The Extended Illness Bank (EIB) is available for employee and immediate family member illnesses or injuries (including child birth) after meeting the eligibility criteria.1
Prior to returning to work, a release to return to work will be required for leave due to your own illness or pregnancy. A release may be required for other leave absences lasting four or more days.2
All full-time and part-time (appointed at least .5FTE/20 hours per week) benefits-eligible employees are eligible for EIB.3
EIB leave is available only after it has been accumulated and may never be used in advance. In most cases, 16 hours of PTO (prorated based on full-time equivalency) is required before EIB leave may be utilized. Read further for exceptions to accessing EIB prior to using PTO.
Eligible employees accrue EIB based on the employee’s length of state service and full-time equivalency status (FTE).
EIB accruals carry forward each month and there is no limit on the maximum number of EIB hours that may be carried over into the next fiscal year.
Full-time employees accrue EIB as shown in the following table:
Years of service as of September 1
|You accrue this amount of EIB leave per fiscal year (based on full-time employment)*|
0 up to 2
32 hours (accrued in 8-hour increments for the first 4 months of the fiscal year or from date of hire)4
2 or more
24 hours (accrued in 8-hour increments for the first 3 months of the fiscal year or from date of hire)4
* Part-time, benefits-eligible, non-educational employees accrue pro-rated EIB based on full-time equivalency (FTE).
See Transfer of Leave Policy (UTMDACC Institutional Policy ADM0298) - Employees transferring between state agencies (going from MD Anderson to another state agency or a state agency to MD Anderson) may transfer their previous and unused EIB hours to sick leave or sick leave to EIB hours as appropriate provided that:
- the employment with the state is uninterrupted (direct transfer)5, or
- your re-employment with the State of Texas is more than 30 days after your termination and less that 12 months after your termination.
Illness or injury lasting less than 4 days or lasting 4 or more days but is not approved by the Leave Center
|**Must exhaust all paid leaves before leave without pay can begin|
|Illness or injury lasting 4 or more days and is approved by the Leave Center||
PTO Personal Time Off - Subject to carry forward limits on 9/1 of each year
HTK Earned Holiday Bank - Expires 1 year from accrual
RCL Recognition Leave - Expires at the end of the fiscal year that it was awarded
PHT Preserved Holiday Bank - No expiration
Do you have Earned Holiday Bank or excess PTO hours that will rollover to EIB? Use these hours first before using other leave that does not expire.
STEP 2: The employee (or manager if the employee is unable) should contact the Leave Center at 713-745-3652 (5-FMLA) and request FML for job protection, if the absence is for an illness or injury lasting 4 or more days.
STEP 3: Employee keeps the manager informed of their status and the expected date of return, if known.
STEP 4: Following are options for employees who exhaust all accumulated EIB prior to being released as fit for duty:
- Further absences for the same illness or injury may be charged to other forms of banked paid leave, such as PTO, Compensatory Time if appropriate, Preserved Holiday or Earned Holiday.
- The employee may apply for Reduced Paid Leave (RPL) if it appears they will exhaust their EIB prior to returning to work and will be absent at least 7 calendar days. RPL is only paid after exhaustion of EIB but can be paid before using any other paid time off accruals.
- Once all available and applicable paid leave is exhausted, an employee will be placed on Leave Without Pay.
EIB leave is available only after it is accrued and may never be used in advance. You must use 16 hours (pro-rated based on FTE) of PTO before accessing EIB. The only exceptions are:
- You may have direct access to EIB for an approved, continuous leave that is approved by the Leave Center.
- You may have direct access to a maximum of 16 hours of EIB (pro-rated based on FTE) per fiscal year (not per immediate family member) for the care of an immediate family member.
- You may have direct access to EIB if you or your immediate family member has been admitted for an overnight hospital stay.
- You may have direct access to a maximum of 8 hours of EIB (pro-rated based on FTE) per fiscal year to attend school sponsored educational activities for your child using your Extended Illness Bank (EIB).
- You may have direct access to EIB for a chronic medical condition if you have already utilized 16 hours of paid time off for this condition in the same fiscal year. Most chronic conditions will qualify you for intermittent Family and Medical Leave (FML). Please contact the HR Leave Center at 5-3652 to see if intermittent FML is applicable to you.
If you are on paid leave on the first day of the month, you may not use EIB leave accrued for that month until after first returning to work.
- If you change status from regular full-time or part-time to either hourly and/or temporary, you are not eligible for accrual or use of EIB leave until you change back to a benefits-eligible status. Accrued but unused balances are “frozen” until you become benefits-eligible again or terminate employment.
- If you are hired on a temporary appointment, you may be credited with time earned if your status is changed to a benefits-eligible status (i.e., regular full-time or part-time at least 50 percent).
- If you change status from hourly/per diem to regular full-time or part-time status, you will begin accruing EIB effective with your change in status payroll date.
- If you change your status from an EDU to a faculty, administrative or classified benefits eligible position, your remaining sick balance is forfeited on the date of the transfer and you will begin accruing EIB.
Accumulated EIB is not reimbursed at termination of employment.
Restoration of EIB Balance
- If your employment with MD Anderson is terminated under a formal reduction in force, your EIB balance will be restored if you are reemployed by a state agency within 12 months after the end of the month in which your employment at MD Anderson ends.8
- If you leave for a reason other than a reduction in force, your EIB balance is restored if:
- you are reemployed at MD Anderson within 12 months after the end of the month in which you leave the institution, but only if there has been a break in employment with the state of at least 30 calendar days; or
- you are reemployed by a different state agency or institution of higher education within 12 months after the end of the month in which the employee separates from state employment.9
In case of incapacity from work, the employee or manager should notify Employee Health on the first day. If a health care provider takes the employee off work on the day of injury, the employee receives full pay for that day.
Purchase of TRS Service Credit: EIB and PTO hours may be used to satisfy Teacher Retirement System (TRS) requirements for the purchase of a year of service credit for retirement purposes. You will need to directly contact TRS at 1-800-223-8778 or visit the TRS site.
Upon the death of an active employee, MD Anderson pays the estate of the deceased for one-half their accumulated EIB leave or 336 hours (whichever is less), provided that the employee had continuous employment with the state for at least 6 months at the time of death. If the employee had been on paid leave for 1 month or more and died before returning to work, the EIB leave normally accrued during that time would not be used in the calculation of this pay-out. Payment is calculated at the employee’s rate of compensation at the time of death.10