MD Anderson provides several types of leave due to situations arising from your work.
Compensatory Leave is given in lieu of time and a half pay for certain exempt positions due to market and/or staffing needs.1 See the Compensatory Time Policy (UTMDACC Institutional Policy # ADM0246) for details about eligibility and use. Compensatory Leave for the employee must be credited in the timekeeping system before it is available for use.
Process For Requesting Compensatory Leave
STEP 1: Manager ensures that the employee is eligible for Compensatory Leave before initiating a Compensatory Leave arrangement. See the Compensatory Time Policy (UTMDACC Institutional Policy # ADM0246) and the Classified Employee Pay Plan.
STEP 2: Manager must give advance approval to the employee for any time worked that will be eligible for compensatory time.
Use of Compensatory Leave
Compensatory Leave may be used at any time. Additionally, after an employee has exhausted their paid leave accruals, they can elect to save their Compensatory Leave and receive leave without pay (LWOP) while on:
- Workers' Compensation and/or
- Military Leave
Other than the situations mentioned above, all paid leave accruals (including compensatory time) must be utilized prior to receiving LWOP.
The employee is responsible for ensuring all compensatory time is used prior to change in status, transfer to a position where they are no longer eligible for compensatory time off, or prior to termination of employment.
Transfers and Termination
Unused compensatory time is not paid out upon termination of employment, or transfer to a position not eligible for compensatory time.
If an employee changes their time status and becomes ineligible (for example, an employee changes to a per diem or hourly status), the compensatory leave will be frozen until the employee either returns to an eligible status or terminates employment. Unused compensatory time is forfeited at termination.
An employee may be placed on Paid Investigational Leave (PIL) when MD Anderson is conducting an investigation and the employee is the subject of the investigation; or a victim of, or witness to, an act or event that is the subject of an investigation.
MD Anderson may not use any other leave provision within Government Code Section 661, Subchapter Z as a basis for providing paid leave to an employee because he or she is the subject of an investigation being conducted by MD Anderson.
Only regular full-time and part-time (at least .5FTE/20 hours per week) benefits eligible employees and educational appointees are eligible to receive paid leave during an investigation.
STEP 1: PIL may be approved as follows:
a) If a manager/supervisor or the University of Texas Police Department believes an employee should be placed on PIL, they must discuss the matter with the assigned HR Consultant within the Division of Human Resources Strategic Partner team to determine the appropriateness of placing an employee on PIL.1
b) If the President, Deputy President, Senior Vice President of Regulatory Affairs or the Chief Legal, Compliance, Police or Audit Officer believes an employee should be placed on PIL, they should discuss the matter with the Chief Human Resources Officer or designee to confirm the appropriateness of placing an employee on PIL.
STEP 2: Upon review and determination that PIL should be authorized, HR Strategic Partner leadership will direct the HR Consultant to submit the following information to HRLeaveAdmin@mdanderson.org for coding in Kronos for the appropriate pay period:
- the request (including the classification of the need for PIL)
- the total number of PIL hours used
- the dates PIL was used
STEP 3: For employees who clock into Kronos, the department is responsible to enter the out-punch for the last physical day of work.
The length of approved PIL is dependent on the nature and duration of the investigation.
Leave During an Investigation Report
No later than the last day of each quarter of the fiscal year, a state agency shall submit a report to the State Auditor’s Office and the Legislative Budget Board of the employee that is subject of an investigation or is the victim of or witness to an act or event that is being investigated conducted by the agency who has been granted 168 hours or more of leave during that quarter. The report must include, for each employee, including the classification of the need for PIL.1
To increase leave available to employees impacted by COVID-19, up to 24 hours of RCL was granted to each classified employees' leave balance. The hours granted for each employee was reduced by earned RCL and their full-time equivalency status (FTE).
Use of RCL hours during the COVID-19 pandemic:
- Employees should exhaust their PTO and/or earned RCL before using the institutionally granted RCL. This is a suggested order of leave and is up to the discretion of the manager. If an employee is facing a period of leave without pay (LWOP) because of lack of work or department closure due to COVID-19, the manager will code available RCL.
- Managers may deny an employee's request to use the institutionally granted RCL if:
- The employee has PTO or EIB accruals or
- The employee is on a Performance Improvement Plan (PIP) and still has PTO or EIB accruals
- Unused RCL hours, either institutionally granted or earned, will expire on Aug. 31, 2020. They will not be paid out or carried forward to the next fiscal year.
- During the COVID-19 period, RCL may be used in any increment.
Standard Recognition Leave
Only classified employees who are employed as regular full-time or part-time employees are eligible for Recognition Leave.
Not eligible: Faculty, educational trainees, hourly (non-benefits eligible), per diem and administrative employees.
Full-time employees are eligible for a maximum of 24 hours per fiscal year.2,3 Part-time employees are eligible for a maximum number of hours proportional to their percent of employment (example: a 50 percent employee is eligible for up to 12 hours).
Process For Using
STEP 1: Utilizing the Recognition Leave tool in PeopleSoft myHR for Managers, manager rewards eligible employees with Recognition Leave in 4 hour increments or a proportional amount for part-time employees. Manager must note exceptional work performance at the time of rewarding and document it in the employee’s performance evaluation.
STEP 2: Employee uses their Departmental Time Off Procedures to request Recognition Leave.
STEP 3: Manager approves time off request as appropriate or communicates reasons for not approving a request (e.g., scheduling conflicts, not eligible, etc). Manager and employee ensure that time is taken on or before August 31st in the fiscal year for which it was rewarded, or the leave is forfeited.
Rules and Exceptions - Recognition Leave:
- Does not be roll over to the next fiscal year. This means, awarded hours must be used by August 31 of the same year they were awarded or the hours will be forfeited.
- Cannot be used to extend employment after the last day worked.4
Disciplinary action may result in suspension without pay.1
For more information, please contact your HR consultant and read the Corrective Action Policy (UTMDACC Institutional Policy # ADM0256).
Suspension Without Pay Rules & Exceptions
An employee suspended without pay continues to:
- Accrue PTO and EIB, if duration of suspension without pay is less than a full calendar month and
- Receive group insurance coverage as long as premiums obligations are met.
For details on the eligibility and processes involved with Workers’ Compensation insurance, please refer to the Worker’s Compensation Insurance Policy (UTMDACC Institutional Policy # ADM0276).
Benefits/Pay for First 7 Days
- 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.
- Employees may take the first 7 days as Leave Without Pay, or may use PTO for the first 16 hours followed by EIB to receive full pay during the first 7 days if accrued leave is available.
- Educational appointees may take the first 7 days as Leave Without Pay or use any applicable accrued benefits of educational sick leave and/or annual leave, to receive full pay during the first 7 days if accrued leave is available.
Coordination with FMLA
If the work injury meets the criteria for a serious health condition, the manager or Employee Health calls the Leave Center (5-FMLA) to designate the time off as Family and Medical leave (FML) on the fourth day of absence. The Leave Center will send an FML Inquiry Letter. The employee’s FML 12-week leave entitlement will run concurrently with the Workers’ Compensation absence. See Family and Medical Leave for more information.
No Coordination with RPL
Compensable injuries are not eligible for Reduced Paid Leave (RPL) benefits.
Due to our response to COVID-19, all blood donations at MD Anderson
Blood Donor Center locations are being held by appointment only.