(A)       Policy statement. It is the university's policy to permit classified and unclassified administrative and professional employees to contribute earned sick and vacation leave to other employees who are without sufficient paid leave to provide continued income during an extended illness, injury or other warranted medical condition.

(B)       Eligibility. All full- and part-time classified and unclassified administrative and professional employees with appointment are eligible to contribute paid leave or receive donated leave, so long as they meet the specific criteria established below.

(C)       Donation of leave to another employee. An employee may donate accrued hours of sick or vacation leave to another employee.

(1)       Sick leave. In order to donate earned sick leave to another employee, an employee must have an accrued balance of greater than 30 days (240 hours). Employees may contribute up to one-half of their accrued sick leave above 240 hours in any 12-month period.

(2)       Vacation leave. An employee may contribute any amount of earned vacation leave to another employee.

(D)       Use of leave donated by another employee. An eligible employee can receive and use a maximum of six months of donated leave from other employees for each approved disability. In order to be eligible to receive leave donated by another employee, an individual must meet the following criteria:

(1)       Have a documented medical condition that warrants absence from work for an extended period of two weeks or more, as provided for under administrative policy 3342-6-11.3.

(2)       Have no remaining accrued sick or vacation leave.

(3)       Have completed their probationary period, where appropriate.

(E)       Procedures.

(1)       Application to receive donated leave. An employee who is absent from work due to a medically documented disability and who has exhausted all accrued sick and vacation leave may apply to receive donated leave using the following procedure:

(a)       The employee must follow the normal procedure of completing a leave of absence form, specifying a reason consistent with (D) (1) above. The form must be approved by the immediate supervisor and submitted to the benefits office.

(b)       The employee must voluntarily communicate in writing to the manager of university benefits their willingness to accept donated leave time. This acceptance will authorize the benefits office to include the employee's name on a list of employees in need of donated leave. It is strongly recommended that the employee provide an estimate of the duration of the period for which donated leave is needed.

(2)       The benefits office will maintain a posting accessible to all employees of those individuals who have requested leave donation.

(a)       The list will contain the employee's name, title, department and estimated leave needed. Absolutely no medical information will be shared by any university representative.

(b)       The manager of university benefits will work with the requesting employee's supervisor to determine an appropriate means of communicating with the employee's co-workers and associates

(3)       Donation of leave to requesting employee. Employees who wish to donate leave and meet guidelines established in (C) above should complete a paid leave donation form and submit it to the benefits office.

Effective: June 1, 2007
Prior Effective Dates: September 1, 2003