 20, 2021?
We are announcing this change to give as much notice as possible so that team members can make plans to use PTO as appropriate. Please talk with your manager to coordinate how best to use the PTO hours you have accrued.
If I’m not at my maximum accrual limit, will I lose any PTO hours May 7, 2022?
No. Only hours above your maximum as of May 7, 2022, will expire.
How do I know what my maximum PTO accrual is?
Refer to the PTO Policy for details on accrual schedules. In general, the maximum PTO balance for team members with FTE of 1.0 is:
Non-exempt (excludes RN PAM designated roles)
- Before 5th anniversary: 264
- 5th anniversary: 324
- 10th anniversary: 384
- 20th anniversary: 444
Exempt and RN PAM designated roles
- Before 5th anniversary: 324
- 5th anniversary: 384
- 20th anniversary: 444
Are all bonus programs for extra work being discontinued?
No. You may still be eligible for bonus programs and policies at your member organization unrelated to our pandemic response. Only the Premium Pay for Extra Work During a Pandemic is being discontinued at this time.
Will I be paid for the excess leave if I resign?
No. Additional vacation or PTO that is accrued during this time is not payable upon separation from UMMS, even if you depart the organization before the hours expire. The maximum amount of leave time that will be paid upon termination of employment is the standard, non-emergency leave balance limit.
Our organization has a collective bargaining agreement. Do these policies supersede that agreement?
No. Please talk with your Vice President of Human Resources to determine how these revised policies may be applied to employees who are subject to a collective bargaining agreement.
Is UMMS considering another PTO buyback program?
At this time there is not a System-wide buy-back program for vacation time or PTO. Like all of policies created COVID-19, we will continue to evaluate the need for this program. Across the System we have made it easier to donate your vacation or PTO to colleagues in need. Please talk with your HR Business Partner or manager if you would like to ask for a donation or donate to a colleague.
What other resources are available for employees?
In addition to the programs that UMMS makes available from the System, we also encourage you to participate in programs where our team members can help each other. Here are three more ways to help yourself and others:
- Donate Your Paid Time Off
Our team members are dedicated to our mission and to helping each other. A prolonged absence from work could mean a coworker loses income if they have used all of their paid leave. That’s where you come in. You can donate PTO to any team member at any UMMS member organization to cover their time away from work due to a qualified medical emergency.
- Donate to the Employee Assistance Fund
Unplanned events can happen to anyone at any time. The Employee Assistance Fund (EAF) is there to cover unexpected costs from an emergency. Contributions from team members ensure there’s money there when your coworkers need it.
- Take Advantage of the Employee Assistance Program
The Employee Assistance Program (EAP) is a no-cost, confidential resource for team members looking for support in handling everyday issues like stress, family relationships, work-life balance and financial management. Contact information for the EAP is available on the UMMS Employee Wellness & Support page.