Processing an Application to Receive Donated Leave

1. Upon receipt of an Application to Recieve Donated Leave, an agency should 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:

2. Ensure Parts I and III of the application are complete, and an approved Application for a Leave of Absence without Pay (DOP-L2) is attached. Incomplete applications should be returned to the applicant.

3. Complete Part II of the Application to Receive Donated Leave as follows:

• Item 1. Determine if the employee receives paid leave as a benefit of employment. If the employee does NOT receive leave as a benefit of employment (for example, if they are a temporary employee, contract employee, etc.), mark item 1 "NO" and go to item 6. If the employee does receive leave as a benefit of employment, mark item 1 "YES" and go to item 2.

• Item 2. Determine if the employee is receiving or eligible to receive workers' compensation benefits for his/her absence. If so, mark item 2 "YES" and go to item 6. If not, mark item 2 "NO" and go to item 3.

• Item 3. Indicate the date the employee's leave was or will be exhausted. All sick leave and annual leave must be exhausted if the absence is the result of the employee's own illness or injury. If the employee's absence is necessary to care for an immediate family member, as defined in the Administrative Rule, the employee's annual leave and allotted family sick leave balances must be exhausted.

• Item 4. Using the information from Part III, 5a, or 5b, indicate how long the employee is expected to be absent from work. If the employee's expected return date is less than ten consecutive workdays from the date the employee's available leave was or will be exhausted, go to item 6. If the employee is expected to be absent for more than 10 work days go to item 5. NOTE: There must be a date indicated by the physician in Part III, 5a, or 5b, even if it is approximate or the date the physician will next evaluate the patient's condition. "Unknown" or similar statements are not sufficient to determine an individual's eligibility for leave donations.

• Item 5. Indicate whether the absence is for the employee or the employee's immediate family member.

• Item 6. Indicate whether or not the employee is eligible to receive donated leave.

  • • Mark "ELIGIBLE" if the response to item 1 is "YES"; and, the response to item 2 is "NO"; and, the employee's available leave was or will be exhausted at least ten consecutive work days before the employee's expected return date.

    • Mark "NOT ELIGIBLE" if the response to item 1 is "NO"; or, the response to item 2 is "YES"; or, the employee is expected to return to work less than ten consecutive work days after his/her appropriate leave is exhausted. Indicate the reason the applicant is "NOT ELIGIBLE" in section 6a. The reason will be one of the following:

• does not receive leave as a condition of employment, OR

• is receiving or eligible to receive workers’ compensation benefits OR is receiving Social Security Disability benefits for this absence, OR

• the absence will be for less than ten consecutive workdays after the employee’s appropriate leave is exhausted.

• Item 7. Indicate the OASIS account information for the recipient (see page 8, number 9 "OASIS Account Information").

• Item 8. Sign and print or type your name.

• Item 9. Indicate the date you completed Part II.

• Item 10. Indicate your "working" title -- e.g. Timekeeper, Payroll Supervisor, Office Manager, etc.

• Item 11. Indicate your work phone number.

4. Once Part II of the Application to Receive Donated Leave is completed, either:

• Forward a copy of the completed application to the person in your agency responsible for preparing the Notice of Eligibility to Receive Leave Donations if the employee is eligible or;

• Return a copy of the completed application to the employee if the employee is NOT eligible.

NOTE: The earliest date a recipient employee can be eligible to receive leave donations is either the date the Application to Recieve Donated Leave and approved Application for a Leave of Absence without Pay is received by the agency or the date all appropriate accrued leave available to the recipient employee is exhausted, whichever is later. Upon exhaustion of all appropriate accrued leave, a transaction placing the employee on the appropriate Unpaid Leave of Absence must be entered.