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71 12/2024 <br /> <br /> <br />DATA PRACTICES NOTICE: <br />Any employee who seeks sick leave donation has the responsibility to provide reasonable medical <br />documentation to show the need for sick leave donation. Compliance is voluntary; however, failure to <br />provide the required information will result in a denial of the request. All information relating to the sick <br />leave donation, including medical documentation, shall be maintained in a separate file and shall be <br />treated as confidential medical records with access limited to those who need to be informed including, but <br />not limited to, Directors/Supervisors, City Administrator, and City legal counsel. If the sick leave donation is <br />approved, the all-staff request for donated sick leave hours will state the employee’s name and <br />department. If the employee chooses, they may authorize the administrative services director to state the <br />nature 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 that the city <br />is unable to control any discussion by the employee with their co-workers about the medical or personal <br />information that caused the employee to request a leave donation. <br /> <br />PROCEDURE FOR DONATING VACATION LEAVE: <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 an employee shall fill out a leave donation <br />form and return it to the administrative services director. The form will be kept in the employee’s personnel <br />file. All donations are strictly voluntary and confidential. <br />2. Only previously accrued vacation leave hours may be donated. Employees may not donate if the <br />donation will cause the balance of their vacation leave bank to be less than 40 hours. <br />3. Before such transfer will be approved the proposed recipient of the transfer must have used all <br />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 of either <br />the donor or the recipient. The donated hours used by an employee shall be paid at the regular rate of pay <br />of the employee in need. <br />5. The minimum donation from a donor is (1) hour of vacation leave and the maximum donation is <br />(40) hours of vacation leave. <br />6. When a transfer has been finalized following these rules and approved by the administrative <br />services director, the Finance Department will be notified, and the necessary accounting action shall be <br />taken to reflect such transfer. <br />7. Donations will not be reversed. By signing and submitting a donation form the employee is <br />approving the finance department to remove the time from their vacation 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. <br />Formatted: Normal, No bullets or numbering