Extended Leave Programs
If you need to request FMLA, Sick Leave Bank or Donate a Day forms, please complete our intake form.
Medical or Family Medical Leave Request
Family and Medical Leave Act
What is FMLA?
Family and Medical Leave Act of 1993 (FMLA) is a federal law that provides up to twelve weeks of leave for eligible employees. See Board Policy GBGF and Board Regulation GBGF-R for more information.
Who is eligible for FMLA benefits?
To be eligible for FMLA benefits, employees must have worked for the district for at least one year and have worked at least 1,250 hours in the twelve months prior to the time they apply for leave. To comply with federal law, all eligible employees must complete the forms provided to them by their employers.
Who should request FMLA benefits?
Eligible employees should request FMLA leave for the following reasons:
• Birth and/or care of a child of the employee;
• Placement of a child into the employee’s family by adoption or by a foster care arrangement;
• Care of the employee’s spouse, child, or parent who has a serious health condition;
• Inability of the employee to perform the functions of his/her position due to a serious health condition;
• A qualifying exigency (a pressing or urgent situation) arising out of the employee’s spouse, child or parent’s active duty or call to active duty in the Armed Forces in support of a contingency operation (an action or operation against an opposing military force); or
• Care of the employee’s spouse, child, parent, or next of kin (nearest blood relative) who has incurred an injury or illness in the line of duty while on active duty in the Armed Forces, provided that such injury or illness may render the spouse, child, parent, or next of kin medically unfit to perform duties of his/her office, grade, rank or rating, (referred to as “caregiver leave”).
• Birth and/or care of a child of the employee;
• Placement of a child into the employee’s family by adoption or by a foster care arrangement;
• Care of the employee’s spouse, child, or parent who has a serious health condition;
• Inability of the employee to perform the functions of his/her position due to a serious health condition;
• A qualifying exigency (a pressing or urgent situation) arising out of the employee’s spouse, child or parent’s active duty or call to active duty in the Armed Forces in support of a contingency operation (an action or operation against an opposing military force); or
• Care of the employee’s spouse, child, parent, or next of kin (nearest blood relative) who has incurred an injury or illness in the line of duty while on active duty in the Armed Forces, provided that such injury or illness may render the spouse, child, parent, or next of kin medically unfit to perform duties of his/her office, grade, rank or rating, (referred to as “caregiver leave”).
How do FMLA benefits work?
Under federal law, FMLA provides unpaid leave. However, to help maximize an employee’s paid leave, district policy requires employees to use all earned paid leave benefits at the beginning of a leave covered by FMLA. (This includes use of current annual and accrued leave, as well as Sick Leave Bank if applicable.) Once an employee’s paid leave runs out, the employee is unpaid for the remainder of the twelve weeks of FMLA, which began the first day of his/her leave. An eligible employee is entitled to up to 12 weeks of unpaid FMLA leave in a 12-month period for the first five reasons listed above. An eligible employee may take up to 26 weeks of unpaid FMLA leave during a single 12-month period for “caregiver leave.” When combined with other FMLA qualifying leave, caregiver leave may not exceed 26 weeks in a single 12-month period. During the period of eligible leave, the district will continue to pay its portion of the insurance premium based on the amount that was paid prior to the beginning of leave. If the employee is on unpaid leave and is going to be absent for over 30 days, any earned, but unpaid wages or salary will be paid to the employee. This may impact future insurance premiums and/or other benefits, depending on the return to work date. Employees who are considering a leave of absence (after paid leave and FMLA benefits have ended) should contact the Manager for Payroll & Accounts Payable, (helen.ingram@tsd.org or 970-6135044) about how the Flexible Spending Account contributions will be impacted.
When and how do I request FMLA benefits?
Contact the HR Benefits & Leave Specialist (hr.leave@tsd.org or 970-613-5774) as soon as you have one of the above reasons to request FMLA benefits. For illnesses or emergency situations, contact the specialist as soon as practical. When the need is foreseeable, the employee should provide at least 30-days prior notice.
Sick Leave Bank
What is the Sick Leave Bank?
The Sick Leave Bank is a way to provide financial protection to a member who has experienced a loss of salary due to a serious medical condition that prevents him/her from performing the duties of their job. Licensed and APT employees should refer to the current year Memorandum of Understanding and classified staff should refer to the Classified Staff Personnel Handbook for details about membership and opt out deadlines. Both of these resources are available on the district website.
Who is eligible for Sick Leave Bank benefits?
Unless an employee opted out of the Sick Leave Bank by the deadline each school year, he/she is a member of the Sick Leave Bank and may apply for Sick Leave Bank benefits when needed for a serious personal illness, surgery, or pregnancy. Licensed and APT staff members receive time from the Thompson Education Association Sick Leave Bank. Classified staff members receive time from the Classified Sick Leave Bank.
How do Sick Leave benefits work?
Employees complete an application which is reviewed by the Sick Leave Bank committee. Time is awarded to eligible employees according to their medical need and district policies.
When and how do I request Sick Leave Bank benefits?
Employees with a serious personal illness, surgery, or pregnancy should contact the HR Benefits & Leave Specialist (hr.leave@tsd.org or 970-613-5774) to ask about Sick Leave Bank benefits. A supervisor who knows of an employee with such a need should also call. An application and Sick Leave Bank guidelines will be sent to the employee. A section of the application must be completed by the employee’s physician. The application is returned to the Benefits & Leave Specialist, who sends it to the appropriate Sick Leave Bank and Payroll.
What’s the difference between Sick Leave Bank and Donate-A-Day?
Sick Leave Bank awards time to employees with a personal illness, surgery, or pregnancy. Donate-A-Day awards time to an employee who is caring for a seriously ill family member.
Donate a Day
What is Donate- A-Day?
Donate-A-Day is a way to help employees who need additional hours beyond their available leave time to care for a seriously ill member of their immediate family.
Who is eligible for Donate-A-Day benefits?
An employee who has used all of his/her individual annual and accrued leave time may apply for Donate-A-Day.
When and how do I request Donate-A-Day benefits?
An employee who has a need to care for an immediate family member who is seriously ill and believes he/she may be out of paid leave should contact the HR Benefits & Leave Specialist (hr.leave@tsd.org or 970-613-5774) to ask about Donate-A-Day benefits. (A supervisor who knows of an employee with such a need should also call.) An application, including a collection sheet and instructions, will be sent to the employee. A section of the application must be completed by the ill family member’s physician. The application form is returned to the HR Benefits & Leave Specialist, who then sends it to the appropriate Sick Leave Bank and Payroll. Collecting donated time is the responsibility of the employee or their designee.
How do Donate-A-Day benefits work?
Teachers, administrators and exempt staff should refer to Appendix I in the Memorandum of Understanding for the current school year. Classified staff should refer to the Classified Staff Personnel Handbook. Both resources are available on the district website. The application is reviewed by the Sick Leave Bank Committee. Employees are awarded paid leave based on the donated days submitted on the collection form to Payroll by their monthly deadline.
How can I donate time to a co-worker in need?
In order to donate time to a co-worker who is caring for a seriously ill family member, they must have applied for Donate-A-Day benefits. Employees who wish to donate time must have current annual leave time available and may donate up to two days (per their FTE) per school year. Contact the HR Benefits & Leave Specialist or the employee to find out if he/she has applied and whether he/she, or a designee, will be collecting Donate-A-Day time. To donate, sign the collection form and the time will be subtracted on your paystub. Any donated time submitted to Payroll that exceeds the need of the employee goes back to the Sick Leave Bank.
What’s the difference between Donate-A-Day and Sick Leave Bank?
Donate-A-Day awards time to an employee who is caring for a seriously ill family member. Sick Leave Bank awards time to employees with a personal illness, surgery, or pregnancy.
If you need assistance with any of the above information, please contact one of the staff members listed below:
Priscilla Hernandez, HR Benefits and Leaves Specialist
priscilla.hernandez@tsd.org | 970.613.5774
Dorothy Barnhart, Director, Benefits and Risk Management
dorothy.barnhart@tsd.org | 970.613.5006