Version 4.

Sibley Memorial Hospital Policy Number HURE-POL041

Human Resources
Effective Date 05/01/2023
Policies
Approval Date 05/01/2023

Subject Page 1 of 6
Paid Days Leave
Supersedes Date 03/30/2023

This document applies to the following Participating Organizations:

Grand Oaks Assisted Living Residence Renaissance Skilled Nursing Facility Sibley Memorial Hospital

Keywords: accrual, administrative leave, benefits, blood donation, change in status, days accrued, holidays, paid days leave, pay
period, PDL, retirement, sick leave, termination, time off, training, vacation

Table of Contents Page Number

I. PURPOSE 1
II. DEFINITION 1
III. ELIGIBILITY 1
IV. ACCRUAL: (For Employees hired before April 1, 2000) 2
V. ACCRUAL: (Revised for new employees hired as of April 1, 2000) 2
VI. ACCRUAL: (Revised for new employees hired as of March 1, 2009) 3
VII. ACRUAL MAXIMUM 4
VIII. PAYMENT FOR PAID DAYS LEAVE 4
IX. PAID DAYS LEAVE USE ON HOLIDAY 5
X. SICK LEAVE BANK 5
XI. ADMINISTRATIVE LEAVE 5
XII. DEPARTMENT CLOSURE 5
XIII. BLOOD DONATION ADMINISTRATIVE LEAVE 5
XIV. TRAINING LEAVE 5
XV. CHANGE IN STATUS 5
XVI. MULTIPLE DEPARTMENTS 6
XVII. UNPAID LEAVE 6
XVIII. APPROVAL 6

I. PURPOSE
To provide a system which provides payment for authorized time off.

II. DEFINITION
Leave: May be used for paid time off or accrued to be used in future years provided the maximum leave accrual limits are not
exceeded.

Paid Days Leave (PDL): Time which is accrued to provide payment for absence from work. PDL shall be utilized for
vacation, appointments, personal or family, illness, and hospital-observed holidays.

Sick Leave Bank: Sick leave which the employee accrued prior to December 1980 or which was transferred to the sick leave
bank since that time if subject to cash sick leave accrual exceeded 280 hours.

III. ELIGIBILITY
A. Regular full-time and regular part-time employees consistently scheduled to work at least 20 hours per week are eligible
to accrue PDL. Part-time employees who are regularly scheduled to work less than 20 hours per week, PRN employees
and temporary employees are not eligible.

©
Copyright 2023 by The Johns Hopkins Health System Corporation and/or The Johns Hopkins University
 Version 4.0

Sibley Memorial Hospital Policy Number HURE-POL041

Human Resources
Effective Date 05/01/2023
Policies
Approval Date 05/01/2023

Subject Page 2 of 6
Paid Days Leave
Supersedes Date 03/30/2023

B. Employees begin to accrue PDL beginning with their date of hire. Service as a non-benefits eligible
employee shall not count towards PDL accrual. Employees are not eligible to use PDL accrued during
their first 90 days of employment, except for the hospital-observed holidays. Only PDL hours which
have been accrued can be used. If employment is voluntarily or involuntarily terminated during
the initial orientation period, leave is forfeited.

IV. ACCRUAL: (For Employees hired before April 1, 2000)

A. Formula:
1. Employees accrue PDL based upon the number of years employed by Sibley Memorial Hospital.
2. Eligible employees accrue PDL on each regular paid hour as follows:
a. From date of hire through completion of one year continuous employment .1116 hour shall be credited for each
regular paid hour.
b. From the completion of one continuous year of employment to the completion of two continuous years of
employment .1231 hour shall be credited for each regular paid hour.
c. From the completion of two continuous years of employment through the completion of four continuous years
of employment .1308 hour shall be credited for each regular paid hour.
d. From the completion of four continuous years of employment to the completion of six continuous years of
employment .1347 hour shall be credited for each regular paid hour.
e. From the completion of six continuous years of employment through the completion of eight continuous years
of employment .1385 hour shall be credited for each regular paid hour.
f. From the completion of eight continuous years of employment through the completion of nine continuous years
of employment .1424 hour shall be credited for each regular paid hour.
g. From the completion of nine continuous years of employment to the completion of ten continuous years of
employment .1462 hour shall be credited for each regular paid hour.
h. From the completion of ten continuous years of employment and beyond .15 hour shall be credited for each
regular paid hour.
3. Days Accrued Per Year:
a. 1st year of employment - 29 days
b. 2nd year of employment - 32 days
c. 3rd-4th year of employment - 34 days
d. 5th-6th year of employment - 35 days
e. 7th - 8th year of employment - 36 days
f. 9th year of employment - 37 days
g. 10th year of employment - 38 days
h. 11th year of employment - 39 days

V. ACCRUAL: (Revised for new employees hired as of April 1, 2000)

A. Formula:
1. Employees accrue PDL based upon the number of years employed by Sibley Memorial Hospital.
2. Eligible employees accrue PDL on each regular paid hour as follows:
a. From date of hire through completion of one year of continuous employment, .1060 hour shall be credited for
each regular paid hour.
b. From the completion of one continuous year of employment to the completion of two continuous years of
employment, .1170 hour shall be credited for each regular paid hour.

©
Copyright 2023 by The Johns Hopkins Health System Corporation and/or The Johns Hopkins University
 Version 4.0

Sibley Memorial Hospital Policy Number HURE-POL041

Human Resources
Effective Date 05/01/2023
Policies
Approval Date 05/01/2023

Subject Page 3 of 6
Paid Days Leave
Supersedes Date 03/30/2023

c. From the completion of two continuous years of employment through the completion of three continuous years
of employment, .1244 hour shall be credited for each regular paid hour.
d. From the completion of three continuous years of employment through the completion of six continuous years
of employment, .1280 hour shall be credited for each regular paid hour.
e. From the completion of six continuous years of employment through the completion of eight continuous years
of employment, .1315 hour shall be credited for each regular paid hour.
f. From the completion of eight continuous years of employment through the completion of nine continuous years
of employment, .1353 hour shall be credited for each regular paid hour.
g. From the completion of nine continuous years of employment through the completion of ten continuous years
of employment, .1389 hour shall be credited for each regular paid hour.
h. From the completion of ten continuous years of employment and beyond, .1425 hour shall be credited for each
regular paid hour.
B. Days Accrued Per Year:
1. The formula for accruing leave per benefit paid hour is the controlling factor for calculation accrual. Based on the
formula a full-time employee can earn the following number of PDL per pay period:
a. 1st year of employment - 27.5 days
b. 2nd year of employment - 30.5 days
c. 3rd-4th year of employment - 32.5 days
d. 5th-6th year of employment - 33 days
e. 7th - 8th year of employment - 34 days
f. 9th year of employment - 35 days
g. 10th year of employment - 36 days
h. 11th year of employment - 37 days
C. Benefit Hours Per Pay Period:
1. The controlling factor for actual accrual of PDL per pay period will be the paid hours or furloughed hours up to a
maximum of 80 hours per pay period. The accrual rate is credited to the employee's leave account per pay period
based on paid or furloughed hours which qualify for leave accrual.
2. Hours accrued by part-time employees who earn leave are prorated.
(Hours paid in pay period X Accrual Rate) / 80 hours
Regular part-time employees will not accrue leave in a pay period where less than 40 hours are paid.
3. Benefit Hours Per Pay Period:
D. PDL Account:
1. Effective December 23, 1989, unused accrued leave up to 240 hours of annual leave and up to 280 hours of subject
to cash sick leave will be transferred to the PDL account.
2. The total number of hours an employee may accrue in their PDL account is 380. When the employee's balance
reaches 380 hours, accrual of additional hours will not be possible until the accrued balance is reduced.

VI. ACCRUAL: (Revised for new employees hired as of March 1, 2009)

A. Formula: (revised for new employees hired as of March 1, 2009)
1. Employees accrue PDL based upon the number of years employed by Sibley Memorial Hospital.
2. Eligible employees accrue PDL on each regular paid hour as follows:
a. from the date of hire through completion of one year of continuous employment, .1000 hour shall be credited
for each regular hour.
b. from the completion of one continuous year of employment to the completion of two continuous years of
employment, .1170 hours shall be credited for each regular paid hour.
c. from the completion of two continuous years of employment through the completion of three continuous years
of employment, .1244 hour shall be credited for each regular paid hour.

©
Copyright 2023 by The Johns Hopkins Health System Corporation and/or The Johns Hopkins University
 Version 4.0

Sibley Memorial Hospital Policy Number HURE-POL041

Human Resources
Effective Date 05/01/2023
Policies
Approval Date 05/01/2023

Subject Page 4 of 6
Paid Days Leave
Supersedes Date 03/30/2023

d. from the completion of three continuous years of employment through the completion of six continuous years
of employment, .1280 hour shall be credited for each regular paid hour.
e. from the completion of six continuous years of employment through the completion of eight continuous years
of employment, .1315 hour shall be credited for each regular paid hour.
f. from the completion of eight continuous years of employment through the completion of nine continuous years
of employment, 1353 hour shall be credited for each regular paid hour.
g. from the completion of nine continuous years of employment through the completion of ten continuous years of
employment, .1389 hour shall be credited for each regular paid hour.
h. from the completion of ten continuous years of employment and beyond, .1425 hour shall be credited for each
regular paid hour.
B. Days accrued per year:
1. The formula for accruing leave per benefit paid hour is the controlling factor for calculation accrual. Based on the
formula, a full-time employee can earn the following number of PDL per pay period:
a. 1st year of employment - 26 days
b. 2nd year of employment - 30.5 days
c. 3rd-4th year of employment - 32.5 days
d. 5th-6th year of employment - 33 days
e. 7th - 8th year of employment - 34 days
f. 9th year of employment - 35 days
g. 10th year of employment - 36 days
h. 11th year of employment - 37 days
C. Benefit Hours Per Pay Period:
1. The controlling factor for actual accrual of PDL per pay period will be the paid hours or furloughed hours up to a
maximum of 80 hours per pay period. The accrual rate is credited to the employee’s leave account per pay period
based on paid or furloughed hours which qualify for leave accrual.
2. Hours accrued by part-time employees who can earn leave are prorated. (Hours paid in pay period x accrual rate)/80
hours
Regular part-time employees will accrue leave in a pay period where fewer than 40 hours are paid.

VII. ACRUAL MAXIMUM

1. A. PDL may be accrued to the maximum one (1) time the amount the employee earns annually. Any PDL in excess
of the one (1) time will be paid out at the end of the calendar year, in 2022. Effective 1/1/2023, an employee whose
PDL balance reaches the maximum accrual hours will not accrue additional PDL hours until time off is taken to
reduce the accrual balance to less than the allowed maximum annual hours. Any employee who has completed their
probationary period will be paid for all accumulated and unused PDL hours at 50%.

VIII. PAYMENT FOR PAID DAYS LEAVE

A. During the first 90 days of employment, employees are not eligible to draw on paid days leave except for the hospital-
observed holidays provided the employee has accrued PDL.
B. Time off is to be scheduled in advance through the supervisor and/or department head utilizing the leave request form.
C. Any employee requesting unscheduled PDL for personal or health reasons shall inform his/her immediate supervisor and/
or department head as soon as possible, stating the cause of the absence. Failure to do so within the time frame stipulated
as necessary to adequately cover the shift may be cause for denial of paid days.
D. PDL, if less than a whole hour, is charged in tenth of an hour increments. (1/10)
E. The combination of worked hours and PDL hours in a 40-hour work week (pay week) may not exceed the total
budgeted hours (FTE) for the employee using the leave.

©
Copyright 2023 by The Johns Hopkins Health System Corporation and/or The Johns Hopkins University
 Version 4.0

Sibley Memorial Hospital Policy Number HURE-POL041

Human Resources
Effective Date 05/01/2023
Policies
Approval Date 05/01/2023

Subject Page 5 of 6
Paid Days Leave
Supersedes Date 03/30/2023

IX. PAID DAYS LEAVE USE ON HOLIDAY

A. Employees who work in departments/units that are closed on the seven (7) hospital-observed holidays or whose services
are not required on that day are required to use accrued PDL for that day. For example, employees who regularly work a
12-hour shift on a unit that closes will use 12 hours of PDL; those who work an 8-hour shift will use 8 hours of PDL, etc.
B. A supervisor and/or department head may deny use of PDL to an employee who calls out the day before or the day after a
holiday in which PDL was used.

X. SICK LEAVE BANK

A. An employee with more than one-tenth (.1) hour of earned sick leave not subject to cash payment accrued prior to the
implementation (January 1, 1990) of paid days leave will retain this sick leave in a separate sick leave bank which may be
used for personal health needs with the following restrictions:
1. Employees shall be required to take the first 40 hours needed for personal health reasons in any hospital calendar
year from their PDL before becoming eligible to draw on their sick leave bank. If an employee becomes ill and
the period of illness is continuous from the end of calendar year into the beginning of the next calendar year, the
employee shall remain eligible to draw from their sick leave bank providing eligibility has been established as stated
above. If an employee does not have the required number of hours in their PDL account; any accrued PDL must be
used prior to using hours from their sick leave bank.
2. Employees who are absent more than 40 hours for illness in a calendar year may request to use leave available in
their sick leave bank but have the option of choosing to use their available PDL for the absences.

XI. ADMINISTRATIVE LEAVE

Administrative leave will not be given to staff who receive overtime at time and one half or straight time unless specific
announcements are made to provide administrative leave for a unique situation. Only exempt staff who receive no overtime
compensation will be eligible. All administrative leave must be approved in advance by the department head. Administrative
leave exceeding one day must be approved in advance by the Vice President for Human Resources for the National Capital
Region.

XII. DEPARTMENT CLOSURE

Administration reserves the right to close departments based on business needs. Employees are required to use accrued PDL if
their departments are closed.

XIII. BLOOD DONATION ADMINISTRATIVE LEAVE

Blood donation administrative leave is leave granted at the rate of two (2) hours for each unit of blood donated to the American
Red Cross Blood Drive at Sibley Memorial Hospital. This leave must be taken in two-hour increments. If it is not used within
three months of the date it is earned, it will be forfeited, unless, because of staffing requirements, an extension is granted by the
department head. Employees may receive up to 12 hours of blood donation administrative leave per year.

XIV. TRAINING LEAVE

Training leave provides paid time for employees to attend specialized technical training required for the job, seminars,
conventions, workshops and other continuing education which will enhance job performance or update knowledge useful for
the employee to perform his/her job. Training instructs employees how to perform specific tasks or responsibilities that are a
part of their current job as opposed to providing knowledge or theory which can be used to perform a job better.

XV. CHANGE IN STATUS

A. Transfers
1. All accumulated PDL shall be transferred with the employee.
B. Reduction of Hours

©
Copyright 2023 by The Johns Hopkins Health System Corporation and/or The Johns Hopkins University
 Version 4.0

Sibley Memorial Hospital Policy Number HURE-POL041

Human Resources
Effective Date 05/01/2023
Policies
Approval Date 05/01/2023

Subject Page 6 of 6
Paid Days Leave
Supersedes Date 03/30/2023

1. Employees changing status to PRN or less than 20 hours per week shall be paid for all accumulated and unused PDL
hours at 50%.
C. Termination
1. Upon termination, an employee who has completed the initial orientation period shall be paid for accumulated PDL
at 50%.
2. Employees terminating during their initial orientation period forfeit all accrued PDL.
D. Retirement
1. Upon retirement, an employee shall be paid for accumulated PDL at 50%.

XVI. MULTIPLE DEPARTMENTS

Benefit eligible employees working in multiple departments will have their combined PDL balances capped at 380 hours.

XVII. UNPAID LEAVE

Unpaid leave requests will not be granted when a benefits eligible employee has a PDL balance unless the request is for
approved FML.

XVIII. APPROVAL
Electronic Signature(s) Date
Frederick Owusu 05/01/2023
Executive Director of Human Resources

©
Copyright 2023 by The Johns Hopkins Health System Corporation and/or The Johns Hopkins University