Seattle College District Procedure
TITLE: Shared Leave
417.10 Eligibility for Shared Leave
Any eligible Seattle College District employee (see definition of “employee” in Item 1) who is suffering from, or has a relative or household member suffering from, an extraordinary or severe illness, injury, impairment, or physical or mental condition, or who has been called to service in the uniformed services, which has caused or is likely to cause the employee to take leave without pay or terminate his or her employment, is eligible to receive donated annual/sick leave hours from other Seattle College District employees contingent upon the following. For the purpose of this procedure the following definitions apply:
- “Employee” is any employee entitled to accrue sick leave or annual leave and for whom accurate leave records are maintained.
- "Relative or household member" shall be limited to the employee's spouse, child, grandparent, parent, parent-in-law, or as defined in appropriate collective bargaining agreements.
- "Household members" is defined as persons who reside in the same house who have reciprocal duties to and do provide financial support for one another. This term shall include foster children and legal wards.
- "Severe" or "extraordinary" condition is defined as extreme and/or life threatening.
- "Service in the uniformed services" means the performance of duty on a voluntary or involuntary basis in a uniformed service under competent authority and includes active duty, active for training, initial active for training, inactive duty training, full time national guard duty including state-ordered active duty, and a period for which a person is absent from a position of employment for the purpose of an examination to determine the fitness of the person to perform any such duty.
- "Uniformed services" means the armed forces, the army national guard, and the air national guard of any state, territory, commonwealth, possession, or district when engaged in active duty for training, inactive duty training, full-time national guard duty, or state active duty, the commissioned corps of the public health service, the coast guard, and any other category of persons designated by the president of the United States in time of war or national emergency.
To be eligible to receive shared leave hours, an employee must submit the Shared Leave Request form together with a medical certificate from a licensed physician or licensed health care practitioner verifying the employee's required absence, the description of the medical problem, and expected date of return-to-work status. If the employee is incapacitated, the employee's representative may complete the form and obtain the medical certificate for the employee. The employee’s appointing authority approves the request to donate a specified amount of annual/sick leave to an employee authorized to receive shared leave. The completed form should be submitted to the college Human Resources office. A completed copy of the approved/denied form is returned to the employee and the employee's department.
Leave sharing is not applicable to employees injured on the job and eligible for time loss compensation. If a time loss claim is approved at a later time, all leave received shall be returned to the donors, and the employee will return any excess moneys received to the institution.
An employee may not receive a total of more than 522 days of shared leave for the entire duration of state employment. For this purpose, eight hours shall constitute a day unless otherwise required by statute, regulations or employment contract.
An employee must use all other leave balances such as sick leave, annual leave, personal holiday, and compensatory time prior to using shared leave.
No employee may be intimidated, threatened, or coerced into donating leave for the purposes of this program. The donating employee must complete the Shared Leave Donation Request form to indicate the employee’s intentions.
417.20 Donating Annual Leave (Vacation) Hours
Seattle College District employees who accrue annual leave may donate a minimum of eight hours to another Seattle College District employee who is otherwise eligible to receive shared leave. Donations must be in increments of one full hour. The donation of annual leave may not cause the employee's leave balance to fall below 80 hours at the time the donation is processed.
417.30 Donating Sick Leave
Seattle College District employees who accrue sick leave, and have an accrued sick leave balance in excess 176 hours (or 132 hours for faculty), may donate sick leave during any twelve month period, provided that such donation does not result in his or her accrued sick leave account dropping below 176 hours (or 132 hours for faculty).
417.40 Donating Personal Holidays
A Seattle College District employee may donate all or part of a personal holiday. Any portion of the personal holiday that is not used shall be returned to the donating employee, and may be used by the donor if the returned donation occurs and is then used in the same calendar year that it was donated.
417.50 Converting Hours Donated to Hours Received
The employee's donations are converted to a monetary value based on the employee's current salary. The equivalent of the receiving employee's salary is the basis for determining the number of hours of shared leave the employee receives.
417.60 Return of Unused Shared Annual or Sick Leave
If the receiving employee does not use the shared leave, equivalent hours are returned to the donating employee's accrual balance.
When the receiving employee's shared leave reaches a zero balance, any employees who previously donated annual/sick leave would not be included in any subsequent reversion calculation.
When the receiving employee stops using the shared leave for a period of thirty (30) calendar days, any remaining shared leave will revert back to the donating employees. If there are multiple donors, the shared leave that was not used will be prorated among the donors.
417.70 Shared Leave Administration
Shared leave balances are maintained separately from other leave balances. The calculation of the recipient's leave value shall be in accordance with applicable Office of Financial Management policies, regulations and procedures. The leave received will be coded as Non-Compensable Sick Leave and will be maintained separately from all other leave balances. All compensatory time, sick leave, and annual leave accrued must be used prior to using shared leave.
The District Employee Services department will process the Shared Leave Request and the Shared Leave Donation forms and will calculate the number of hours to be transferred to the receiving employee, posting the applicable transfer information to both the donor and the receiving employee's leave records.
The receiving employee's department will continue to post the data of all leave used in the Time and Leave Reporting program.
The District Employee Services department in conjunction with the Business and Finance office is responsible for reporting all fiscal information related to shared leave to the Office of Financial Management.
The District Employee Services department will compile the number of requests received, number of requests granted, nature of the requests, and the date the leave was transferred.
An employee on leave under these rules shall continue to receive the same treatment in respect to salary and employee benefits as the employee would normally receive if using accrued annual leave or sick leave.
Chancellors Cabinet – Revision & Adoption History
Companion Document : Pol417
Adoption Date : 1990/09/04
Revision Date : 2015/09/14