Jun 10, 2014
From staff reports
Starting July 1, administrators and non-bargaining classified staff can donate and receive extra sick leave. University leadership has approved a proposal originated by Classified Senate and vetted through a campus committee to allow the donation of sick leave directly to an individual or a sick leave pool.
This new program will begin as a two-year pilot program that will be reviewed for further continuation nearing the end of the second year.
Administrators and classified staff can donate sick leave directly to an individual administrator or classified staff member or to the pool. For full details of the new pilot program, visit www.ohio.edu/hr/benefits/pto/sick_leave_donation.cfm.
The sick leave donation program was established as a relatively low-cost option to assist administrators and classified staff in a time of great need by providing additional income protection to those facing long-term illnesses or recovering from injuries.
Generally, staff in need of donated time must be employed at the University for at least 12 months, must be facing exhaustion of all paid time off, and have an illness or incapacitating injury (or a family member with an illness or injury) for at least 10 days.
Recipients must complete the Request to Receive Donated Sick Leave Form. The form does require certification from a physician that the illness or injury of the employee or family member results in a period of incapacity of at least 10 days.
Recipients may receive up to 160 hours (20 days) of donated sick leave each fiscal year.
Recipients and departments should not solicit donations directly. Recipients should work with Human Resources to establish their need and eligibility to receive donations. Human Resources will solicit donations on behalf of individuals.
Drive for donations underway
Donors can donate directly to an individual administrator or classified staff member or to the pool. Donors may donate up to a total of 160 hours (20 days) in a fiscal year, provided that the donor retains a minimum of 120 hours (15 days) of sick leave after a donation. The Request to Donate Sick Leave Form is available online and a drive for donations is underway.
The sick leave pool was established to allow administrators and classified staff to participate in the sick leave donation program, even if they do not know of a specific individual in need of time. The pool may also provide a more confidential option for recipients facing a need.
Human Resources will conduct annual donation drives for the pool, and more frequent drives will be conducted as necessary. The official drive for donations to the pool is now underway.
Administrators and classified staff interested in donating time to the pool should complete the Request to Donate Sick Leave Form and submit it to Human Resources. Once approved, the sick leave accrued by the donator will be reduced accordingly and transferred to the pool.
Donations to the pool and to individuals are irrevocable. For questions or more details, please contact Human Resources at 740-593-1636 or firstname.lastname@example.org.
Apply to receive sick leave
If in need of sick leave, individuals can complete the Request to Receive Donated Sick Leave Form and submit it to Human Resources. The form does require certification by a physician that the employee or family member has an incapacitating health condition for at least 10 days. Human Resources will review, and if appropriate, approve the request. Once approved, Human Resources will transfer sick leave from the sick leave pool and may solicit donations.
Recipients and departments should work with Human Resources regarding soliciting donations.
Information contained in this message was submitted by Human Resources.
Frequently asked questions
Q: When can I donate to the sick leave pool? Human Resources will conduct annual donation drives for the sick leave pool. Additional donation drives will be conducted as necessary.
Q: When can I donate to an individual? You can donate to an individual at any time by completing the Request to Donate Sick Leave Form. Human Resources will review your donation request and let you know whether the request was approved and verify the amount of leave donated.
Q: How much can I donate? You can donate no more than 20 days in a fiscal year.
Q: How will I know if an individual is in need of time? Human Resources will work with potential recipients and their departments to solicit donations.
Q: How do I request time? If you are in need of time, complete the Request to Receive Donated Sick Leave Form and submit the form to Human Resources. Human Resources will review your request and contact you regarding your options, such as soliciting direct donations or receiving time from the sick leave pool.
Q: Are there any tax implications for donating or receiving time? Donors are not taxed for donating time. There are no additional taxes for recipients. They will receive their pay with appropriate taxes and payroll deductions just like any other sick leave or regular pay.
Sick Leave Donation Pilot Program Policy
Effective Date: July 1 to June 30, 2016
Ohio University administrative and non-bargaining classified staff may participate in a sick leave donation program. Sick leave may be donated either directly to an individual administrative or classified staff employee or to the sick leave pool, as outlined below.
The program is a two-year pilot program. It will be evaluated for continuation nearing the end of the two year pilot program. If the program is discontinued at the end of the pilot period, any sick leave in the pool will be eliminated and not returned to individual donors.
Eligibility: Administrative and classified staff eligible for health-related benefits as designated by policy 41.010 may donate time provided that the donor retains a minimum of 15 days (120 hours) of accrued sick leave after the donation.
Donation limits: An eligible employee may donate no more than 20 cumulative days (160 hours) in a fiscal year. (Example: An employee can donate 15 days to the pool and 5 days to an individual.) Donations are to be made in 8 hour increments. Donations to an individual of less than 8 hours will be permitted if a full donation of 8 hours would result in the recipient exceeding the fiscal year 20 day (160 hour) recipient limit.
Donations to the pool: 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.
Donations to an individual: Donations to an individual may be made at any time during a fiscal year, provided the individual is eligible to receive donated time.
Eligibility: Administrative and classified staff eligible for health related benefits as designated by policy 41.010 may receive donated time provided that the recipient has been employed for at least 12 months, the recipient has or will exhaust all other paid time off before receiving donated time, and a physician has certified on the Recipient Request Form that the employee or eligible family member has an impairment that is or will be present for more than 10 consecutive working days.
Time received: Recipients may receive no more than 20 cumulative days (160 hours) of donated sick time from either direct donations or donations from the pool. The recipient retains all donated time regardless of whether the time was used for a qualifying issue. A recipient who recovers more quickly than expected, for example, will not have to return any donated time.
Use of time: Donated sick time may be used to care for self or for a family member as defined by the Family and Medical Leave Act.
Donating time: Administrative and Classified Staff may donate time via use of the Sick Leave Donation Form.
Applying for donated time: Administrative and classified staff in need of time should complete the Sick Leave Donation – Recipient Request Form.
Administrative discretion: The University may revise or rescind all or part of the Sick Leave Donation Program at any time. University Human Resources will review and approve all requests to donate and receive time. UHR will verify eligibility of a donor or recipient and modify sick leave accruals appropriately. In instances where a donation to an individual will exceed the 20 day (160 hour) fiscal year limit, UHR will process donations up to the limit only. Departments and/or supervisors cannot prevent an employee from using donated time.
Soliciting donations: Individuals and departments should refrain from soliciting donations. UHR will solicit donations on behalf of individuals and will solicit donations for the pool at least one time per fiscal year, or as needed.
Confidentiality: The University will make every effort to maintain the confidentiality of recipients as allowed by State of Ohio public records regulations.