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VACATION TO SICK LEAVE DONATION #236 <br />#236 <br /> <br /> <br />Data Practices Notice to Employees: <br />Any employee who seeks sick leave donation has the responsibility to provide reasonable <br />medical documentation to show the need for sick leave donation. Compliance is voluntary; <br />however, failure to provide the required information will result in a denial of the request. All <br />information relating to the sick leave donation, including medical documentation, shall be <br />maintained in a separate file and shall be treated as confidential medical records with access <br />limited to those who need to be informed including, but not limited to, Directors/Supervisors, <br />City Administrator, and City legal counsel. If the sick leave donation is approved, the all-staff <br />request for donated sick leave hours will state the employee’s name and department. If the <br />employee chooses, they may authorize the administrative services director to state the nature <br />of the illness or injury in the request. Employees may also request that the sick leave donation <br />request is sent only to that employee’s department. The employee acknowledges and agrees <br />that the city is unable to control any discussion by the employee with their co-workers about <br />the medical or personal information that caused the employee to request a leave donation. <br /> <br />Procedures for Donating Vacation Leave Hours: <br />Employees may transfer their Vacation leave hours to another employee under the following conditions: <br /> <br />1. Employees requesting to donate vacation leave hours to a fellow employee shall fill <br />out a leave donation form and return it to the administrative services director. The <br />form will be kept in the employee’s personnel file. All donations are strictly voluntary <br />and confidential. <br />2. Only previously accrued vacation leave hours may be donated. Employees may not <br />donate if the donation will cause the balance of their vacation leave bank to be less <br />than 40 hours. <br />3. Before such transfer will be approved the proposed recipient of the transfer must have <br />used all their accrued or usable sick leave and all their compensatory time. <br />4. Such transfer shall be on an hour-for-hour basis with no relation to the actual earnings <br />of either the donor or the recipient. The donated hours used by an employee shall be <br />paid at the regular rate of pay of the employee in need. <br />5. The minimum donation from a donor is (1) hour of vacation leave and the maximum <br />donation is (40) hours of vacation leave. <br />6. When a transfer has been finalized following these rules and approved by the <br />administrative services director, the Finance Department will be notified and the <br />necessary accounting action shall be taken to reflect such transfer. <br />7. Donations will not be reversed. By signing and submitting a donation form the <br />employee is approving the finance department to remove the time from their vacation <br />leave bank. <br /> <br />Note: Leave eligibility will follow Minnesota State Law when applicable. No provisions of this policy, its <br />administration, or any decision on eligibility and distribution of donated leave shall be subject to any <br />problem resolution, grievance, arbitration or appeal procedure of any collective bargaining agreement or <br />otherwise.