Short-Term Income Replacement Program (STIR) for Exempt Staff

Effective Date: January 1, 2017
Applies to Exempt Staff

Related Policies:

Incidental Days
Family and Medical Leave Act
Vacation Policy
Workers’ Compensation

Policy

The University offers short-term income replacement (STIR) pay to provide continued income when an exempt staff’s personal illness necessitates an extended absence from work. Paid family illness days are also provided in the event of an illness or appointment of an immediate family member.

Eligibility

Regular exempt staff members are immediately eligible for the Short-Term Income Replacement Program.

Pay and Benefit Provisions

Following the first day of absence, there is a one calendar week waiting period before STIR payments begin. Regular pay will continue during the waiting period.

The STIR benefit pays 100% of regular pay minus all regular deductions for a period of disability as defined by the health care provider, up to a maximum of 26 weeks over a rolling 12 month period. Any compensation for additional work is excluded (e.g. overload jobs, lump sum payments, instructing academic courses).

The Internal Revenue Code, section 129, does not allow participating in the Dependent Care FSA while on medical leave. Dependent Care expenses incurred during a medical leave are not eligible for reimbursement. Since your Dependent Care status has changed as a result of medical leave, you may elect to change your election for the balance of the year.

Personal Illness

Time may be taken for the exempt staff’s absence due to personal illness or injury or due to personal medical or dental appointments which cannot be scheduled except during working hours. Regular pay will continue during these absences. Absences of four days or longer require a physician’s statement upon return to work and may qualify under FMLA. The supervisor may request a physician’s statement for absences of less than four days, if circumstances warrant.

Family Illness/Personal Days

Paid leave benefits are also provided in the event of an illness or appointments of an immediate family member or to conduct personal business.

Up to ten (10) days per calendar year may be used for the illness or medical/dental appointments of a spouse, child/stepchild, or parent. Up to two (2) of the ten days may be used for personal business. It is at the discretion of the exempt staff member how the 10 days are utilized.

For purposes of this policy, a child or stepchild is any child under the age of 18 or a child 18 or older who has a permanent or temporary health condition that requires assistance with activities of daily living.

Personal days should be submitted and be pre-arranged with their supervisor.

Coordination with Other Leave Programs

FMLA: STIR runs concurrent with an approved leave under the Family Medical Leave Act.

Workers’ Compensation: time off for a work-related injury is not eligible for reimbursement under the STIR program.

Procedures – Reporting and Recording Absences

Exempt staff should report absences under this policy to their supervisor whether for personal illness, family illness, or personal days. Advance notice of absence is expected whenever possible, in particular when requesting personal days.

York administers the University’s Short-Term Income Replacement program, sometimes referring to it as Short-Term Disability Leave. Staff must contact York if they believe they qualify for a short-term leave due to their own current illness or injury or if they have a planned qualifying condition such as a scheduled surgery or birth of child. York coordinates STIR with Family Medical Leave (FML) when applicable.

A claim may be initiated through York by calling their toll-free number 888-436-9530 or online at https://timeoff.careworksabsence.com. York notifies the staff member, their supervisor and Human Resources of the status of all claims.

A record of exempt staff absences for STIR, personal illness, family illness or personal days are reported through the MyTimeOff tool.

Extended Medical Leave

Any medical leave beyond the duration of Short Term Income Replacement is considered an extended medical leave. Extended medical leave is only available for employees on leave due to their own serious health condition.

When an employee transitions to unpaid status, the department may post the employee’s position. Employees returning from unpaid status may not be guaranteed a position. However, they will be considered for any available position for which they are qualified at the time of release to return to work. An employee who is not released to return to work by a health care provider within one year from the beginning of any medical leave may be separated from the University.

Continuation of Benefits During an Extended Medical Leave

While on leave and for up to one year, certain employee benefits will continue.

Specifically,

  • Benefits funded in full by the University (including but not limited to base life insurance ($25,000), long-term disability insurance, and educational benefits) continue during this period.
  • The University subsidizes and the employee pays their regular share of the premium for their medical insurance. The employee continues to pay the full cost of supplemental and dependent life insurance and other applicable voluntary benefits. The employee will be offered COBRA for dental, vision and the Flexible Spending Account (for medical expenses), as applicable.

Once an employee is in unpaid status, applicable premiums costs are to be paid through automatic withdrawal. Employees are asked to sign a Promissory Note form and Authorization for Electronic Withdrawal form to authorize the University to withdraw the premium from the designated account no later than the fifth of the each month. Failure to make payment, sign the promissory note or discuss their situation, will result in termination of benefits by the University.

Returning to Work

You must provide a Return-to-Work/Work Release form to your supervisor at least 7 calendar days prior to your return to work. If you return to work under restriction(s), (example: reduced hours, schedule or physical limitations), confirmation from your supervisor is required to ensure the restrictions can be accommodated based. The expected duration of the restriction(s) must also be provided. Return-to-Work/Work Release forms may be required until full release for duty (example: no restrictions).

If your department is able to accommodate your work restriction(s) and disability benefits are approved through York, you may be returned to work under restrictions from your standard schedule and be paid a disabled and working benefit for a limited period of time, but no longer than 6 weeks.

Reduced Work Schedule: For Exempt staff, time off is recorded in full- or half-day increments. Upon York approval that the reduced schedule is medically supported, disability benefits will be paid for the time not worked for a limited period of time, but no longer than 6 weeks.

If your department is unable to accommodate your work restriction(s), you may be eligible for additional disability benefits. You may also be eligible for a reasonable accommodation under the American with Disabilities Act (ADA).

Additional Information

Definitions

Short-Term Income Replacement Pay: Pay in lieu of regular pay provided to eligible staff who are unable to work due to their own illness or injury that extends beyond one week.

Family Illness: Occasional days that exempt staff may use for illness of an immediate family member, two days of which may be used for personal business.

FMLA: Refers to the Family and Medical Leave Act, the federal law that provides job-protected unpaid time-off for eligible employees. See FMLA Policy.

Workers’ Compensation: reimbursement pay received from loss of income and/or cost of medical care due to a work-related injury or illness. See Workers’ Compensation Policy.

This policy is a brief description of important plan features. The Certificates of Coverage linked to this page provide all of the terms and conditions.