Processing an Application to Donate Annual Leave

Upon receipt of the Application to Donated Annual Leave, the agency must forward it immediately to the person responsible for keeping the applicant's leave records. The person responsible for keeping the applicant's leave records should:
1. Ensure Parts I of the application are complete and signed. Incomplete applications should be returned to the applicant. 2. Complete Part II of the Application to Donate Annual Leave as follows:

Item 1a. Subtract the amount of the annual leave donation (Part I, 6) from the donor applicant's current balance of unused annual leave. (NOTE: If the amount of the annual leave donation exceeds the donor applicant's current balance of unused annual leave, return the form to the employee noting his/her current balance of unused annual leave.) Indicate the amount of unused annual leave remaining after the amount of the annual leave donation is subtracted.

Item 1b. Indicate the donor applicant's current balance of unused sick leave.

Item 1c. Indicate the donor applicant's total amount of unused leave (i.e., 1a + 1b). If this total is less than 80 hours, go to item 3.

Item 2. If the leave donation is being made to an employee paid from a different account than the donor, indicate whether or not funds are available to make the donation.

Item 3. Indicate whether or not the employee is eligible to make the leave donation.

Mark ELIGIBLE if: the donor applicant’s TOTAL remaining leave balance after deducting the leave donation is at least 80 hours, AND

if the donation is inter-agency and there are sufficient funds available to make the donation.

Mark NOT ELIGIBLE if: the donor applicant's TOTAL remaining leave balance after deducting the leave donation is less than 80 hours; OR if the leave donation is inter-agency and there are NOT sufficient funds to make the donation.

Then go to Item 3a. and indicate the reason the donor applicant is "NOT ELIGIBLE." The reason will be one of the following:

the balance of total leave remaining after the leave donation is subtracted is less than 80 hours. OR

the donation would be inter-agency and the donor's agency does not have sufficient funds to make the donation.

Item 4. Indicate the donor's hourly rate of pay. This rate is calculated by dividing the donor's base annual salary (i.e. without increment) by the number of hours in a work year. Generally, this will be 2,080 hours for a full-time employee with a 40-hour/week work schedule. For a part-time employee, the calculation should be done on a pro-rata basis in proportion to the regular full-time schedule in his/her agency.

Item 5. Indicate the dollar value of the leave donation. This value is calculated by multiplying the total number of annual leave hours donated by the donor's hourly rate of pay.

Item 6. Indicate the OASIS account information for the donor (see page 7, number 9, "OASIS Account Information").

Item 7. Sign and print or type your name.

Item 8. Indicate the date you completed Part II.

Item 9. Indicate your "working" title – e.g. Timekeeper, Payroll Supervisor, Office Manager, etc.

Item 10. Indicate your work phone number.

3. Once Part II of the Application to Donate Annual Leave is completed, either:

return a copy of the Application to Donate Annual Leave to the donor applicant if the employee is NOT eligible; or

- if the donor applicant is eligible and is paid from the same account as the designated recipient, forward a copy of the Application to Donate Annual Leave to the person in your agency responsible for payroll; or

4. If the donor applicant is eligible but is NOT paid from the same account as the designated recipient, complete Part I of the Inter-Agency Donation Form as follows.
Item 1. Indicate the name of the agency employing the donor.

Item 2. Indicate the name of the section within the agency employing the donor, if applicable.

Item 3. Indicate the name of the unit within the section within the agency employing the donor, if applicable.

Item 4. Indicate the OASIS account information for the donor (see page 8, number 9, "OASIS Account Information")

Item 5. Indicate the total dollar amount of the leave donation (Leave Donation Form, Part II, Item 5).

Item 6. Sign and print or type your name.

Item 7. Indicate your work phone number.

Item 8. Indicate the name of the agency employing the recipient.

Item 9. Indicate the name of the section within the agency employing the recipient, if known and/or applicable.

Item 10. Indicate the name of the unit within the section within the agency employing the recipient, if known and/or applicable.

Item 11. Indicate the name of the recipient.

5. Once Part I of the Inter-Agency Donation Form is completed, send it to the recipient's agency payroll office.

Inter-Agency Donation Form

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