55.07 - Shared Leave Application/Donation Procedures

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Last updated: July 1, 2016

A. General. The UI Shared Leave Program allows employees to donate annual leave hours into a general shared leave pool or directly to fellow employees suffering their own, a relative's or a household member's extraordinary or severe illness, injury, impairment, or physical or mental condition which has caused or is likely to cause the employee to take Personal Leave (leave without pay, FSH 3710 O) or to terminate employment. Employee donations fund the program so that income may continue for other employees who are experiencing a difficult period in their lives. Employees have the opportunity to target their donations to a specific co-worker or they may make their donations to the general pool. See FSH 3710 L for shared leave eligibility and requirements.

B. Process. Shared Leave is an employee-administered program. Employees who wish to donate annual leave and employees who wish to apply to receive shared leave submit requests on the appropriate forms to Human Resources (HR). Applications are reviewed by HR Benefit Services staff for completeness, see also FSH 3710 L.

B-1. Application to Receive Shared Leave. To be eligible to receive Shared Leave hours, an employee (or his or her designated representative) must submit an Application to Receive Shared Leave form] and certification from a licensed healthcare provider that describes the illness, injury, impairment or physical or mental condition. Forms need to be returned to Human Resources no later than the first Monday of a pay period to be considered for Shared Leave during that pay period. Forms are available from Human Resources. Exceptions to the deadline will be considered by Benefit Services staff in very extenuating circumstances.

B-2. Donating Annual Leave. UI board appointed employees (see FSH 3710 A-6) who accrue annual leave may donate to another UI employee who is eligible to receive Shared Leave, or they may donate leave to the Shared Leave Pool (see FSH 3710 L). Shared Leave donors must complete a Donation of Annual Leave Hours form.

B-3. Shared Leave Conversion Rate. (see FSH 3710 L-5).

i) Donation conversion. Hours of donated shared leave are multiplied by the hourly rate of the donor; that amount is recorded as a deposit to the shared leave pool or the directed recipient’s account and subtracted as hours from the donor’s annual leave balance.

ii) Recipients conversion. The recipient’s hours of shared leave need is multiplied by the recipient’s hourly rate and subtracted from the shared leave pool.

B-4. Recording Shared Leave Donations and Uses. Human Resources adjusts leave balances in the Banner HRIS to reflect Shared Leave donations No departmental action is needed to reduce annual leave or to transfer an employee to Shared Leave.

C. Information. Application to donate and receive Shared Leave are available from Human Resources. For further information or questions on the Shared Leave Program, call HR (208) 885-3012 or [See FSH 3710 L].