Time Away
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Leaves of Absence
Sick Pay
AEP's commitment extends to times an employee cannot work because of illness or injury. Through the Sick Pay policy, the Company offers employees and their family the security of continuing income on a short-term basis. The coverage is available whether you become ill or are disabled and includes on-the-job injuries. The Company pays the entire cost of this important coverage.
Eligibility
Active, full-time employees of a Participating AEP System Company scheduled to work at least an average of 40 hours per week are eligible for coverage on the first day of employment. Employees are not eligible to participate if classified by AEP as a part-time employee, as a contractor, as a temporary employee, as a leased employee or as an employee under a collective bargaining agreement.
Absences due to illness or injury should be reported to the employee's supervisor or crew dispatcher as soon as possible. Absences from work for more than three consecutive business days, should be reported to the HR Recovery Center at 1-888-237-2363 (Option 3).
The table below outlines the maximum number of hours Sick Pay will continue as a percentage of the employee's base pay. The 100% Sick Pay limit is based on a rolling or consecutive 12 month look-back period. Sick Pay does not provide benefits if the employee becomes ill or injured while on vacation unless they are hospitalized; however, Sick Pay benefits may begin if the employee is still unable to work on their first scheduled day back.
Sick Pay Benefit Per Disability
Special rules apply to River Operations employees. Hours of sick pay payable at 100% as indicated in the table could be reduced if multiple illnesses, injuries or occurrences fall within 30 days.
The benefits, programs and policies described on this site have not been updated to reflect (a) how AEP will handle leaves of absence and paid time off for employees of participating AEP System Companies who are working in California, Illinois, (b) Washington (state) (who may be eligible for a separate Short Term Disability Plan adopted by the Company for employees in that State), or (c) changes in applicable law taking effect after October 1, 2024.
Paid Maternity Leave
AEP's Paid Maternity Leave provides for a standard paid leave period of six weeks of pay for childbirth and recovery immediately thereafter; this benefit stands independent of AEP's Sick Pay. While on maternity leave, employees receive 100% of their pay, up to a maximum of six weeks (240 hours). Paid maternity leave is limited to once every rolling 12 months. FMLA (Family Medical Leave Act) provisions will run concurrent with the use of paid maternity leave. Paid maternity leave is available to full-time employees actively at work at the time of birth/adoption, and at the time leave is requested and taken.
Paid Parental Leave
The Parental Leave Program offers six weeks (240 hours) of paid time off within a "rolling" 12-month period (approximately one year) to eligible fathers, mothers, domestic partners, and adoptive parents who wish to take time off to care for a newborn or newly adopted child or provide support for their family following birth or adoption. While on Paid Parental Leave, employees will receive 100% of their pay, up to a maximum of six weeks (240 hours). Paid Parental Leave is limited to once every rolling 12 months. FMLA will run concurrent with the use of Paid Parental Leave. Paid Parental Leave is available to full-time employees actively at work at the time of birth/adoption, and at the time leave is requested and taken.
Bereavement Leave
If you are a regular, probationary, or part-time employee, you may have up to a maximum of three regular scheduled days off without loss in regular straight time pay for bereavement and services for the death of an immediate family member.
You may have up to one day of paid time off on the day of the funeral to:
- Attend services for the death of additional family members.
- Serve as a pallbearer for a deceased active or retired employee.
- Attend funeral services for a member of military unit.
The provisions of this section covering absences for bereavement and services apply within the time limits of scheduled vacation or personal days off, but do not apply when you are off duty due to illness, injury or other reasons.
An employee may request approval for additional time off as vacation or personal time. If no vacation or personal time is available for the requested additional time off, the supervisor may approve time off without pay.
For employees covered under a collective bargaining agreement which defines eligibility for bereavement leave, the terms of the agreement will apply.
Military Service Leave
Regular, probationary and part-time employees entering military service will be given a military leave of absence and have certain rights concerning re-employment at the termination of the military service term in accordance with applicable federal and state laws.
Family and Medical Leave Act (FMLA)
Any employee of AEP who has at least 12 months of service and has worked at 1250 hours during the previous 12 months is eligible to receive up to 12 weeks of unpaid leave in a "rolling" 12-month period for one or more of the following reasons:
- The birth or placement of a child for adoption or foster care (must conclude within 12 months of the birth or placement),
- To care for an immediate family member (spouse, domestic partner, child, child of a domestic partner, or parent) with a serious health condition,
- Employee's own serious health condition, or
- Qualifying military exigency (involving a covered military member serving in the National Guard or reserves.
For questions on any of these leaves of absence, please contact the Integrated Disability Recovery Center at 1-888-237-2363 (Option 3) or email recoveryrehabcenter@aep.com.
Long-Term Disability
AEP provides a Long-Term Disability (LTD) benefit that replaces 60% of their base wages in the event of long-term illness or injury.
How the Benefit Works
If you are a full-time employee and are disabled for 1,040 hours (approximately 26 weeks) or longer, you can receive up to 60% of your base pay through the LTD Plan. LTD Plan benefit payments can continue for as long as you remain disabled, but usually not beyond age 65. If you are age 62 or older when you become disabled, your maximum benefit period may continue beyond age 65. You must meet the Plan’s definition of disability to receive LTD Plan benefits. If you are unable to perform the duties of your occupation with AEP, you may receive benefits for up to 24 months from the date of your disability. If you are unable to perform the duties of any occupation for which you are qualified due to education, training and experience, your benefits may continue, but not beyond the maximum benefit period.
Long-Term Disability Buy-up
In addition to AEP’s company-paid Long-Term Disability (LTD) benefit that replaces 60% of their wages in the event of long-term illness or injury, eligible participants can purchase an additional 10% LTD Buy-up benefit.
How the Benefit Works
Full-time employees that are disabled for 1,040 hours (approximately 26 weeks) or longer, may be eligible to receive up to 60% of their base pay through the LTD Plan. LTD benefit payments may continue up to age 65, if the employee remains disabled. If the employee is age 62 or older at the time of disability, the maximum benefit period may continue beyond age 65. The Plan's definition of disability must be met in order to receive LTD benefits. If an employee is unable to perform the duties of their occupation with AEP, they may receive benefits for up to 24 months from their date of disability. If unable to perform the duties of any occupation for which they are qualified, benefits may continue, but not beyond the maximum benefit period.
The combined company-provided benefit and Supplemental Buy-up will provide a total replacement of 70% of the base monthly pay (subject to other income offsets) in the event of an eligible disability.
The cost for the Supplemental Buy-up is based on age and base monthly pay (per the table below) and is paid through before-tax payroll deduction.
Example: (assuming a $75,000 annual base salary)
Since the cost to the employee is a percentage of base monthly pay, as an employee’s base pay changes, the cost of the LTD buy-up will also change to reflect the increase (or decrease) in base pay. Each year, costs will reflect changes in age and base pay.
Pre-Existing Conditions
If you enroll in coverage when first eligible and you have already satisfied the base benefit’s pre-existing condition requirements, a separate pre-existing condition period will not apply. If you do not enroll in coverage when first eligible, the pre-existing condition clause will be in effect; therefore, benefits will not be paid for any illness or injury for which you received medical treatment, consultation, care or services, including diagnostic measures, or took prescribed drugs or medicines, or followed a treatment recommendation in the three months just prior to your effective date of coverage for the buy-up benefit, and which, directly or indirectly, causes you to become disabled during the first 12 months after the effective date of coverage for the buy-up benefit.
Effective Date of Coverage
LTD buy-up coverage will take effect the following January 1 for employees who elect the coverage during Annual Enrollment. Coverage for new hire employees who make the election is effective on date of hire.
Actively at Work
Benefits will not become payable while that coverage is in effect unless and until you become actively at work on or after that effective date of coverage. You are considered to be actively at work for this purpose when you report for duty at your usual worksite or other worksite and your is able to perform work for regularly scheduled hours, during a regular work week and on a regular full-time basis, and if you are not absent from work due to sickness, injury, medical leave of absence, LTD or any other paid or unpaid leave of absence.
Vacation
Active Employees
Vacation allowances are not cumulative and must be taken during the calendar year in which they are awarded.
*Employees hired on or before the 15th of the month will receive vacation service credit for that month.
Vacation Carryover
You may carry over a portion of your annual vacation allowance from year to year.
The carryover hours can be taken whenever you wish, subject to supervisory approval. If you leave AEP, you will be paid for any unused vacation allowance for which you are eligible for on your date of termination. In the event of your death, your estate will be paid for any unused vacation hours that you were eligible for on the date of your death.
Note: Vessel employees receive vacation pay in lieu of time off pursuant to local company policy and/or the USWA Collective Bargaining Agreement.
New Hires
New employees can refer to the table below for the amount of vacation allowance, in hours, that will be earned each month. Earned vacation will be awarded in the following month. (For example, if you are hired in March, the vacation earned for that month will be awarded in April.)
You must be actively working in the new calendar year to be awarded your vacation allowance for that calendar year. If you are absent on the first working day of the new calendar year, your vacation allowance will not be awarded until you return to work. Refer to the annual vacation allowance table for more details.
Personal Days Off (PDO)
Eligibility: Part-time employees do not receive a personal days off allowance. In addition, Vessel employees and those employees working a schedule other than 40 hours (Monday–Friday) are not eligible for paid personal days off.
New full-time employees will be awarded paid personal time off based on the hire/rehire date (see chart below). Each year thereafter, employees will be awarded 24 hours of paid personal time off for the current calendar year. If you are absent the first working day of the new year, you will not be awarded personal days off until you return to work.
If you terminate employment for any reason before using your personal days off allowance, you will forfeit such days off and no compensation will be paid in lieu of them.
Vacation Donation
Through the Vacation Donation process, employees can voluntarily and anonymously donate vacation hours to co-workers who are facing a medical emergency and are in critical need of time off from work. Donations can occur when an employee has a need for additional paid leave because they have exhausted all their allotted personal days and vacation and would otherwise be placed on an unpaid leave of absence.
Employees may donate up to half of their annual vacation allowance. Carryover vacation hours cannot be donated. Donated vacation must be for at least 4 hours and must be donated in whole hours. In the case of multiple donations, donated vacation will be allocated to the recipient based on the donation date. Donated vacation will remain in the donor's vacation bank until needed.
As a donor, there's no financial impact on you since you are donating hours only, not their equivalent dollar value. Likewise, you cannot deduct the dollar value of any donated vacation from your taxes.
Eligible employees can receive up to a maximum of 12 weeks of donated vacation in a "rolling" 12-month period. For example, if an employee used 12 weeks of donated vacation from June 1 through August 31, they would have to wait until the following September before being able to take additional donated vacation leave for a qualifying reason.
Contact your immediate supervisor the Employee Service Center at 1-888-237-2363 (Option 5) or email HR@aep.com for more information if you wish to donate or request donated vacation.
As a requestor, you'll need to submit a Vacation Donation Request along with any required medical verification or other substantiation required. The time you request and use under the Vacation Donation Program is considered compensation and, therefore, taxable income. Denied requests are not subject to grievance or appeal. Unused donated vacation time is not eligible for payout upon your retirement, death, or termination of employment.
Vacation Purchase
The Vacation Purchase program allows most full-time employees to purchase up to an additional 40 hours of vacation time, in addition to the time AEP awards you on an annual basis. If you choose not to use all your purchased vacation hours, you can elect to be reimbursed for your unused hours at the end of the year.
- Vacation Purchase can only be elected during the annual enrollment period.
- Your cost will be determined by your base hourly rate of pay in effect January 1st and deducted from your first two paychecks of each month on a pre-tax basis.
- Any increases or decreases in your rate of pay during the calendar year will not affect your Vacation Purchase deduction amount for that year.
- When you take your Purchased Vacation, you will be paid for that vacation at your rate of pay in effect at that time, and the amount paid will be taxable to you.
- If you choose to receive a reimbursement for unused purchase vacation hours in December, you will be paid at the rate it was purchased, not your current hourly rate.
- Due to IRS regulations, you must use all your personal days off (PDOs) and AEP-provided vacation, including any carryover vacation before you can use Purchased Vacation hours.
- Any Vacation Purchase hours not used by December 31st will be forfeited.
- You'll receive an email in late November with instructions on how to submit a refund request via HR Now. You may request a refund of some or all your remaining purchased vacation time.
Employees who transition from full-time to part-time employment during the year will be refunded remaining purchased vacation hours and no additional deductions will be taken.
New hires, part-time employees, temporary employees, co-op students, and interns are not eligible to participate. Union-represented employees are only eligible if their union has chosen to participate.
Questions? Contact the Employee Service Center at 1-888-237-2363 (Option 5) or email HR@aep.com.
Holidays
The following days are recognized as paid holidays for 2025:
- New Year’s Day: Monday, January 1
- Good Friday*: Friday, April 18
- Memorial Day: Monday, May 26
- Independence Day: Friday, July 4
- Labor Day: Monday, September 1
- Thanksgiving Day: Thursday, November 27
- Day after Thanksgiving Day: Friday, November 28
- Christmas Day: Thursday, December 25
- Day After Christmas Day**: Friday, December 26
Eligibility
Employees must have worked or have received paid leave (e.g., vacation, Personal Day Off, etc.) on the regularly scheduled workday immediately preceding and immediately following a holiday, with the exception of employees whose last day of employment prior to retirement is the regularly scheduled workday immediately preceding a holiday. For employees who are out sick on the regularly scheduled workday immediately preceding or immediately following a holiday, the holiday will be coded as sick time for time reporting.
If the above holidays or personal days conflict with a labor agreement or with local arrangements, that agreement/arrangement will apply. The option to choose a multicultural holiday in lieu of Good Friday is not available to employees represented by a union that has not accepted the multicultural holiday.
*Employees may choose to observe a multicultural holiday in lieu of Good Friday to take time off for religious observances, personal or cultural celebrations, or a federal holiday that AEP doesn't currently observe. The default option is Good Friday for employees that do not select an alternate multicultural holiday. Employees have the opportunity to make the election in December through HR Now, for the following year. Company facilities remain open during employee selected multicultural holidays, other than those reflected in the chart above.
**The day before Christmas is observed on the day upon which it falls with the following exceptions: When it falls on a Friday, it is observed on the preceding Thursday; when it falls on a Saturday or Sunday, it is observed on the preceding Friday; when it falls on a Wednesday, it is observed on Friday, December 26. When any holiday (except the day before Christmas) falls on Sunday, the following Monday is observed. However, those employees whose regular schedule includes Sunday, observe Sunday as the holiday. When any holiday falls on a Saturday, the preceding Friday is observed. However, those employees whose regular schedule includes Saturday, observe Saturday as the holiday.
This guide is not intended to be a Plan document, Summary Plan Description, or required notice with respect to any of the Plans mentioned. AEP reserves the right to modify, amend, suspend, or terminate the Plans at any time. Refer to the applicable Plan document if you have any questions relating to a specific Plan or benefit.