Leave Donation Procedures

These procedures were created in order to:

• Provide a method for donating leave that is simple and easy-to-use.

• Eliminate confusion over amount of leave donated,  from which bank (annual or sick), and who the recipient(s) should be.

• Ensure that NKY Health maintains an appropriate audit trail as an item of monetary value is transferred from one employee to another.

To donate leave, an employee must send an email to hr@nkyhealth.org from their own fname.lname@nkyhealth.org account while still employed at NKY Health with the following information:

• The exact amount of leave to be donated (in .25-hour increments)
  
  Unacceptable Example:  "I want to donate half of my sick leave to Fname Lname."
  Acceptable Example:  "I want to donate 30 hours of my sick leave to Fname Lname."
  
  

• The bank to remove it from (Annual Leave or Sick Leave)

• The first and last name of the recipient(s) (Must be NKY Health Merit System Employees) 

NOTES: 

• Information will be shared with recipients unless donors request to remain anonymous in the same email.

• Donors must send a separate email for each recipient.

Once approved, the recipient(s) of leave donations will receive an email from HR notifying them that they received donations.

The donations can be used for qualifying absences any time after being notified via email from HR that they are receiving donations.

Time donated will be subtracted from the donor's leave bank and added to the receipient's bank by the first full payroll after the donation is made and approved.

6/8/2023

• Added Revision Log.

• Added note about anonymity.

11/28/2023

• Changed to one email per recipient.

4/10/2024

• Changed "his/her" to "they."

• Corrected misspelling.