Donation of Leave Time (PER-2 Rev. 11) °',, CITY OF DELRAY BEACH
0. ADMINISTRATIVE POLICIES AND PROCEDURES
DEPARTMENT: Human Resources POLICY NUMBER: PER-2
SUBJECT: Donation of Leave Time SUPERSEDES: Rev. 10
REVISION: 1 EFFECTIVE DATE: /D/30 � /
APPROVED BY: Terrence R. Moore, ICMA-CM, City anager
PURPOSE
A Donation of Leave Time Policy has been established to allow an employee the opportunity to
request approval to receive a donation of accrued leave from other City employees for a serious
health condition.
POLICY
Employees are permitted to voluntarily donate unused accumulated leave to another employee
due to a serious health condition as defined by the Family Medical Leave Act (FMLA) in
accordance with the Eligibility Section below. This serious health condition extends to the
employee's immediate family (defined as a spouse, domestic partner, parent, or child residing
within the employee's household).
The receiving employee is not eligible to receive donated time in excess of 336 hours in any 12-
month period.
If the receiving employee is approved for the City's Long-Term Disability (LTD) benefit, combined
donated time and LTD cannot exceed the employee's regular bi-weekly salary.
ELIGIBILITY TO REQUEST DONATIONS:
In order to request approval to receive a donation of accrued leave, the recipient employee
must satisfy the following eligibility requirements:
A. Employee shall be a regular full-time City employee.
B. Employee must have one (1) year of continuous service.
C. Employee with less than one year of continuous service must be hospitalized for
fourteen (14) calendar days or more.
D. Employee must not have been disciplined for abuse of sick leave in the past five (5) years.
E. Employee must have been out of work due to illness for 200 hours or more over the
previous 6 months due to a serious health condition as defined by the Family Medical
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Leave Act (FM LA) or must have been hospitalized for fourteen (14) calendar days or
more
F. Employees who have a low sick leave balance or show excessive use may be deemed
ineligible to receive donations. For the purpose of this section, excessive use shall mean use
in excess of the equivalent of one year's accrual (96 hours non FMLA leave for a 40 hour
work week employee or 115.2 hours non FMLA leave for shift employees) in any 12-month
period. Department Heads are encouraged to review sick leave use closely prior to
recommending approval.
G. Employee or immediate family member must be under the direct care of a licensed physician
(person diagnosing serious health condition).
H. Employee must have used all his/her accumulated leave time.
I. Employee or immediate family member must meet the criteria of"serious health condition" for
a leave of absence defined by the Family Medical Leave Act (FMLA). An employee shall
contact the Human Resources Department for more information on FMLA leaves of absence.
J. Employee's injury or illness must be non-job related.
ELIGIBILITY TO MAKE DONATIONS
In order for an employee to donate accrued and available leave time, the donor employee must
consider the following:
A. Employees may donate up to 40 hours per calendar year.
B. Employees may donate sick leave if their remaining balance is at least five (5) days after the
donation.
C. Donated leave time shall be a minimum of four (4)hours.
D. Should the recipient of the donated time return to work on an approved, regular basis or
terminate, any excess donated time shall be returned to the donor employee(s) in the inverse
order in which it was give(i.e. the last person donating time would be the first person to receive
back the balance of donated time).
E. Employees who desire to donate time shall complete the designated form and submit this form
to their departmental payroll section a minimum of seven (7) days prior to such transfer taking
place.
F. Donated time to any employee shall only be used to bring an employee to full salary for
regularly scheduled work hours. In no case shall any donation be paid out in cash when an
employee terminates.
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G. Only accrued and available vacation leave, sick leave and Personal Holiday time may be
offered as a donation
PROCEDURE
A. Requesting Donated Leave Time
An employee may request approval for the donation of leave time from his/her Department Head. The
Department Head or designee must submit a request, in writing, for permission to solicit donations of
accrued leave time from City employees to the Director of Human Resources and shall specify the
employee's name, reason(s)for requesting such donations of leave and estimated duration of absences,
if known. This request must also include the completed Request for Donation of Time Form and the
Certification of Physician or Practitioner Form. The request shall be made at least one (1) pay period
prior to any time being donated. The Human Resources Director or designee shall review the request
and approve or reject the request. This review shall include the reasons for the request, the estimated
term of the illness or injury, the status of the employee(full-time, etc.), the medical doctor's certification
and the balance of the recipient employee's own accrued and available leave time.
If the request is rejected, the recipient employee may request, in writing, a review by the City Manager
of this rejection. The written request must be made within three (3) working days of the rejection and
shall clearly state the basis for the recipient employee's dissatisfaction with the Human Resources
Director's decision. The decision of the City Manager shall be final and no fu1 iher appellate procedure
shall be available.
If the request is approved, the recipient employee's Depa1 invent Payroll Section representative shall
solicit donated leave time from other employees.
B. Donating Leave Time
The Voluntary Donation of Time Form shall be completed by an employee wishing to donate leave
time to another employee. The Department Head shall execute the forms and forward them to the
Finance Department (Payroll Administrator). The Payroll Administrator will make the necessary
adjustments and maintain the appropriate records to document the donated time, the donor sequence
in order to properly credit back unused balances, and other payroll accrual update considerations.
Payroll will then execute the original and make two (2) copies of the form. The original form shall be
maintained by the Payroll Division, a fully executed copy will be sent to the donor employee's
department, and the recipient employee's department.
C. Payroll Procedures
1. Recipient Employee:
When marking the time sheet of the recipient employee using donated leave time, the time
sheet should reflect the normal codes for the types of hours donated (i.e. vacation time, sick
time, or personal holiday time).
2. Donating Employee:
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Payroll Administrator will code donated time so the time will not appear as "hours used" for
payroll inquires that are done for evaluation purposes or sick leave incentive purposes.
Donating employees are not to be penalized for hours donated to another employee.
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