UTMB HANDBOOK OF OPERATING PROCEDURES

Section 3 Human Resources Policies Subject 3.9 Leave Administration Policy 3.9.5 Medical Leave of Absence

05/30/01 -Originated -Reviewed w/ changes -Reviewed w/o changes Human Resources -Author

Medical Leave of Absence

Audience

The information in this document applies to all UTMB employees.

Policy

If an employee becomes temporarily disabled as result of a documented medical condition, the employee may be granted a medical leave without pay for a reasonable period, provided the following terms and conditions are met. • The employee has exhausted all accumulated paid leave entitlements (sick leave and then vacation and personal leave) unless the leave is related to Workers’ Compensation. • The employee provides their supervisor with a physician’s certification establishing the medical disability and the anticipated period of disability. • "Reasonable period" is defined as the length of the leave as determined by your medical disability. After 6 months leave without pay, the employee will provide additional medical documentation specifying anticipated remaining period of disability before additional leave will be approved. Leave without pay will not exceed a total of 12 months.

Continuation of Benefits

Employees may make arrangements to continue their health and welfare benefits while on medical leave but will not receive premium sharing if Family and Medical Leave has been exhausted. The employee must contact the Benefits Resource Center (Finance, Payroll Services) and make this arrangement before their benefit coverage lapses. Employees on leave without pay that are not on Family and Medical Leave will be billed monthly for insurance coverage. If the employee fails to make a timely insurance(s) premium payment, a 30-day grace period will be provided after the agreed upon date for which payment is due. If the employee does not make payment within 30 days, UTMB will cease to maintain the coverages on the date the grace period ends. Prior to expiration of the grace period, UTMB will notify the employee of the discontinuation of the insurance coverages. Vacation, sick leave, and personal leave do not accrue while an employee is on medical leave of absence.

Continuation of Benefits (cont'd)

The employee must return to work at their regular reporting time on the next workday following expiration of their medical leave of absence. The employee's department will return them to the same or similar position. Upon returning to work, the employee must bring a statement from their doctor certifying that they are medically capable of resuming their normal work duties.

Family and Medical Leave

Employees may be eligible to take up to 12 weeks of leave in a 12-month period for one or more of the following reasons: • Birth of child and care after such birth • Placement with an employee of a child for adoption or foster care • Serious health condition of spouse, child or parent of employee, or serious health condition of employee. Eligibility requirements for family and medical leave are: • Employment by the state of Texas for at least 12 months; this time does not need to be continuous or consecutive, and • Employment by the state of Texas for at least 1,250 hours during the twelve-month period immediately preceding the commencement of the leave. Employees are required to use all accumulated vacation, personal, and sick leave, if applicable, when taking family and medical leave. If an employee has exhausted leave accruals and is on family and medical leave, UTMB will continue to contribute its share of the premium payment of health/dental during the family and medical leave. For details on Family and Medical Leave specifics, see IHOP policy 3.9.10, Family and Medical Leave.