New UMMS Pay Practices - ONE UMMS (2024)

WHAT IS NEW?
Your ability to take paid time off from work has been standardized into a System-wide Paid Time Off (PTO) program. This program is comprised of three leave banks: PTO, Reserved Sick Bank and Maryland Sick and Safe Leave (SSL). This fact sheet focuses on the PTO program.

HOW IS IT DIFFERENT?
Previously, time-off benefits differed by hospital and separated leave banks. For hospitals that did not have a PTO program, the new PTO bank eliminates the need to designate time off as vacation, personal or holiday time off by bringing all leave together under a single benefit. Reserved sick time and SSL have other, specific guidelines for use.

Your available time off will be consolidated into a single bank.

If you are used to seeing your time separated based on the type of time off, you will now see that time consolidated into one single bank of paid time off hours*.

You can accumulate up to 1.5 times your annual accrual in your PTO bank.

For example, if your annual PTO accrual is 20 days, the most days that you can accumulate in your PTO bank at any one time is 30 (20 days x 1.5 = 30 days). As you take PTO and your balance falls below your maximum, you will begin to accrue time again.

You’ll keep your current time-off balances.

Employees with unused vacation or personal time when the new PTO program begins will have unused hours rolled over as PTO into your new PTO bank. Employees with unused sick time when the new PTO program begins will have those days available in a a new Reserved Sick Bank. Please see the FAQ on PTO for more information on the Reserved Sick Bank.

You will be paid for unused PTO if you leave UMMS.

If you’ve worked for UMMS for longer than 90 days, UMMS will pay you at your base pay rate for your accrued PTO balance as of the date of your separation.

If I am at my maximum PTO balance when the new PTO program begins, will I lose any of my time that is being rolled over?

No. If your unused paid leave that is being rolled into your new PTO bank on January 31, 2021 results in your balance being above the maximum, you will be allowed to keep all of those hours. If you are at or above the maximum when the new program begins, you will not accrue new hours until the balance is below the maximum.

Why is there a limit on how much PTO I can accumulate at one time?

Time away from work is important for your personal and professional wellbeing. UMMS encourages all team members to take time off throughout the year. This model is a best practice in the health care industry and competitive with other health care organizations in our area.

Once my vacation time is converted into PTO, I would like to be able to roll over some hours into 2021. I have never had any problem carrying over vacation time in the past, although I had to use up my personal leave days or lose them. How will this work under the new system?

With the new PTO program, team members with an 1.0 FTE can accumulate up to 1.5 times their annual accrual in the PTO bank. This maximum accrual does not have a start and end time. For example, if your annual PTO accrual is 22 days, the most days that you can accumulate in your PTO bank at any one time is 33 (22 days x 1.5 = 33 days). As you take PTO and your balance falls below your maximum, you will begin to accrue time again. PTO accrual is prorated for part-time team members.

If I am out on approved FMLA absence, will I continue to accrue PTO hours?

FMLA does not impact the accrual of PTO while on leave. The accrual of PTO during a leave depends on whether you are on a paid or unpaid leave. An team member will accrue PTO hours during paid leaves, with the exception of hours paid under eligible UMMS-sponsored short and long-term disability plans. An team member will not accrue PTO hours when they are on an unpaid leave of absence.

If a team member has been with an UMMS affiliate for 34 years but at their current facility for just under 20 years, will this team member’s PTO accrual schedule be under 20 years or over 20 years?

In most situations, this team member would be eligible to accrue at the 20+ years of service tier. UMMS considers consecutive service with any member organization within the System when assigning years of service. If you leave UMMS for another organization not affiliated with the System at the time of departure, your years of service will not carry with you, even if that organization is later acquired by UMMS.

I am an exempt team member who sometimes comes in to work on a holiday so that I can use the holiday hours another day. Can I still do this with the new PTO program?

If you want to work on an UMMS observed holiday when your department is closed, and you are not expected to work, you should first talk with your manager for approval in advance. If approved, you would not use PTO hours for that day, and those hours would be available to use at a future date. If an exempt team member works on a holiday, neither the team member nor their manager need to do anything in the system; the team member will be paid “Regular” hours.

If I transfer from one UMMS facility to another, will I be able to transfer all of my PTO?

Yes. Creating opportunities for team member growth is one of our top priorities. A key benefit of the new pay practices and policies is that team members won’t have to “start over” when they advance their career across professions or at different UMMS locations. Employees transferring from one UMMS member organization to another will retain their years of service and carry their PTO balance to the new UMMS facility up to the balance limit corresponding to the new position. Any remaining PTO balance will be paid out by the former UMMS facility. Your unused Sick and Safe Leave and Reserved Sick Leave hours will also carry with you to the new member organization.

Does the manager or supervisor get notified when a team member requests PTO at the timeclock?

Yes. The new UMMS People Planning: Timekeeping will allow team members to request PTO directly at the timeclock. It is important to remember that this is still a request. The team member’s manager or timekeeper assigned to that department must approve or deny the request before the desired PTO date. If approved, the PTO is recorded on the team member’s timecard. All the details about how to request and approve PTO will be covered in the People Planning: Timekeeping training.

How much Paid Time Off (PTO) will I accrue in the new program?

PTO accrues at an increasing rate, based on your years of service with UMMS.View the accrual schedule for exempt and non-exempt team members here.

What do I use for paid leave if I am sick?

When you are sick, you have a few options for paid leave:

  1. First, use yourMaryland Sick and Safe Leave(SSL).
  2. Then, if you are on an approved leave of absence and your organization previously offered sick time, you must use any hours you have available in your Reserved Sick Leave. Reserved Sick Leave is any unused hours from sick time held in a reserve bank accessible for situations when FMLA would apply.
  3. Finally, you can use your PTO.

Has anything changed about Short Term Disability?

Yes. As part of our standardization effort, across the System we have shortened the required waiting period to access Short Term Disability from 14 days to 7 days. This means that team members are eligible to receive Short Term Disability one week sooner, and will not have to use as much of their paid leave before that benefit begins.

What does it mean that holidays are now included in PTO?

Your total PTO bucket includes time for UMMS observed holidays. If you are non-exempt and work on one of these days, you are eligible for premium holiday pay. Both exempt and non-exempt team members should submit a PTO request for holidays in the same way they submit a request for other PTO.

What holidays are included in my PTO?

Paid Time Off (PTO) accruals include the following holidays standard across the System. If you are non-exempt, your department is open on an UMMS observed holiday and you work on these days during the hours noted below, you will receive premium pay.

  • New Year’s Day (29 hours beginning at 7:00 p.m. day prior)
  • Martin Luther King Jr. Day (3rd Monday in January; 24 hours beginning at 12:00 a.m. day of)
  • Memorial Day (Last Monday in May; 24 hours beginning at 12:00 a.m. day of)
  • Independence Day (July 4; 24 hours beginning at 12:00 a.m. day of)
  • Labor Day (1st Monday in September; 24 hours beginning at 12:00 a.m. day of)
  • Thanksgiving Day (4th Thursday in November; 24 hours beginning at 12:00 a.m. day of)
  • Christmas Day (December 25; 29 hours beginning at 7:00 p.m. day prior)

Is my Sick and Safe Leave included in the new PTO bank?

No. Maryland Sick and Safe Leave is separate from the UMMS PTO Program and administered according to Maryland state law. Refer to the Maryland Sick and Safe Leave policy for details on using SSL.

Do I receive Maryland Sick and Safe Leave (SSL) if I live out of state and commute to work?

Yes. UMMS offers Maryland Sick and Safe Leave to all team members, regardless of residence.

How do I request PTO?

You can request PTO on the time clocks located on site, or online through the People Planning Timekeeping application. There may also be department-based standards in your area that you should follow for requesting PTO.

How soon can I take PTO after I am hired?

While you will begin accruing paid time off hours starting with your first pay period, you may not take paid time off until the start of the first full pay period after your 90th day at work.

Can I be paid out for my unused PTO during the year?

No. UMMS encourages all team members to use their paid time off from work throughout the year. If you separate from UMMS and you’ve worked for the System for longer than 90 days, UMMS will pay you at your base pay rate for your accrued PTO balance as of the date of your separation.

Has anything changed about Short Term Disability?

Yes. As part of our standardization effort, across the System we have shortened the required waiting period to access Short Term Disability from 14 days to 7 days. This means that team members are eligible to receive Short Term Disability one week sooner, and will not have to use as much of their paid leave before that benefit begins.

What happens if a holiday occurs in a team member’s first 90 days, when they aren’t allowed to take PTO yet?

If a team member is still in their 90-day probationary period, they will be allowed to take PTO for an UMMS Observed Holiday. If they have not yet accrued enough time to cover the holiday, they will be temporarily allowed to let their balance fall below 0 hours for the pay period in which the holiday falls.

Does an exempt team member need to take PTO if they will be out for just a few hours for a doctor appointment or other partial-day absence?

No. Exempt team members will take PTO in full-day increments only. When an exempt team member works a partial day, they are still expected to complete the expectations or their job. This means at times it may be necessary that they work beyond their scheduled time. If partial-day absences prevent the team member from completing the expectations of their job, the manager will address this as a performance issue with the team member.

Are bereavement leave and jury duty leave still separate from PTO?

These two situations are covered with separate leave policies by each member organization and not a part of the PTO program. These policies can be found with all other team member policies for your organization.

Is there a compensation plan for team members who may not have as much paid leave with the new program as they had before?

No. While your existing accrued paid leave will not be lost, UMMS is not offering compensation for any paid leave differences. Unused vacation, personal or PTO that you have when the new program goes into effect will be rolled into your new PTO bank. For team members at member organizations who offered sick time, those unused hours will be moved to a Reserved Sick Leave bank, available for use when no other paid time off remains.

Can I accrue more time in my Reserved Sick Leave? Does this balance expire?

No. The balance you begin with in your Reserved Sick Leave will not grow. The balance does not expire and will not be paid out if you separate from UMMS.

How does Maryland Sick and Safe Leave (SSL) accrue and when can I use it?

Employees who regularly work 12 or more hours a week are eligible to accrue up to 40 hours of SSL per calendar year. Non-exempt team members earn one hour of SSL for each 30 hours worked; exempt team members accrue based on 40 hours per week (or their FTE, whichever is less). If you don’t use your SSL, you can carry over unused time to the next year, but your total SSL bank cannot exceed a total of 64 hours.

You can use SSL for your own health or for the health of a family member. This includes:

  • mental or physical illness, injury, or condition
  • preventive medical care
  • maternity or paternity leave
  • domestic violence, sexual assault, or stalking

If my office is closed for a holiday, can I choose not to use my PTO and take the day without pay?

No. If your office is closed on an UMMS observed holiday, you must use your accrued PTO hours for that holiday. Remember, under the new program, UMMS observed holiday hours will be added to our “PTO” hours and will now part of the total PTO bucket.

What is the PTO accrual for part-time team members?

Employees who are assigned an FTE (Full Time Equivalent) of 0.5 or above (scheduled for approximately 20 hours per week) are eligible to accrue PTO at the standard accrual schedule. Based on time worked, this accrual is prorated and will typically be approximately half of the time accrued by a team member assigned a 1.0 FTE. Employees who are assigned to work an FTE less than 0.5 are not eligible to accrue PTO. If you have questions about your eligibility, please speak with your manager.

Why is the PTO accrual for exempt team members the same at their 10th anniversary as their 5th anniversary?

We set the accrual schedules for exempt and non-exempt team members based on an examination of paid leave at our member organizations as well as comparisons to paid leave in our market areas. The new accrual schedule is designed to ensure that our team members have ample paid leave for their personal well-being.

Will there be another System-wide opportunity for buy back of vacation or paid leave before the new practices go into effect?

No. In June 2020, UMMS offered a one-time vacation/PTO buy-back option for team members who had accrued more time than they thought they could use before it expired and/or wanted the additional money. This was a limited program associated with the System’s COVID-19 response. Please check with your HR Business Partner for more information.

Can you explain in more detail how holiday hours will work with the new PTO program?

Paid time off hours for UMMS observed holidays are now included in team members’ PTO accrual and part of your PTO “bank” of time. A new video helps explain the new PTO program, and here’s more information about how holidays will work:

EXEMPT/
NON-EXEMPT
IS YOUR DEPARTMENT CLOSED?DO YOU HAVE PTO HOURS AVAILABLE?HOW IT WORKS
ExemptYesYesYou will take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. The hours you are normally scheduled to work will automatically be deducted from your PTO accrual.
ExemptYesNoYou will still take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover the hours you were scheduled to work.
ExemptNoYesIf you work on this day, you will be paid your normal base salary and may use these PTO hours another day. If you do not work on this day, you should either submit a time-off request using the PTO Planned pay code or your manager/ timekeeper will need to enter PTO Planned on your schedule.
ExemptNoNoIf you work on this day, you will be paid your normal base salary. If you do not work on this day, you may work weekends or have already met your weekly scheduled hours and not need to take PTO. If that is not the case, you should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover your scheduled hours.
Non-ExemptYesNoYou will still take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover the hours you were scheduled to work.
Non-ExemptYesYesYou will take this day off. You should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. The hours you were scheduled to work will automatically be deducted from your PTO accrual.
Non-ExemptNoYesIf you work on this day, you will be paid 1.5 times your normal hourly rate and may use these PTO hours another day. If you do not work on this day, you should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule.
Non-ExemptNoNoIf you work on this day, you will be paid 1.5 times your normal hourly rate. If you do not work on this day, you may work weekends or have already met your weekly scheduled hours and not need to take PTO. If that is not the case, you should either submit a time-off request using the PTO Planned pay code or your manager/timekeeper will need to enter PTO Planned on your schedule. Your PTO accrual will temporarily go into a negative balance to cover your scheduled hours.

Remember, if your PTO bank goes into the negative in any of the above scenarios, it will rise again as you accrue more time each pay period.

What holidays does UMMS observe?

UMMS observes the following seven (7) holidays:

  • New Year’s Day (January 1)
  • Martin Luther King Jr. Day (3rd Monday in January)
  • Memorial Day (Last Monday in May)
  • Independence Day (July 4)
  • Labor Day (1st Monday in September)
  • Thanksgiving Day (4th Thursday in November)
  • Christmas Day (December 25)
  • Good Friday is observed at UM St. Joseph Medical Center only.

If I get called into work on a holiday, am I paid holiday pay and shift differential?

Yes. If you are a non-exempt team member and are on call during an UMMS Observed Holiday, you will receive $3.50 for each hour you are on call. If you are called into work during the holiday hours, you will be paid 1.5 times your base hourly rate for all hours worked on the holiday, plus any applicable shift differential. You are also guaranteed four hours of pay thanks to the new Call In Guarantee.

What does it mean to “observe” a holiday?

UMMS will pay a premium rate to non-exempt (hourly) team members who work on observed holidays.

What does UMMS pay for working holidays?

Exempt (salaried) team members who work on a designated holiday will be paid their normal base salary.

Non-exempt (hourly) team members who are required to work on the actual day of a designated holiday are paid 1.5 times their normal hourly rate for all hours worked on the holiday.

When do holiday premium rates begin and end?

For purposes of being paid the holiday premium of 1.5 times a team members’ base hourly rate, the holiday start and end times are as follows:

New UMMS Pay Practices - ONE UMMS (1)

I’m represented by a union. How does this policy affect me?

Collective bargaining agreements may contain provisions that supersede or are supplemental to the provisions of this policy. Employees under a labor contract should refer to those document rules.

How does the Observed Holiday policy affect team members who work in departments closed on holidays?

Employees who do not work holidays because their department or unit is closed are required to use this accrued PTO. Employees who work on observed holidays can use that PTO for permitted reasons at another time according to the organization’s PTO policy.

What happens if a holiday falls on a weekend day?

When an observed holiday falls on a Saturday, administrative offices will be closed on the preceding Friday. When an observed holiday falls on a Sunday, offices will be closed the following Monday. Premium holiday pay is paid to team members who work on the actual holiday.

What happens if I don’t have enough PTO to use for an observed holiday and I’m not scheduled to work that day or my department is closed?

If you work in a department that is closed for a designated holiday and do not have sufficient accrued PTO to cover the holiday, your PTO balance will be allowed to go into a negative balance in the pay period in which the holiday falls.

What do I use for paid leave when I’m sick?

When you are sick, you have a few options for paid leave:

  1. First, use yourMaryland Sick and Safe Leave(SSL).
  2. Then, if you are on an approved leave of absence and your organization previously offered sick time, you may be able to use yourReserved Sick Leave. Reserved Sick Leave is any unused hours from sick time held in a reserve bank accessible for situations when FMLA would apply.
  3. Finally, you can use your PTO.
New UMMS Pay Practices - ONE UMMS (2024)
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