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Shared Leave

PER-4.19 January 2004 Shared Leave Policy

 ***** This policy was  revised by the Board of Trustees on June 10, 2010.*****    See Shared Leave Policy under Items of Interest.

I. POLICY AND/OR OBJECTIVE

The purpose of the Shared Leave Program is to provide additional paid leave to employees who have or are recovering from a serious health condition or who have immediate family members who have or are recovering from a serious health condition.

  

II PROCEDURES


  1. Donating Leave

    1. University employees may donate their accrued sick or annual leave to the Shared Leave Pool. These donations are voluntary and employees who donate leave will not receive payment of any kind for their donation.

    2. Provided they maintain a minimum balance after the donation, university employees may contribute sick or annual leave to the Shared Leave Pool as outlined in the table below.

      Employee Minimum Balance Maximum Contribution
      Full Time Employee (40 hour Work Week)
      80 Hours
      16 Hours
      Full Time Employee (37.5 hour Work Week)
      75 Hours
      15 Hours
      80% Employee (30 hour Work Week)
      60 Hours
      12 hours
      50% Employee (20 hour Work Week)
      40 Hours
      8 hours

    3. Leave donations may be made each pay period. An employee may make the donation by recording either VLS for donating sick leave and/or VLV for donating annual leave on a Record of Chargeable Absences form for monthly employees or a Bi-Weekly Time Report for bi-weekly employees and submitting it to their unit timekeeper who will send to the payroll office for data entry. Once the payroll office has entered the donation into the leave system, the employee's leave balance(s) will be debited and the Shared Leave Pool will be credited with the donation.

    4. Leave donations are to be made to the Shared Leave Pool. Leave may not be transferred directly from one employee to another.

    5. Employees who donate leave to the Shared Leave Pool may not rescind their donation later.

    6. New employees will be notified of the Shared Leave Program by the Human Resources Department during New Employee Orientation.

  2. Requesting Shared Leave

    1. To be eligible for Shared Leave, an employee must make application (or if incapacitated application may be made by a personal representative) to the Shared Leave Review Committee and meet the following criteria:

      1. Be in a staff position that is eligible to receive leave benefits;
      2. Have or be recovering from a serious health condition; and,
      3. Have exhausted all other paid leave or provide proof that all leave will be exhausted during term of condition.

      Shared leave may also be available for an employee who has exhausted all paid leave and is in need of Shared Leave to care for an immediate family member who has or is recovering from a serious health condition.


    2. The Application for Use of Shared Leave , the Employee Certification of Health Care Provider and the Family Member Certification of Health Care Provider are located on the Human Resources forms web site. These forms provide the following information:

      1. The name and employee identification number of the potential leave recipient;
      2. The reason(s) Shared Leave is needed including a brief description of the nature, severity, and number of Shared Leave hours needed; and,
      3. Certification from one or more physicians or other appropriate experts with respect to the serious health condition.

      Completed forms should be sent to the Human Resources Department for processing.

  3. The Shared Leave Review Committee

    1. Once an application for Shared Leave is received, it will be forwarded to the Shared Leave Review Committee for consideration. The Shared Leave Review Committee shall consists of:

      1. Three (3) staff members recommended by the staff senate and appointed by the vice president for human resources
      2. One (1) administrator appointed by the vice president for human resources;
      3. One (1) physician or nurse from the university community appointed by the vice president for human resources; and,
      4. A representative of the Human Resources Department appointed by the vice president for human resources will also serve as an ex officio member.

      Appointments to the Shared Leave Review Committee shall be for three (3) year terms. Initial appointments shall be for one year, two years, and three years.


    2. The Shared Leave Review Committee has four functions:

      1. Review application requests for Shared Leave in order to ensure applicants meet eligibility criteria;
      2. Allocate Shared Leave from the Shared Leave Pool;
      3. Resolve issues relating to the donation or use of shared leave; and
      4. Make other recommendations concerning requests as needed.

    3. To maintain privacy for the applicant for Shared Leave, Human Resources will de-identify the application prior to forwarding it to the Shared Leave Review Committee.

    4. The Shared Leave Review Committee may request additional information upon receipt of the application. Additionally, the Shared Leave Review Committee reserves the right to consider whether an applicant has a history of abusing accrued leave when making determinations as to the individual's eligibility for Shared Leave. However, in reviewing such data, the committee will be provided no information regarding the identity of the person requesting the Shared Leave.

    5. In approving requests for Shared Leave, the Shared Leave Review Committee is authorized to approve up to the maximum amounts of available leave as is indicated in the table below. If the Shared Leave Pool is insufficient to meet the needs of approved Shared Leave recipients, the amounts available for distribution shall be made on a pro-rated basis.

      Employee Appointment Maximum Extension Amount
      Full Time Employee (40 hour Work Week)
      160 Hours
      160 Hours
      Full Time Employee (37.5 hour Work Week)
      150 Hours
      150 Hours
      80% Employee (30 hour Work Week)
      120 Hours
      120 Hours
      50% Employee (20 hour Work Week)
      80 Hours
      80 Hours


    6. The Shared Leave Review Committee's decision, by majority vote, shall be binding. Decisions by the committee are not grievable.

    7. Employees may not receive salary continuation while on Shared Leave for amounts greater than they would have received while not on leave.

    8. Shared Leave is for the listed on the application for Shared Leave. Unused portions of the Shared Leave grant will revert to the Shared Leave Pool when the employee ceases to meet eligibility criteria.

  4. Shared Leave Usage

    Once Shared Leave is granted, employees should record their use of Shared Leave by using the code "VLU" --Shared Leave Share Usage on the Record of Chargeable Absences form for monthly employees or Bi-Weekly Time Report form for bi-weekly employees and provide the completed form to unit timekeepers who will submit to the payroll office for data entry.


III DEFINITIONS:

 

  1. De-Identified: Removal of information which would reveal the identity of the person making the request for shared leave.

  2. Immediate Family Member: For the purposes of this policy, a parent, spouse, son, or daughter as defined by the Family and Medical Leave Policy.

  3. Shared Leave Pool: A pool of leave hours donated by eligible employees that may be donated to other eligible employees.

  4. Serious Health Condition: For the purposes of this policy, a "serious health condition" will be consistent with the definition outlined in the Family and Medical Leave Policy.

 

 

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