#03 - Personnel Policy Update - Laserfiche WebLink

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VACATION TO SICK LEAVE DONATION #236 #236 The purpose of the vacation leave donation program is to allow employees to transfer vaction leave hours to another employee’s sick leave bank who has exhausted all their accrued sick leave and compensation time to use for medical leave or an unforeseen circumstance. This policy is not intended as a substitute for short-term or long-term disability coverage. This transfer occurs only upon the approval of the administrative services director. The Vacation Leave Donation Program serves as a short-term solution allowing employees to receive paid leave in the circumstances noted below: • Employee is unable to work because of a serious illness or injury. • Employee is required to provide care for a seriously ill or injured spouse, dependent child, or household member. Recipient Eligibility: An employee may apply for the Program if they meet an established set of criteria. The employee must: 1. Be on non-probationary status. 2. Be a full-time benefits eligible employee. 3. Have exhausted all paid leave or be reasonably close to exhausting such paid leave. Donations may not be used retroactively (i.e. for pay periods prior to receiving the donation.) 4. For an employee requesting sick leave donation due to their own medical condition, they must be approved for a leave of absence under the city’s Family Medical Leave (FMLA) policy. For an employee requesting sick leave donation to care for a seriously ill or injured spouse, dependent child, or household member, they must obtain and submit medical documentation that verifies that a serious illness or injury necessitates absence from work for a minimum of five days. This qualifying period does not have to be consecutive. 5. Expect to return to employment with the city upon the conclusion of leave. 6. An employee receiving or expecting to receive worker’s compensation, or short-term or long-term disability benefits is not eligible to receive donated time. 7. An employee may only receive leave donations once per calendar year and may not receive more than a total of 30 workdays (240 hours) of donated leave for any single event. Procedures for Requesting Sick leave Donation: 1. Employees, or a supervisor on behalf of the employee, may request sick leave donation through the Administrative Services Director. 2. Completed FMLA paperwork must be submitted to the administrative services director before the sick leave donation request will be approved. The forms must include the nature of the illness or injury and the expected date the employee will return to work. 3. The administrative services director will evaluate the sick leave donation request to determine eligibility. When such a request is received, the administrative services director may, if they approve the request, give notice to city employees of the donation request. 4. The recipient must sign a form agreeing to accept the donated hours. The recipient will be responsible for all applicable taxes on the dollar value paid for the donated hours.