Rowan College at Gloucester County 1400 Tanyard Road Sewell, NJ 08080 Administrative Procedure: 7060 Donated Leave Program Summary The Donated Leave Program permits employees to donate voluntarily portions of their earned sick and/or vacation time to another employee who has exhausted his/her own earned leave time and who either a) is suffering from a catastrophic illness or injury that necessitates a prolonged absence from work by the employee or b) must provide care to a member of his/her immediate family who is suffering from a catastrophic health condition or injury. The recipient of Donated Leave must have exhausted all accrued leave time including sick leave, vacation leave and compensatory time. An employee receiving donated leave shall not receive temporary disability benefits for the same period of time that he/she is paid wages from donated sick and/or vacation time. Medical documentation concerning the nature and anticipated duration of the catastrophic illness or injury must be submitted to Human Resources (HR). If the employee is deemed eligible to receive donated leave, a notice will be posted throughout the College to request donation of leave time from fellow employees. Purpose To establish a College-wide program which permits employees to voluntarily donate portions of their earned sick and/or vacation time to other employees who have exhausted their own earned leave time, and who are suffering from a catastrophic illness or injury that necessitates the prolonged absence from work by the employee, or is needed to provide care to a member of the employee's immediate family who is suffering from a catastrophic health condition or injury. Page 1 of 5
Recipient Eligibility 1. The recipient must be a full-time employee who has completed at least one year of continuous College service. 2. The recipient or the immediate family member must be suffering from a catastrophic illness or injury which necessitates the employee's prolonged absence from work. (The definition of immediate family member shall cover members recognized as such under the federal family medical leave act.) 3. The recipient must have exhausted all accrued leave time including sick leave, vacation leave and any earned compensatory time. 4. An employee receiving donated leave shall not receive temporary disability benefits for the same period he/she is paid wages from donated sick and/or vacation leave. Donor Eligibility Guidelines 1. An employee may donate sick or vacation time in whole days only. 2. An employee must have remaining to his/her credit at least 20 days of accrued sick leave if donating sick leave and at least 10 days of accrued vacation leave if donating vacation leave. 3. An employee may not solicit nor accept any money, credit, gift, gratuity, and anything of value or compensation of any kind in exchange for the donation. Procedures 1. Any employee may participate in this program as a leave recipient or donor by contacting HR and completing the required forms. 2. Medical verification from a physician or other licensed health care provider concerning the nature and anticipated duration of the catastrophic illness or injury must be submitted by the employee. Decisions regarding eligibility will be made on a case-by-case basis by the President or his designee. 3. Once a recipient is approved for the program, HR will send an all personnel notice indicating the name(s) of eligible employee(s) who will have exhausted all earned paid leave time by a designated date. The posting will be done only with the recipient's consent. If the employee is unable to consent, a member of the employee's immediate family may consent on behalf of the employee. Page 2 of 5
Gloucester County College Human Resources Donor Transfer Form I hereby request Human Resources to transfer my leave credit as indicated below to be used as the recipient s personal sick leave. I, (Donor's Name) (Donor's SS#) wish to donate to (Recipient's name) the following: SICK DAYS, this will not reduce my earned sick leave balance below 20 accrued sick days. AND/OR VACATION DAYS, this will not reduce my earned vacation leave balance below 10 accrued vacation days. I certify that I have not been solicited or offered nor have I solicited or accepted anything of value in exchange for the donation of paid leave time. I further certify that I shall not do so in the future. I also understand that issues arising out of the administration of this program are neither grieveable nor arbitrable. Signature Date: Department Office Extension FORWARD COMPLETED FORM TO THE OFFICE OF EMPLOYEE SERVICES ------------------------------------------------------------------------------------------------------------ For use by Human Resources: Time Balances confirmed by Human Resources Your request to transfer the above sick and/or vacation day(s) has been approved. OR This is to advise you that your sick and/or vacation days will not be transferred due to the following reason: Employee has already received the maximum number of 180 donated days. Your remaining sick leave balance does not meet the minimum requirement of 20 accrued days. Your remaining vacation leave balance does not meet the minimum requirement of 10 accrued days. Signature (Representative of Human Resources) Date Page 4 of 5
GLOUCESTER COUNTY COLLEGE DONOR LEAVE PROGRAM RECIPIENT AFFIDAVIT 1. I have read the procedures regarding the donated leave program and I consent to participation in this program. I understand that these procedures will require the dissemination of information of my need for donated leave to College employees. 2. I certify that I have not and will not offer anything of value to any employee in exchange for the donation of paid leave time to me. 3. I have not and will not directly or indirectly intimidate, threaten or coerce, or attempt to intimidate threaten or coerce any employee for the purpose of obtaining a donation of paid leave. 4. I have not and will not interfere with any right which another employee may have with respect to contributing, receiving or using paid leave under this program. 5. I understand that I cannot receive temporary disability (TDI) benefits for the same period of time that I am paid wages from donated sick and/or vacation leave or during any period when I am using any of my own paid leave time. 6. I also understand that the Temporary Disability Benefits Law requires that I use all of the donated leave before Temporary Disability benefits can be paid. 7. I further understand this is a voluntary program and that issues arising from this program are neither grieveable nor arbitrable. NAME (PRINT) SIGNATURE SOCIAL SECURITY NUMBER HOME TELEPHONE NUMBER DATE Page 5 of 5