(A)
Overview
Eligible administrative staff and faculty may participate in a
vacation leave donation program. Vacation leave may be donated to a "leave
pool" (pool). Donated vacation time will be converted to sick leave and
administered as outlined in this policy. This pool will be used to provide
leave to individuals
administrative staff and faculty in need of sick time
for personal use or to care for a family member.
(B) Donation guidelines
(1) Donor eligibility
Administrative staff and faculty eligible for health related
benefits as designated by policy 41.010 may donate vacation time to the sick
leave pool.
(2) Donation
information
(a) Donors must retain a balance
of eighty vacation hours after a donation is made.
(b) Donations are to be made in eight-hour
increments. Donations from the pool to a recipient of less than eight hours
will be permitted if a full donation of eight hours would result in the
recipient exceeding the fiscal year twenty-day (one-hundred and sixty hour)
recipient limit, or an equivalent amount pro-rated based upon percent full time
equivalent (FTE) for part time employees.
(c) Other than the donation limits listed
above or recipient limits in this policy, there is no maximum or cap on
donations to the pool.
(3) Donations to the pool
(a) Donations to the pool will be solicited
at least one time per fiscal year. Donations to the pool can only be made
during an official solicitation period.
(b) Only "university human resources" (UHR)
should solicit donations to the pool.
(C) Recipient guidelines
(1) Recipient eligibility
Administrative staff, and faculty eligible for health related
benefits as designated by policy 41.010 may receive donated time per the
following guidelines:
(a) Recipients
are eligible to receive donations from the pool upon hire.
(b) The recipient must have or will exhaust
all other paid time off before receiving donated time.
(c) A physician has certified on the
recipient request form that the employee has an impairment that is or will be
present for more than ten consecutive working days. (Issues that result in the
need for intermittent time off are not eligible for donations.)
(2) Times received
(a) Recipients employed for less than one
year may receive no more than ten cumulative days (eighty hours) of donated
leave time from the pool in a fiscal year. Recipients employed for one year or
more may receive no more than twenty cumulative days (one-hundred sixty hours)
of donated leave time from the pool in a fiscal year. A recipient will not be
eligible to receive subsequent donations until one year elapsed from when the
prior donation was received.
(b)
Time received will be converted to sick leave time and added to the recipient's
sick leave accrual.
(c) The
recipient retains all donated time. A recipient who recovers more quickly than
expected, for example, will not have to return any donated time.
(d) Any employee who received a sick leave
donation will have the time deducted from their sick leave balance when
determining eligibility for a sick leave payout at retirement.
(D) Use of time
Donated time may be used for the employee's own personal
medical need or to care for a family member's medical need, as defined by the
university sick leave policy.
(E) Donating time
(1) Soliciting donations
Individuals and departments may not solicit donations. UHR will
solicit donations for the pool at least one time per fiscal year, or as
needed.
(2) Making
donations
Time will be donated via use of the vacation leave donation
form.
(3) Applying for
donated time
Time will be requested via use of the vacation leave donation
recipient request form.
(F) Confidentiality
The university will make every effort to maintain the
confidentiality of donors and recipients as allowed by state of Ohio public
records rules.
(G) General
and departmental information
(1) UHR will
review and approve all requests to donate and receive time.
(2) UHR will verify eligibility of a donor or
recipient and modify accruals appropriately. In instances where a donation to
an individual will exceed the fiscal year limit, UHR will process donations up
to the limit only.
(3) Generally,
departments and/or supervisors should not prevent an employee from using
donated time. Departments or supervisors with concerns regarding use/abuse of
sick leave should consult with UHR.
(4) Each July first all time in the pool will
be eliminated and new donations will be sought. Eliminated time will not be
refunded to donors.
(5) Donations
from the pool are made on a "first-requested-first-served" basis.
(6) If the pool has inadequate donated time,
UHR will solicit donations. If donated time is not available, donations from
the pool will not be made. The pool cannot have a negative balance.
(7) Time is donated and not
pay/funding.
(8) The recipient's
department does not receive funding for the donated time.
Notes
Ohio Admin. Code
3337-40-35
Effective:
12/20/2024
Promulgated Under:
111.15
Statutory
Authority: 3337.01
Rule
Amplifies: 3337.01
Prior
Effective Dates: 07/01/2022, 08/23/2024
