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70 12/2024 <br /> <br /> <br />#236 VACATION TO SICK LEAVE DONATION <br /> <br />The purpose of the vacation leave donation program is to allow employees to transfer vacation leave hours <br />to an employee’s sick leave bank who has exhausted all their accrued sick leave and compensation time to <br />use for medical leave or an unforeseen circumstance. This policy is not intended as a substitute for short- <br />term or long-term disability coverage. This transfer occurs only upon the approval of the administrative <br />services director. <br /> <br />The Vacation Leave Donation Program serves as a short-term solution allowing employees to receive <br />paid leave in the circumstances noted below: <br />• Employee is unable to work because of a serious illness or injury. <br />• Employee is required to provide care for a seriously ill or injured spouse, dependent child, or <br />household member. <br />• <br />ELIGIBILITY: <br />An employee may apply for the Program if they meet an established set of criteria. The employee must: <br /> <br />1. Be on non-probationary status. <br />2. Be a full-time benefits eligible employee. <br />3. Have exhausted all paid leave or be reasonably close to exhausting such paid leave. Donations may <br />not be used retroactively (i.e. for pay periods prior to receiving the donation.) <br />4. For an employee requesting sick leave donation due to their own medical condition, they must be <br />approved for a leave of absence under the city’s Family Medical Leave (FMLA) policy. For an employee <br />requesting sick leave donation to care for a seriously ill or injured spouse, dependent child, or household <br />member, they must obtain and submit medical documentation that verifies that a serious illness or injury <br />necessitates absence from work for a minimum of five days. This qualifying period does not have to be <br />consecutive. <br />5. Expect to return to employment with the city upon the conclusion of leave. <br />6. An employee receiving or expecting to receive worker’s compensation, or short-term or long-term <br />disability benefits is not eligible to receive donated time. <br />7. An employee may only receive leave donations once per calendar year and may not receive more <br />than a total of 30 workdays (240 hours) of donated leave for any single event. <br /> <br />PROCEDURE FOR REQUESTING SICK LEAVE: <br />1. Employees, or a supervisor on behalf of the employee, may request sick leave donation through the <br />Administrative Services Director. <br />2. Completed FMLA paperwork must be submitted to the administrative services director before the <br />sick leave donation request will be approved. The forms must include the nature of the illness or injury and <br />the expected date the employee will return to work. <br />3. The administrative services director will evaluate the sick leave donation request to determine <br />eligibility. When such a request is received, the administrative services director may, if they approve the <br />request, give notice to city employees of the donation request. <br />4. The recipient must sign a form agreeing to accept the donated hours. The recipient will be <br />responsible for all applicable taxes on the dollar value paid for the donated hours. <br />Formatted: Normal, Line spacing: single <br />Formatted: Normal, No bullets or numbering <br />Formatted: Normal, No bullets or numbering <br />Formatted: Normal, No bullets or numbering