OFFICE OF THE ASSISTANT VICE CHANCELLOR -
HUMAN RESOURCES
July 11, 1996
PLEASE POST
ALL AT UCSD
SUBJECT: Continuation of the Catastrophic Leave Donation Program
On January 19, 1995, a formal notice was distributed to the campus community to announce the availability of the Catastrophic Leave Donation Program on a pilot basis. I am pleased to announce that the Catastrophic Leave Donation Program will be available on a permanent basis effective July 1, 1996.
In January 1995, the Catastrophic Leave Donation Program was made available for non-exclusively represented employees in the Management and Professional (MAP), Administrative and Professional Staff (A&PS), and Staff Personnel Policies (SPP)
Programs. Effective July 1, 1996, the UC Personnel Policies for Staff Members replaced those personnel programs. The Professional and Support Staff category replaced the A&PS and SPP tiers, the Managers and Senior Professionals category replaced the MAP tier, and the Senior Management Group replaced the Executive Program tier. Other than coverage by the new UC Personnel Policies for Staff Members, there are no changes to the terms and conditions of the program for this category of employees.
Exclusively represented employees in the Technical Unit and the Research Support
Professional Unit will continue to be covered by the provisions of the Staff Personnel Policies (SPP) and Administrative and Professional Staff (A&PS) Programs until labor contracts are negotiated. Employees in the Police Officer title (5323) will continue as members of the Staff Personnel Program pending the
results of an upcoming election. There are no other changes to the terms and conditions of the program for this category of employees.
In June 1995, the Catastrophic Leave Donation Program was expanded to include exclusively represented employees in the AFSCME Clerical and Allied Services Unit, the Patient Care Technical Unit, and the Service Unit on a pilot basis. There are no changes to the terms and conditions of the Program for this category of employees.
The Catastrophic Leave Donation Program is strictly voluntary and provides opportunities for willing and eligible employees to donate leave hours to support their colleagues' family and medical leave circumstances under defined criteria. For your convenience, electronic copies of all necessary forms are attached. Hard copy forms are available at the Human Resources Department Office of Policy Development and Quality of Work/Life.
The following documents are attached:
Catastrophic Leave Donation Program Overview
Catastrophic Leave Donation Program Questions and Answers Catastrophic Leave Donation Program Application Form Catastrophic Leave Donation Program Donor Form Catastrophic Leave Donation Program Transfer Form
Catastrophic Leave Donation Program Model Communique for Requesting Catastrophic Leave Donations
Questions about the program should be directed to Jonnie Craig, Director, Policy
Development and Quality of Work/Life, at extension 49659, mail code 0922, or jcraig@ucsd.edu.
Rogers Davis
Assistant Vice Chancellor -
Human Resources
Attachments
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University of California, San Diego
Catastrophic Leave Donation Program
INTRODUCTION:
The Catastrophic Leave Donation Program permits salary and benefit continuation for an eligible employee who has exhausted all paid leave due to serious illness
or injury, or to care for a seriously ill member of the employee's family or household. 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 members of the employee's family or household, and
which creates a financial hardship because the employee has exhausted all available leave credits.
All 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 UC Personnel Policies for Staff Members, Policy 42/Sick Leave, Sections D1 and D2.
NOTE: SPP 410.8 and A&PS 153.8 apply for exclusively represented employees in the Technical Unit and the Research Support Professional Unit. This group of employees will continue to be covered by the provisions of the Staff Personnel Policy (SPP) and Administrative and Professional Staff (A&PS) Programs, whichever program applies, until labor contracts are negotiated. Employees in the Police Officer title (5323) will continue as members of the SPP pending the results of an upcoming election. Articles 21.B.3 apply for AFSCME-covered employees in the Clerical and Allied Services Unit, the Patient Care Technical Unit, and the Service Unit.
Eligible donors may donate vacation time in hourly increments 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 must submit 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 leaves and notifies the Human Resources Department of the employee's request.
Donors shall complete the Catastrophic Leave Donation Program 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.
The donor's name 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.
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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 pay 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 made from any eligible employee to another eligible
employee within defined limits. Eligible employees covered by UC Personnel Policies for Staff Members may donate to other eligible employees covered by those policies. However, those eligible employees cannot make donation to exclusively represented employees covered by the Clerical and Allied Services Unit. Employees in the AFSCME Clerical and Allied Services Unit may only donate to other employees in that unit; AFSCME Patient Care Technical Unit employees may only donate to other employees in that unit; and AFSCME Service Unit employees may only donate to other employees in that unit. 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 Catastrophic Leave Donation
Program 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: ______________________________ EMPLOYEE ID #: __________________________
RECIPIENT'S NAME: Last __________________________ First _______________________
DEPARTMENT: ______________________________________ Ext.: ______________________
Have you exhausted all vacation leave, sick leave and compensatory time off?
No___Yes___Pending___ If yes or pending, please note the effective date ________
Briefly state the reason(s) 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
Please forward a copy to the Human Resources Department, Office of Policy Development and Quality of Work/Life, mail code 0922.
CLDP-1
________________________________________________________________________________
UCSD Catastrophic Leave Donation Program
Donor Form
PLEASE NOTE: DONOR'S NAME MUST BE KEPT CONFIDENTIAL
PART I - COMPLETED BY DONOR
DATE: ______________________________ EMPLOYEE ID #: ___________________________
DONOR'S NAME: Last____________________________ First __________________________
DEPARTMENT: ____________________________ MAIL CODE: __________ EXT.: ___________
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: ______/_____
PLEASE NOTE: 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
PLEASE NOTE: 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.
Please attach current LASR and forward one copy to the recipient's department and one copy to the Human Resources Department, Office of Policy Development and Quality of Work/Life, mail code 0922. Please mark the envelope as confidential.
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________________________________________________________________________________
UCSD Catastrophic Leave Donation Program
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 #: ____________________ EXT.: ___________________
DEPARTMENT: _____________________________________ TIMEKEEPER CODE: _______/____
DONOR'S SALARY FUND #: __________________________________
DONOR'S DEPARTMENT CONTACT: ___________________________ EXT.: __________________
Name
RECIPIENT'S NAME: Last_________________________ First __________________________
EMPLOYEE ID #: _______________________ EXT.: _________________
DEPARTMENT: ___________________________________ TIMEKEEPER CODE: _________/____
RECIPIENT'S SALARY FUND #: ________________________________________
RECIPIENT'S DEPARTMENT CONTACT: _______________________________ EXT.: __________
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: ______________________________
PLEASE NOTE: If the recipient is on Leave of Absence (LOA) status and the
donation alters the leave date, please ensure that the recipient's Payroll Timekeeper Record (PTR) 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
PLEASE NOTE: This form, current LASRs, and a PTR, recording the recipient's
usage, must be sent to the Payroll Office to complete the transfer.
Please forward copies of the form to the donor's department and to the Human Resources Department, Office of Policy Development and Quality of Work/Life, mail code 0922.
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________________________________________________________________________________
Catastrophic Leave Donation Program
Model Communique for Requesting
Catastrophic Leave Donations
TO:
SUBJECT: Request for Catastrophic Leave Donation
(Employee's Name) has experienced an extraordinary personal or family medical 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 their colleagues 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.
Your willingness to help a colleague during a difficult period is sincerely appreciated.
_____________________________________ __________________________ Department Head Date
Attachments