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The NIH Leave Bank: Overview and Best
Practices
Alexandra Ratie: NIH Leave Bank Program ManagerAnd
Mallory McCormick, Supervisor, Payroll Liaison UnitBenefits and Payroll Liaison Branch
Workforce Relations Division, NIH OHR
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Agenda
• Leave Bank Program Overview
• Leave Bank Membership and Recipient Processes – Best Practices
• Leave Bank Roles and Responsibilities
• Becoming a Leave Bank Ambassador
• Launching a New Leave Bank Program
• Policies and Leave Bank Resources
• Q & A
The NIH Leave Bank – Overview and Best Practices 2
Leave Bank Program Overview• A Leave sharing program
• Donors give leave to bank• Recipients draw leave from bank• Recipients must be Leave Bank members• Employees can become members during annual Open
Enrollment Period or as New Employees• Annual membership contribution required
• Covers personal and family medical conditions • Personal – 480 hours • Family – 240 hours • Combined – 720 hours
(cap per leave year)
The NIH Leave Bank – Overview and Best Practices 3
Similarities Between NIH Leave Bank and VLTP
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Leave Sharing Program
Covers Personal and Family Medical Conditions
Leave donations are made through ITAS
Medical emergency must result in at least 24 hours of non-pay status
VS.
The NIH Leave Bank – Overview and Best Practices 4
Difference Between NIH Leave Bank and VLTPNIH Leave Bank
• Donations are made directly to the Leave Bank
• Requires Membership• Recipients receive leave from the
bank• Upon approval recipients will receive
medically supported leave up to the cap
• Requires medical documentation• Emergencies are medically reviewed
for approval• Medical emergencies are kept
confidential
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Voluntary Leave Transfer Program
• Donations are made directly to the recipient from donors
• Recipient must wait for voluntary donors
• There is no limit on donations received, only on usage
• Emergencies not medically reviewed by medical staff or MDGuidelines
The NIH Leave Bank – Overview and Best Practices 5
Leave Bank Membership
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Open Enrollment• Annual Leave Bank Open Enrollment Period – Mid-November to
Mid December• New employee Open Enrollment Period - 60 calendar days from
EOD to enroll
Membership• Once per year membership contributions of one pay period’s
annual leave accrual (4, 6, or 8 hours). Waivers can be given• Coverage Period for 2018 – Jan. 7, 2018 – Jan. 5, 2019
How to Enroll• Enroll using the Integrated Time and Attendance System (ITAS)• Automatic annual reenrollment with option to opt-out of program
using ITAS
The NIH Leave Bank – Overview and Best Practices 6
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2018
Donating to the Leave Bank
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How to DonateDonation can be made via ITAS by selecting “Donate to Leave Bank” tab in ITASDonations can be made year-round by any Federal EmployeeUse-or-Lose Donations must be made by end of Leave Year – LAO should approve before end of Leave Year
Why Donate to the Leave Bank?Without donations the Leave Bank would not be able to assist NIH employees in their time of need. Instead of losing “Use or Lose” hours, donating to the Leave Bank allows the leave to go to someone dealing with a medical emergency. The leave donated to the Leave Bank never expires and rolls over from one year to the next.
Use-or-Lose Hours Lost by Year2015 88,2142016 83,8762017 75,085
The NIH Leave Bank – Overview and Best Practices 8
Membership Process
1• Employee enrolls in ITAS or via paper membership form
2• Leave Bank Office approves or waives membership in ITAS
3• Leave Bank Office submits new members to HHS
Customer Care Services to process at DFAS
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Policy Considerations• Employees can only opt-out during open enrollment• Once the membership contribution is deducted, it cannot be returned
Leave Bank Recipient Application Process
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Step 1: Eligibility Verification &
Application Completion
Step 2: Medical Review
Step 3: Eligibility Re-Verification &
Leave Need Determination
Step 4: Approval
Decision & Transfer of Leave
NLT: 10 Business Days
The NIH Leave Bank – Overview and Best Practices 10
Medical Review Procedures
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Internal Review
External Review
Rigorous review process in place to prevent leave abuse. Requirements:- Medical documentation w/
timeframe & medical condition description and/or code
- Documentation stamped or letterhead provided
- Medical review conducted internally using MDGuidelines or external using Federal Occupational Health
Leave Bank Roles and Responsibilities
Leave Bank Board
Leave Bank Office – Case
ManagersLAOs IC Leave Bank
Coordinators IC AOs and HRs
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Leave Approving Officials FAQs
Will the applicant’s medical emergency be shared with me?
Do I have to approve the leave request?
Who do I contact if I disapprove the leave request?
What do I do after Leave Bank approval?
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Becoming a Leave Bank Ambassador
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Partner with your agency’s Leave Bank and help
spread the word about this important employee
benefit!Here’s how the Leave
Bank benefits NIH employees and NIH!
The Leave Bank as an Employee Hiring and Retention Tool
1515The NIH Leave Bank – Overview and Best Practices4/3/2018
Provides Income Protection• 2018 – 7,978 employees enrolled and eligible to apply for leave• 2017 - 55% enrollment for new employees – attractive to potential hires• 2017 – 376 individual NIH employees received leave from Leave Bank• 2017 - Over 32,000 hours – 4000 working days – distributed to these recipients
Ensures employees can care for family• 2017 - 50% of our total recipients were approved to receive leave for family care • 2017 – 30% of our total recipients were approved for leave for birth and
recuperation
Positive Program Reputation and Employee Experiences• 2016 Recipient Survey Results: 91% of recipients had positive experience – 99%
would recommend program to co-worker• 2017 NIH-wide Survey: 92% of members would recommend program to others
2017 Cases by Medical
Emergency TypeStrokes/Aneurysms
Gynecological Conditions
Heart Conditions
Cancers
Psychiatric Conditions
Orthopedic Conditions
Birth and Recuperation
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Leave Bank Success Stories“My son has a very serious (and terminal) illness, resulting in many hospital stays, as well as multiple surgeries. Knowing that I no longer have to make the choice of being at work or with
my son when he needs me most is a blessing to be cherished. From our family to yours, thank you for helping us through this very difficult time.”
“My mother was diagnosed with a rare and aggressive form of cancer. The Leave Bank allowed me to be able to continue to work but still assist her until her last breath. Without the
Leave Bank, I would not have been able to be there for the person who had always been there for me. I am so grateful for the generosity and compassion of my NIH colleagues who
contributed and donated their leave so I could provide care for my loved one. This is an excellent benefit and program for all of us and I encourage everyone to participate!”
“The Leave Bank made an invaluable contribution to my recovery. Instead of fretting over my job and how to cover expenses, I could focus on my recovery. I am happy to report that I
am back at work, and doing much better. I will continue to contribute to the Leave Bank every year to show my appreciation for how it positively impacted my life, and by extension,
my family’s lives.”
The NIH Leave Bank – Overview and Best Practices 17
18The NIH Leave Bank – Overview and Best Practices 18
Launching a New Leave Bank Program
GUIDANCE
Code of Federal Regulations
CFR Title 5 – Part 630Subpart J
Office of Personnel Management
National Institutes of Health
Leave Bank Office
RecipientProcessesPilot Program?
TO CONSIDER
MembershipRequirements
System RequirementsStaffing Needs
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Launching a New Leave Bank Program
Role of Board
Policies and Leave Bank Resources
2020The NIH Leave Bank – Overview and Best Practices
Policies and Procedures: https://hr.nih.gov/benefits/leave/leave-bank/resources
Leave Bank Website: https://hr.nih.gov/benefits/leave/leave-bank Membership Information Donation Information Recipient Information – Birth and Recuperation Policies LAO Information
Leave Bank Toolkit FAQs One Page Guides Limited Access Login in MyPay
Key Takeaways
• Understanding of what the NIH Leave Bank is and how it improves the lives of NIH employees
• Understanding of Leave Bank Membership and Recipient processes and best practices
• How AOs can act as ambassadors for the Leave Bank and how an agency without a Leave Bank can take first steps to start their own
The NIH Leave Bank – Overview and Best Practices 21
Resources
• For additional information please visit:• https://hr.nih.gov/benefits/leave/leave-bank
The NIH Leave Bank – Overview and Best Practices 22
Contact InformationNIH Leave Bank OfficeNIH/OD/OHR/WRD/[email protected]
23The NIH Leave Bank – Overview and Best Practices
