Time Off

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

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 pay advice each pay period. The number of hours you earn each pay period is based on your benefit service date and the hours worked during the pay period. TAP time cannot be used before it begins to appear on your pay advice and you must have enough hours in your TAP Bank Balance to be paid for time off.

If you are a new associate

If you are a new associate, you will earn TAP as you are eligible. You cannot use any earned TAP during your first three months of employment (your “introductory period”). Any time missed during this period will be taken as unpaid. You will be able to use TAP from the beginning of the pay period following your introductory period. If you leave OhioHealth before completing your introductory period, you will forfeit all of the TAP hours you have earned during the introductory period.

TAP qualified hours and limits

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 if you do not use all of the TAP hours you earn each year. The maximum hours that can be held in your TAP Bank is 360 hours if you are classified as “non-exempt” and 360 hours if you are classified as “exempt, non-management” 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.

Calculating your TAP

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 0-4 years 5–9 years 10–14 years 15–19 years 20–24 years 25+ years
Accrual rate* 0.07692 0.09231 0.10385 0.11154 0.11923 0.12692
Annual accrual** 160 Hours 192 Hours 216 Hours 232 Hours 248 Hours 264 Hours
20 Days 24 Days 27 Days 29 Days 31 Days*** 33 Days***
Maximum TAP Bank Balance = 360 Hours

Hourly associates hired on/before December 14 will move to the above plan on December 15

TAP for exempt (salaried) associates hired on or before December 14, 2019
Years of service Less than 1 year 1–3 years 4–9 years 10 years 11 years 12 years 13 years 14 years or more
Accrual rate* 0.06154 0.07692 0.09615 0.10000 0.10385 0.10769 0.11154 0.11539
Annual accrual** 128 Hours 160 Hours 200 Hours 208 Hours 216 Hours 224 Hours 232 Hours 240 Hours
16 Days 20 Days 25 Days 26 Days 27 Days 28 Days 29 Days 30 Days
Maximum TAP Bank Balance = 360 Hours

*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.

2021 new TAP plan for management bonus-eligible associates

The following changes to TAP will take effect January 1, 2021 for associates eligible for the management bonus:

  • All of your TAP hours will be available to use at the start of each calendar year
  • If you leave OhioHealth once the new plan begins in 2021, your TAP balance will be pro-rated (based on your TAP Bank Balance used to date and how much of the year you worked for OhioHealth) and paid to you
  • Any TAP left unused at end of the year will expire
  • Personal Days will be part of the overall deposit of TAP hours at the start of the year
  • To transition to the new plan, any TAP Bank Balance remaining at the end of 2020 will be paid out

For more details about these changes, download the Time Away Pay (TAP) for Leaders flyer below.

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.

Paid Holiday Time

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.

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), if available, or Time Away Pay (TAP)
More than three scheduled work shifts (or 24 hours of scheduled time in a row) — medical documentation required Supplemental Sick Pay (SSP), if available, or Temporary Disability Pay (TDP); you may supplement your approved TDP with TAP

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)

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.

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.

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.

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 below.

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.

I used my Time Away Pay to go on a holiday of a lifetime!

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 counselling during any time off, the Employee Assistance Program is available to you 24/7
Contact the HR Resource Center
Call (614) 533.8888
Contact the Associate Health absence hotline

(614) 566.4100 or (740) 615.4100