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.

________________________________________________________________________________

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

________________________________________________________________________________

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.

CLDP-2

________________________________________________________________________________

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.

CLDP-3

________________________________________________________________________________

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