UCSD
CAMPUS NOTICE
University of California, San Diego
 

OFFICE OF THE ASSISTANT VICE CHANCELLOR -
HUMAN RESOURCES
January 19, 1995
PLEASE POST
ALL AT UCSD
SUBJECT: Formal Notice of the Catastrophic Leave Donation Program
The Catastrophic Leave Donation Program is now available on a pilot basis, effective January 1, 1995. For your convenience, electronic copies of all necessary forms are attached. Hard copy forms are available by request.
Please note that participation in the Program is intended for non-exclusively represented employees in the Management & Professional (MAP), Administrative & Professional Staff (A&PS) and Staff Personnel Policies (SPP) Programs. The Catastrophic Leave Donation Program is strictly voluntary and is intended to allow willing employees covered by these programs to donate leave hours to colleagues in need under defined circumstances.
Exclusively represented employees shall be governed by the terms and conditions of their collective bargaining agreements.
The following documents are attached:
Catastrophic Leave Donation Program Overview Questions and Answers
Catastrophic Leave Donation Application Form Catastrophic Leave Donor Form
Catastrophic Leave Donation Transfer Form Model Communique for Requesting Donations
Questions about the Program should be directed to Denise Campbell, Director, Policy Development & Quality of Work/Life, at extension 49659, mail code 0922, or dcampbell@UCSD.EDU.
Rogers Davis
Assistant Vice Chancellor -
Human Resources
Attachments
--------------------------------------------------------------------- UCSD Catastrophic Leave Donation Program
Introduction:
The Catastrophic Leave Donation Program permits salary and benefit continuation for non-exclusively represented employees who have exhausted all paid leave due to serious illness or injury, or due to the need to care for a seriously ill family member. Subject to the stated eligibility requirements, salary and benefit continuation is achieved through donations of vacation credits from the employee's colleagues.
Criteria:
"Catastrophic illness or injury" is defined as an illness or injury which incapacitates the employee or family member, and which creates a financial hardship because the employee has exhausted all eligible leave credits.
All non-exclusively represented UCSD career employees who are eligible to accrue
and use vacation time are eligible to participate in the Catastrophic Leave Donation Program as recipients or donors.
Eligible recipients may also participate in the program to care for family members as defined in SPP 410.8 and A&PS 153.8.
Eligible donors may donate vacation time in hourly units with a minimum donation
of eight (8) hours and an annual maximum donation of no more than 50% of the Donor's annual leave accrual entitlement, or 50% of the Donor's vacation balance
at the time of the transfer, whichever is less.
Donations of leave credits with cross-funding sources will only be approved following review of any restrictions applicable to the funding sources in question.
Procedures:
The prospective recipient submits a Catastrophic Leave Donation Program Application to his/her Department Head (or Designee), along with appropriate verification of the illness/injury for which the leave is necessary. In cases where the potential Recipient is unable to initiate the process, a power of attorney or the Department Head (or Designee) may act on the employee's behalf.
The Department Head (or Designee) verifies the exhaustion of the employee's eligible paid leave and notifies the Human Resources Department of the employee's request.
Donors shall complete the Catastrophic Leave Donor Form and submit it to their Department Head (or Designee) for approval. If the Donor is not in the same department as the intended Recipient, the Department Head (or Designee) must contact the Human Resources Department to ensure approval for cross-funding sources. Upon approval, the Donor's Department Head (or Designee) shall forward
the Donor Form to the Recipient's Department Head (or Designee) (if different). Donor names shall remain confidential in order to protect the voluntary aspect of the program.
The Recipient's Department Head (or Designee) establishes a leave credit bank for the employee, in consultation with the Human Resources Department, to ensure
that donated hours are paid from the same funding source or are approved to cross funding sources.
The Recipient's Department Head (or Designee) submits a Leave Transfer Form to the Payroll Office as the donated hours are needed and in the order that the hours are received.
The Human Resources Department ensures that an employee's decision to donate, or
not donate, hours is kept confidential and that the Program is administered in an ethical and appropriate manner. Solicitation of donations shall be free of coercion and/or pressure.
--------------------------------------------------------------------- UCSD Catastrophic Leave Donation Program
Questions & Answers
Q: Why is sick leave not eligible to be transferred to another employee as part of the program?
A: Sick leave is not something an employee "owns." For example, when an employee terminates, accrued sick time is forfeited.
Q: What is the effect of short- and long-term disability benefits in relation to
the program?
A: Once time is donated to an eligible employee, that employee is placed on active pay status. When an employee is on payroll status, he/she is not eligible for short- or long-term disability.
Q: Can donations be made to any employee and not be limited to an employee's home department?
A: Donations can be interdepartmental with mutual departmental approval and if funding source restrictions do not prevent the transfer of hours.
Q: Can an employee donate time to a central donation bank?
A: There is no central donation bank. All donations must be designated for a specific employee.
Q: How are leave credits transferred from the Donor to the Recipient?
A: The leave credit transfer is completed when the Leave Transfer Form is submitted by the Recipient's Department Head (or Designee).
Q: Why must donations be made anonymously? Can it be optional?
A: Donors are anonymous to protect the voluntary aspect of the Program. Anonymity prevents potential pressure being placed on employees who do not choose to donate hours, regardless of the reason for their decision. _____________________________________________________________________
UCSD Catastrophic Leave Donation Program Application Form
PART I - COMPLETED BY RECIPIENT OF LEAVE HOURS
DATE: ______________________________
RECIPIENT'S NAME: Last ________________ First ________________
EMPLOYEE ID #:_________________________________________________
DEPARTMENT:____________________________________________________
EXTENSION:_____________________________________________________
Have you exhausted all vacation leave, sick leave and compensatory time off?
No___Yes___Pending___(If yes or pending, note the effective date.)______________________________
Briefly state the reason you need additional leave hours:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Expected date of return to work:_____________________________
Is verification from a physician attached? No______ Yes______
PART II - COMPLETED BY RECIPIENT'S DEPARTMENT
Recipient's Salary Fund #:____________________________________
Authorizing Signature:_______________________ ______________
Recipient's Department Date
FORWARD COPY TO HUMAN RESOURCES, QUALITY of WORK/LIFE
CLDP-1
_____________________________________________________________________
UCSD Catastrophic Leave Donor Form
* PLEASE NOTE: DONOR'S NAME MUST BE KEPT CONFIDENTIAL
PART I - COMPLETED BY DONOR
DATE:______________________________
DONOR'S NAME: Last_________________First_____________________________
EMPLOYEE ID #:__________________________ MAIL CODE:__________________
DEPARTMENT:_____________________________EXTENSION:___________________
NUMBER OF VACATION HOURS DONATED:__________
DESIGNATED RECIPIENT:________________________________________________
RECIPIENT'S DEPARTMENT:_________________________MAIL CODE:___________
CERTIFICATION OF VOLUNTARY DONATION:
I certify that I am making this donation entirely of my own free will and that no attempts have been made to intimidate, threaten, or coerce me to donate leave
hours. I understand that I have no right under any circumstances to have any of
the donated leave hours restored to my accrued leave balance. I further certify
that this leave donation will not reduce my current leave balance by more than 50%, or be more than 50% of my annual leave entitlement, whichever is less.
______________________________________ ____________
Donor's Signature Date
PART II - COMPLETED BY DONOR'S DEPARTMENT
Donor's Current Vacation Leave Balance: __________Hours as of: ____________
Date
Donor's Annual Vacation Leave Entitlement:__________Hours
Timekeeper Code:_______/_____
* Donations cannot be more than 50% of the current balance or 50% of the annual vacation entitlement, whichever is less.
Donor's Salary Fund #:________________________________
Authorizing Signature:____________________ _________
Donor's Department Date
* DO NOT deduct the donated hours from the Donor's leave balance.
The Payroll Office will complete this transaction as the donated hours are needed.
ATTACH CURRENT LASR & FORWARD COPIES TO RECIPIENT'S DEPARTMENT & HUMAN RESOURCES, QUALITY of WORK/LIFE
CLDP-2
______________________________________________________________________
UCSD Catastrophic Leave Donation Transfer Form
* PLEASE NOTE: DONOR'S NAME MUST BE KEPT CONFIDENTIAL
PART I - COMPLETED BY RECIPIENT'S DEPARTMENT
DONOR'S NAME: Last________________First_________________________
EMPLOYEE ID #:____________________ EXTENSION:___________________
DEPARTMENT:_______________________ TIMEKEEPER CODE:________/____
DONOR'S SALARY FUND #:__________________________
DONOR'S DEPARTMENT CONTACT:_________________EXTENSION:___________
Name
RECIPIENT'S NAME: Last________________First______________________
EMPLOYEE ID #:_______________________ EXTENSION:_________________
DEPARTMENT:______________________ TIMEKEEPER CODE:_________/____
RECIPIENT'S SALARY FUND #:________________________________________
RECIPIENT'S DEPARTMENT CONTACT:_________________EXTENSION:________
Name
Hours may only be transferred as needed. DO NOT transfer more hours than are currently needed.
Donor's current balance ________ minus ________ hours transferred equals ________ new balance.
Effective date of transfer for LASR ending period: ______________________________
* If the Recipient is on LOA status and the donation alters the leave
date, please ensure that the Recipient's Payroll/Personnel Record accurately reflects this usage.
PART II - COMPLETED BY RECIPIENT'S DEPARTMENT
[]________Hours of donated leave were transferred to the designated
recipient on_____________________
Date
[]________Hours of donated leave were not transferred to the
designated recipient.
Authorizing Signature:______________________ _________
Recipient's Department Date
This form, current LASRs, and a PTR, recording the recipient's usage, must be sent to the Payroll Office to complete the transfer.
FORWARD COPIES TO DONOR'S DEPARTMENT & HUMAN RESOURCES, QUALITY OF WORK/LIFE
CLDP-3
______________________________________________________________________
UCSD Model Communique for Requesting Catastrophic Leave Donations
TO:
SUBJECT: Request for Catastrophic Leave Donation
(Employee's Name) has experienced an extraordinary personal or family difficulty. This situation has caused the exhaustion of all eligible leave credits. Under the UCSD Catastrophic Leave Donation Program, eligible employees
may donate accrued Vacation Leave to assist him/her during this time of need. Your participation as a Donor is strictly voluntary.
Should you voluntarily elect to make a contribution, please complete the attached form and submit it to your Department Head or (Designee) for approval.
Please note the following:
1. Once leave hours are transferred to the Recipient, donations are irrevocable;
2. The transfer of time will be made by the Recipient's department as the hours are needed. Do not make modifications to your time card;
3. Donations must be a minimum of eight (8) hours and in hourly increments thereafter; you may not donate more than 50% of your current vacation leave balance or more than 50% of your annual vacation leave entitlement, whichever is less; and
4. All donations are to be kept confidential so that no peer pressure may be applied in any form.
Thank you for your willingness to help a colleague during this difficult time.
_____________________________________ __________________________
Department Head Date
Attachment