Shared Pool Of Time Off: Guidelines For Creating
Guidelines For Creating A Shared Pool Of Time Off
- Get approval for the creation of the pool, including its terms, from the employer
- If there is a union in the workplace, work with the union about creating the pool and then approaching the employer for approval.
- Confirm with an attorney that the pool is legal in your state.
Benefits will be shared. For instance:
- Type of time off. For instance:
- Personal days
- Sick days
- Vacation days
- Minimum amount of time that can be borrowed.
- Maximum amount of time, if any, that can be borrowed during a particular period of time.
- Does time to be borrowed have to be the same as time contributed? For example, can a person borrow time for sick leave if he or she only contributed vacation days?
- Are employees who borrow leave from the pool required to pay it back?
Eligibility. Consider such rules as:
- Which employees can participate? For example, people who do a particular job, or work in a particular location.
- Whether a person can borrow from the pool if he or she does not contribute to the pool. If contribution is required:
- Does it matter what type? For example, sick leave or vacation leave.
- Is there a minimum amount of contribution to participate?
- The circumstances under which time can be borrowed. For example:
- After formally applying for disability leave
- During treatment for a physical condition and/or a mental condition
- During recovery from a treatment for a physical condition
- When experiencing a catastrophic injury or illness
- Minimum amount of time, if any: (a) working for the employer and/or (b) in a particular position
- Whether a person is required to have used all of his or her time off benefits before being able to borrow from the pool.
- How to request time from the pool
- Does the request have to specify maximum amount of time to be borrowed?
- What back-up (proof) is required to be submitted with a request to borrow from the pool?
- Is the person in charge of approving requests permitted to contact the employee’s doctor? (If so, a HIPAA authorization form will have to be signed by the employee)
- How to review the request and determine (a) eligibility and (b) maximum amount of time.
- Maximum period of time allowed to review and act on a completed request.
- A person or mechanism to keep track of all of the above.
- Safety copies in case of a crash, hack or malicious intruder.
- Security so that all information about an employee’s health condition will be kept confidential.
Get Your Personal Guide