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Subject: Shared Leave Policy                 Effective:                     

Supersedes:                                                Revised:

Author:                                                       Approved by: ______________
                                                                                  Chair Board of Health
_________________________________________________________________

Purpose:

The purpose of this policy is to permit employees to share annual leave in carefully defined circumstances and to transfer such leave to and for the benefit of employees who, without such transfers, would be forced to terminate their employment or go without pay in order to meet the needs of severe illness.

Philosophy:

The Health Department finds it appropriate and in the public interest to permit employees to share annual leave.  The only reasonable means for determining the feasibility of such a program is to establish it as a pilot program subject to review within one calendar year.  The Health Department at its sole discretion may cancel this program.

Policy/Procedures:

Shared leave shall be subject to the following terms and conditions:

1.      The employee must be suffering from, or has an immediate family member suffering from, an illness, injury, impairment, or physical or mental condition which is of an extraordinary or severe nature and which has caused, or is likely to cause, the employee to go on leave without pay status or to terminate his/her employment with the Department.

2.      The employee will have depleted, or will deplete prior to utilizing shared leave, his/her total of accrued annual leave, sick leave, compensatory time, holiday time, and/or other paid leave.

3.      The employee must be ineligible for state industrial insurance benefits.

4.      The Human Resources Coordinator, with the concurrence of the Health Officer, shall determine the amount of shared leave, if any, which an employee may receive.  The employee shall be required to provide appropriate medical justification and documentation both of the necessity for the leave and the time which the employee can reasonably be expected to be absent due to the condition.  To the extent possible, shared leave shall be used on a consecutive basis.

5.      Employees may request the Human Resources Coordinator to approve the transfer of a specified amount of accrued annual leave to an employee who is authorized to receive shared leave.  In order to be eligible to donate annual leave an employee must have a total of more than ten (10) days of accrued annual leave, have taken at least ten (10) days of annual leave within the calendar year or have a total of accrued and used annual leave of greater than ten (10) days for the calendar year.  Transfers shall be in increments of one day of leave.

6.      While an employee is on shared leave, he/she will continue to be classified as a Health Department employee and shall receive the same treatment, in respect to salary and benefits, as the employee would otherwise receive if using annual leave.  However, under no circumstances shall the total of the employee's salary and other benefits exceed the total of salary and benefits the employee would have received had he/she been in a regular pay status.

7.      Annual leave shall be transferred on an hour-for-hour basis.

8.      The value of any leave transferred which remains unused shall be returned to its original value to the employee or employees who donated the leave.  To the extent administratively feasible, the unused leave shall be returned on a pro rata basis.

It is understood that the use of shared leave will not significantly increase the Health Department's costs, except for those costs, which would otherwise be incurred in the administration of this program.  All decisions relative to this policy will be made at the sole discretion and judgement of the Health Department.
 

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Last Update : 10/07/2004 03:15 PM
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