Time Off
Time Off overview
Our Time Off benefits allow you to take time away from work for vacations, personal needs, illnesses and family emergencies.
We provide the following Time Off benefits:
- Time Away Pay (TAP)
- Personal Days
- Paid Holiday Time
- Sick Time Off
- Medical Leave of Absence
- Supplemental Sick Pay
- Temporary Disability Pay (TDP)
- Accommodated Work Program
- Bereavement Leave and Pay
- Parental Leave and Pay
- Military Leave and Pay
Time Away Pay (TAP)
Time Away Pay (TAP) is a single bank of hours that you can use for personal and family needs such as vacations, personal time and short-term illnesses. You are eligible for Paid Holiday Time if you are regularly scheduled to work at least 32 hours per pay period.
Your TAP bank balance is displayed in Kronos and on your payslip in Workday each pay period. The number of hours you earn each pay period is based on your benefit service date and your qualified hours during the pay period (qualified hours outlined below). TAP time can be used once it appears on your payslip and you have enough hours in your TAP bank to be paid for the requested time off.
Time Away Pay (TAP) for executives is a flextime “take what you need” plan. Time-away should be approved by your executive manager and documented. This TAP flex time is not accrued or paid if you leave employment at OhioHealth.
Qualified hours include all paid hours up to 80 hours per pay period for time worked, including:
- Overtime
- Holidays
- Scheduled and unscheduled TAP
- Bereavement
- Call-in
- Hospital authorized absence
- Accommodated Work Program
- Jury duty
- Orientation
- Volunteer events
- Workshops
TAP is not earned on any paid hours not listed above.
Each year you can earn TAP hours up to the annual limit based on your completed years of service. The annual limit is based on a full-time work schedule of 80 hours per pay period. TAP is not earned on any hours above 80 hours per pay period.
There is a limit to the maximum hours you can carry in your TAP bank. The maximum hours that can be held in your TAP bank is 360 hours for all non-management classifications. Once you have reached the maximum hours that can be held in your TAP bank, you will not earn any more hours until your TAP bank falls below the maximum.
TAP Cash-In
If eligible, you can make an election for TAP Cash-In during annual enrollment each year, which allows you to receive a payout for unused TAP days. To be eligible:
You must make this election during annual enrollment each year for the next year’s TAP Cash-In payments. Once you have submitted this election, it cannot be changed.
You must have at least 80 hours in your TAP banks at the time of election and can only be paid TAP time that has been accrued in the same year as of the time of the cash-in.
Payout
Associates who elect to participate in the cash-in program will receive payment(s) in the following year, typically in July and November. Part-time associates may elect to cash-in up to 20 hours at both mid-year and year-end payouts for a total of 40 hours per year. Full-time associates may elect to cash-in up to 50 hours at both payouts for a total of 100 hours per year.
The tables below show the number of TAP hours you can earn each year based on a full-time work schedule of 80 hours per pay period. (Note: The number of days shown on the chart is based on an eight hour per day work schedule.)
You can use the tables below to calculate the amount of TAP time you earn in a pay period:
- Find the column that references your benefit years of service
- Find the TAP accrual rate listed below your years of service
- Multiply your TAP accrual rate by the number of qualified hours you were paid during the pay period (up to a maximum of 80 hours) to get the number of TAP hours you earned in the pay period
TAP for non-exempt (hourly) associates & exempt (salaried) associates hired on and after December 15, 2019
| Years of Service | Accrual rate* | Annual accrual** | |
|---|---|---|---|
| 0-4 years | 0.07692 | 160 Hours | 20 Days |
| 5-9 years | 0.09231 | 192 Hours | 24 Days |
| 10-14 years | 0.10385 | 216 Hours | 27 Days |
| 15-19 years | 0.11154 | 232 Hours | 29 Days |
| 20-24 years | 0.11923 | 248 Hours | 31 Days*** |
| 25+ years | 0.12692 | 264 Hours | 33 Days*** |
Maximum TAP Bank Balance = 360 Hours
TAP for exempt (salaried) associates hired on or before December 14, 2019
| Years of Service | Accrual rate* | Annual accrual** | |
|---|---|---|---|
| Less than 1 year | 0.06154 | 128 Hours | 16 Days |
| 1-3 years | 0.07692 | 160 Hours | 20 Days |
| 4-9 years | 0.09615 | 200 Hours | 25 Days |
| 10 years | 0.10000 | 208 Hours | 26 Days |
| 11 years | 0.10385 | 216 Hours | 27 Days |
| 12 years | 0.10769 | 224 Hours | 28 Days |
| 13 years | 0.11154 | 232 Hours | 29 Days |
| 14 years or more | 0.11539 | 240 Hours | 30 Days |
*Accrual rate: Number of TAP hours you earn per qualified hour
**Annual accrual: Number of TAP hours and days you can earn each year based on a maximum of 80 qualified hours each pay period
*** Includes Personal Days.
- Leaders in bonus eligible roles are eligible for TAP that is front loaded at the beginning of the calendar year and zeroed out at the end of each calendar year.
- TAP hours will be available to use on the first payroll of each calendar year. Your new balance will appear in Workday a few days into the new payroll year.
- TAP time must be used by the last pay period of each calendar year with the exception of a 40 hours rollover that is allowed each year.
- All unused TAP over 40 hours will expire after the last full pay period of each year
- The amount of TAP hours that will be loaded for a new year are based on your “Years of Service” credit that you would earn in the new calendar year.
- New leaders hired throughout the calendar year will be given pro-rated TAP days for the portion of the remaining year.
- If you leave OhioHealth during the year, your TAP balance will be paid out upon termination based on a pro-rated amount.
- Based on your last day worked, your accrued TAP will be calculated and your TAP time taken to date will be deducted.
- Any positive TAP balance will be paid on your last paycheck.
- Any negative TAP balance will be deducted from your last paycheck.
Full-Time Management TAP Chart (Part Time is pro-rated)
| Years of Service | Accrual rate* |
|---|---|
| 0-4 years | 24 days (192 hours) |
| 5-9 years | 27 days (216 hours) |
| 10-14 years | 29 days (232 hours) |
| 15-19 years | 31 days (248 hours) |
| 20-24 years | 33* days (264 hours) |
| 25+ years | 35* days (280 hours) |
*Includes Personal Days
Personal Days
Personal Days are extra paid time-off awarded to full-time associates with 20 or more years of service, as follows:
- For associates with 20–24 years of service: 1.5 days (12 hours)
- For associates with 25 or more years of service: 3 days (24 hours)
- For most associates, these days are now built into Time Away Pay (TAP) — see the tables under TAP above.
- For exempt (salaried) associates hired on or before December 14, 2019, Personal Days will continue to be a separate benefit. These days will continue to be issued at the start of the calendar year and must be used prior to the last pay period of the calendar year.
There are two types of physician time away pay – POUT and TAP. They are both indicators of physician out-of-office time, and practice managers/kronos administrators know the times in which to use each.
Time Away Pay (TAP) is available to residents with scheduled hours of at least 32 hours per pay period. You receive 20 TAP days annually. Hours do not roll over from year to year. The 20 days are reinstated on the effective date of your next program contract (typically July 1).
You can use TAP for any time away from work, including vacation, personal time, illness or injury. If you are ill or injured and cannot work, notify your attending physician and contact the appropriate person in Medical Education following the protocols put in place during your training program.
Paid Holiday Time
In addition to TAP, you may receive Paid Holiday Time for six nationally recognized holidays.
You may receive Paid Holiday Time for six nationally recognized holidays, without a reduction in your earned TAP bank. You are eligible for Paid Holiday Time if you are regularly scheduled to work at least 32 hours per pay period.
You may receive Paid Holiday Time for six nationally recognized holidays, without a reduction in your TAP Bank. You are eligible for Paid Holiday Time if you are regularly scheduled to work at least 32 hours per pay period.
OhioHealth recognizes the following six holidays:
- New Year’s Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas Day
If you are scheduled to work on the holiday, you’ll receive Holiday Pay in addition to your Holiday Premium pay for working the holiday.
If you are classified as a “full-time” associate (regularly scheduled 64 to 80 hours per pay period) on the holiday, you will receive eight hours of Holiday Pay.
If you’re regularly scheduled 32 to 63 hours per pay period, Holiday Pay will be pro-rated.
If you are scheduled to work less than 64 hours in the pay period in which a holiday occurs, you can determine the number of paid Holiday hours you will receive by multiplying your scheduled hours by 0.10 (48 scheduled hours times 0.10 = 4.8 paid Holiday hours).
You may supplement your paid Holiday hours with additional TAP hours in certain situations — for example, if you work 12 hour shifts, you may elect to use four hours of TAP to supplement the hours of Holiday Pay you will receive.
If you are on an approved Family Medical Leave Act (FMLA) leave, you will receive Holiday Pay in lieu of TDP or SSP.
If a holiday occurs while you are on vacation, you will receive Holiday Pay in lieu of using TAP.
If you are on an unpaid Leave of Absence, you will not receive Holiday Pay.
If you are an essential exempt associate who is required by management to work the holiday due to staffing needs, you may be paid your regular pay in addition to Holiday pay or you may be given another day off with pay; this must be taken within the same pay period as the Holiday.
If the holiday falls on a Saturday, you will receive Holiday Pay for the Friday immediately preceding the holiday. If the holiday falls on a Sunday, you will receive Holiday Pay for the Monday immediately following the holiday.
Sick Time Off
If you are unable to work because you are ill or injured, you must call your supervisor to let him or her know you won’t be at work. Pay during Sick Time Off is summarized in the table below.
| Number of shifts missed due to illness or injury |
Pay |
|---|---|
|
For the first three scheduled work shifts you miss in a row (or the first 24 hours of scheduled time you miss in a row, whichever is less) |
Supplemental Sick Pay (SSP), |
|
More than three scheduled work shifts (or 24 hours of scheduled time in a row) — medical documentation required |
Supplemental Sick Pay (SSP), |
Please call (614) 566-4100 or (740) 615-4100 with any questions you may have concerning Sick Time Off benefits.
If you are unable to work because you are ill or injured, you must call your supervisor to let him or her know you won’t be at work. Sick time may be used for absences related to your personal illness. Salary continuation is provided for up to 1,040 hours for full-time, with lesser amounts for part-time per year. Your annual Sick Time allowance is reinstated with your first pay in January.
Remember: Executive Sick Time is a use-it-or-lose-it bank of hours and are reinstated each calendar year. Hours are not paid out when you leave OhioHealth.
Please call (614) 566-4100 or (740) 615-4100 with any questions you may have concerning Sick Time Off benefits.
If you are unable to work because you are ill or injured, you must call your supervisor to let him or her know you won’t be at work. Sick time may be used for absences related to your personal illness. Salary continuation is provided for up to 1,040 hours for full-time, with lesser amounts for part-time per year. Your annual Sick Time allowance is reinstated with your first pay in July.
Remember: Physician POUT/TAP and Sick Time are use-it-or-lose-it banks of hours and are reinstated each fiscal year. Hours are not paid out when you leave OhioHealth.
Pay During Sick
Please call (614) 566-4100 or (740) 615-4100 with any questions you may have concerning Sick Time Off benefits.
Medical Leave of Absence
Our staff in Associate Health are committed to helping you receive the Sick Time Off benefits you are entitled to receive in a timely manner. If you have an injury or illness that requires you to miss more than three consecutive shifts or 24 consecutive scheduled hours, take these steps:
- Call your supervisor to advise him/her of your absence
- Call the Associate Health absence hotline at (614) 566-4100 or (740) 615-4100
- Fax medical documentation that includes dates of disability, physician signature and diagnosis to Associate Health at (614) 533-0039
- Send completed Leave of Absence (LOA) form (available to download below) to Associate Health
- Upon receipt of the above documentation, Associate Health will pay the appropriate benefits you are entitled to receive depending on your circumstances — Supplemental Sick Pay (SSP), Temporary Disability Pay (with optional TAP), or Workers’ Compensation
- Your leave will be reviewed to see if it qualifies for the Family Medical Leave Act (FMLA)
- Call your supervisor to advise him/her of your absence
- Call the Associate Health absence hotline at (614) 566.4100 or (740) 615.4100
- Fax medical documentation that includes dates of disability, physician signature and diagnosis to Associate Health at (614) 533.0039
- Send completed Leave of Absence (LOA) form (available to download below) to Associate Health
- Upon receipt of the above documentation, Associate Health will pay the appropriate benefits you are entitled to receive depending on your circumstances — Sick Time, Temporary Disability Pay (with optional TAP), or Workers’ Compensation. Your leave will be reviewed to see if it qualifies for the Family Medical Leave Act (FMLA). Please call at (614) 566.4100 or (740) 615.4100 with any questions you may have regarding sick time benefits.
- You can receive up to 90 days’ salary, paid at 100%, as a short term disability benefit. This corresponds to the 90 day waiting period before long term disability benefits begin.
- Residents must consult with their program director to determine the effects, if any, that the leave of absence may have on their ability to satisfy the criteria for completion of the residency program, and information relating to access to eligibility for certification by the relevant certifying board.
Supplemental Sick Pay (SSP)
Some associates have a Supplemental Sick Pay (SSP) bank of unused hours from previous OhioHealth sick pay programs. If this applies to you, you must begin using your SSP bank immediately for any time off due to an illness or injury. You will not earn any additional hours in your SSP bank, so the time you use will not be replaced.
After you have missed three scheduled shifts or 24 hours of scheduled work time, you can continue to receive SSP if you provide medical documentation of your disability to the Associate Health Department. Once you have used up your SSP, you can receive Temporary Disability Pay instead.
Associates who have SSP are entitled to use up to 40 consecutive hours of SSP per rolling calendar year to take care of an immediate family member who is ill and requires care. In addition, you can also use SSP hours for up to two scheduled shifts each pay period to care for an ill family member. You must notify your immediate supervisor of your need to be away.
If you participate in the OhioHealth Cash Balance Retirement Plan, and if you have hours in your SSP bank when you retire (age 65 or age + service = 70), the pro-rated value of those hours will be transferred to your Cash Balance Retirement Plan account. The amount transferred will be based on your years of pension service and pay rate at retirement. The formula is:
1% x your years of pension service x your pay rate x your remaining hours at retirement
If you leave OhioHealth before becoming eligible to retire, age + service = less than 70, or if you reduce your hours below 32 scheduled hours per pay, you will lose all remaining hours in your SSP bank. Once you lose your SSP hours, they will not be reinstated.
Temporary Disability Pay (TDP)
Temporary Disability Pay (TDP) which ensures you have income during a short-term disability or illness. Read more under Life & Disability.
Accommodated Work Program
The Accommodated Work Program aims to support you if you are not able to return to your regular job immediately following an illness or injury, but you can work in some capacity.
The Associate Health Department will work with you, your doctor and your supervisor to place you in the right work assignment while you are completing your medical treatment or rehabilitation. The goal is to help you return to your regular job safely and timely.
You will be paid 100% of your pre-disability rate to support you in getting back to work and to full pay as soon as possible.
If you are not able to work at your regular job due to a temporary medical condition because of an illness or injury, but you and your doctor think you can return to work in some capacity, the Accommodated Work Program may be able to help you get back to your job or a different job in the organization. You will be paid 100 percent of your pre-disability rate. This way you get back to work and to full pay as soon as possible.
The Associate Health Department will work with you, your doctor and your supervisor to place you in the right work assignment while you are completing your medical treatment or rehabilitation. The goal is to help you return to your regular job safely and timely. Contact the program director for policy information.
Bereavement Leave and Pay
In the event of the death of a close family member, TAP eligible full-time and part-time associates will be paid for up to:
- 80 scheduled work hours for bereavement of a direct family member — which is a spouse/domestic partner or child (including biological, adoptive, step, and foster)
- 40 scheduled work hours for bereavement of another immediate family member — which is a parent, sibling, grandparent, grandchild (including adoptive, step, and foster), in-law, legal guardian or dependent, as well as individuals living in the same household
Bereavement Leave is paid at 100% of your base rate of pay and is not deducted from your TAP balance.
If additional time off for bereavement is needed, you may be paid from:
- SSP, if available, at 100% of your base rate — this additional SSP time must be requested within the initial time off that is granted for bereavement; or
- TAP
The use of SSP or TAP hours must be requested by you and approved by your manager, considering the same factors in approving Bereavement Leave.
Before taking any time off, you should notify your manager regarding the death and/or funeral arrangements and the need for time off from work. Documentation/verification must be provided to your manager as requested.
In the event of the death of an extended family member (someone other than a direct or immediate family member) or a close friend, you may request TAP to attend the funeral.
Before taking any time off, you should notify your manager regarding the death and/or funeral arrangements and the need for time off from work. Documentation/verification must be provided to your manager as requested.
In the event of the death of an extended family member (someone other than a direct or immediate family member) or a close friend, you may request TAP to attend the funeral.
If additional time off for bereavement is needed, you may be paid from TAP.
The use of TAP hours must be requested by you and approved by your manager, considering the same factors in approving Bereavement Leave.
Before taking any time off, you should notify your manager regarding the death and/or funeral arrangements and the need for time off from work. Documentation/verification must be provided to your manager as requested.
In the event of the death of an extended family member (someone other than a direct or immediate family member) or a close friend, you may request TAP to attend the funeral.
If additional time off for bereavement is needed, you may be paid from TAP.
The use of TAP hours must be requested by you and approved by your manager, considering the same factors in approving Bereavement Leave.
Before taking any time off, you should notify your manager regarding the death and/or funeral arrangements and the need for time off from work. Documentation/verification must be provided to your manager as requested.
In the event of the death of an extended family member (someone other than a direct or immediate family member) or a close friend, you may request TAP to attend the funeral.
Parental Leave and Pay
Parental Leave provides income protection and time off for families to bond with new children.
All part-time and full-time associates become eligible for Parental Leave coverage six months after the later of:
- Your date of hire; or
- The date you become benefits eligible
This benefit does not apply to associates covered by the O’Bleness bargaining unit agreement, as they are covered by different benefits.
This benefit is included in Sick time hours.
Parental Leave can be used for:
- Giving birth
- Adopting a child
- Using a surrogate
- Fostering a child
All eligible associates can take up to three weeks of Parental Leave, paid at 100%.
In addition to the three weeks all parents receive, birth mothers are eligible for additional time off to recover from birth:
- Six extra weeks for a vaginal birth
- Eight weeks for a cesarean birth
This time off will be paid at 100%.
In certain circumstances, TAP may be approved for intermittent use (e.g., infant in NICU) for up to the maximum timeframe.
Parental Leave Pay coordinates with the Family Medical Leave Act (FMLA). New parents may extend their time off beyond the maximum Parental Leave pay period by using TAP time, or by requesting an unpaid leave of absence. The Associate Health Department will assist in coordinating extended leaves.
Once eligibility requirements are met, parental leave can be used for:
- Giving birth
- Adopting a child
- Using a surrogate
- Fostering a child
This benefit is included in Sick time hours. All eligible associates can take up to three weeks of Parental Leave, paid at 100%.
In addition to the three weeks all parents receive, birth mothers are eligible for additional time off to recover from birth:
- Six extra weeks for a vaginal birth
- Eight weeks for a cesarean birth
You become eligible for Parental Leave coverage six months after the later of:
- Your date of hire; or
- The date you become benefits eligible
All part-time and full-time associates become eligible for Parental Leave coverage six months after the later of:
- Your date of hire; or
- The date you become benefits eligible
Parental Leave can be used for:
- Giving birth
- Adopting a child
- Using a surrogate
- Fostering a child
All eligible associates can take up to three weeks of Parental Leave, paid at 100%. In addition to the three weeks all parents receive, birth mothers are eligible for additional time off to recover from birth:
- Six extra weeks for a vaginal birth
- Eight weeks for a cesarean birth
This time off will be paid at 100%.
In certain circumstances, TAP may be approved for intermittent use (e.g., infant in NICU) for up to the maximum timeframe.
Parental Leave Pay coordinates with the Family Medical Leave Act (FMLA). New parents may extend their time off beyond the maximum Parental Leave pay period by using TAP time, or by requesting an unpaid leave of absence. The Associate Health Department will assist in coordinating extended leaves.
Breastfeeding mother returning to work?
Private lactation rooms are available at OhioHealth work locations to support breastfeeding mothers and help them transition back to work. Download a list of Lactation Room locations.
Military Leave and Pay
To support our associates’ commitment to serving our country, OhioHealth offers a Military Leave program.
Uniformed Services
A Military Leave of Absence will be granted if an associate is absent in order to serve in the Uniformed Services of the United States for a period of up to five years. Uniformed Services includes:
- U.S. Armed Services
- Coast Guard
- Army National Guard
- Air National Guard
- The commissioned corps of the Public Health
U.S. Military Reserves or National Guard
Associates who are members of the U.S. Military Reserves or National Guard will receive reimbursement for the difference between regular pay earnings and military duty earnings (base pay) for up to three weeks active duty annually (non-emergency duty).
Associates who are members of the U.S. Military Reserves or National Guard and are called up for active duty in response to natural disasters or in times of government-declared local, regional, or national emergency or war will continue to receive full pay for up to a total of three months of active duty. Full pay will be current wages minus wages received from the military during the leave period.
Participation in benefits and re-employment rights
If you are on Military Leave, you retain and accrue benefits tied to seniority and participate during the leave in insurance and other benefits not determined by seniority to the same extent as associates who are granted an authorized Leave of Absence. OhioHealth will continue to provide health insurance coverage for eligible associates on Military Leave for up to six months. Returning servicemen and women also have re-employment rights under federal law.
Time Off benefits are provided at no cost to you.
How to make the most of this benefit
- Use your Time Away Pay (TAP) to supplement other types of leave when necessary
- If you need emotional support or counseling during any time off, the Employee Assistance Program is available to you 24/7