Voluntary Personal Leave Donation Program

Donor Eligibility

To donate personal leave, an employee must: 

• Be a full-time or benefit-eligible part-time employee;  
• Completed at least one year of continuous employment;  
• Be actively employed and not on a leave of absence at the time of donation; 
• Be in a position that accrues personal leave.
• Have sufficient leave balance as defined in policy, working at least half-time (28 or more hours per week).

Donation Guidelines

• Donations are made in 4-hour increments.
• Donors may donate up to 80 hours/equivalent of 2 weeks per fiscal year or remaining accrued unused personal leave that may exceed 80 hours at the time of voluntary termination.
• Donations may not reduce the donor’s personal leave balance below 40 hours (prorated for part-time employees).
• Personal leave not yet accrued may not be donated.
• Donations are irrevocable once processed.
• Donors may elect to keep their identity confidential.

Types of Donations

• General Shared Leave Pool: Employees are encouraged to donate during annual open enrollment, with transfers effective October 1. Employees who voluntarily terminate their employment may elect to donate during the exit interview.  However, the University may open additional off-cycle donation periods if the general pool is nearing depletion.
• Directed Donation: Under approved circumstances, donors may contribute leave to a specific eligible employee.

Recipient Eligibility

To receive donated personal leave, an employee must: 

• Be a full-time or benefit-eligible part-time employee (generally 28 or more hours per week); 
• Completed at least one year of continuous employment; 
• Exhausted all accrued personal leave and other applicable paid leave categories;
• Experience a qualifying event requiring an extended absence (generally 30 or more consecutive workdays);
• Employees who become eligible for other paid benefits will generally be considered ineligible for the Program (even in the event of leave exhaustion).  Examples of other paid benefits include, but are not limited to, short-term disability, long-term disability, workers’ compensation, and disability retirement benefits;
• Complete Voluntary Personal Leave Request Form; 
• Provide medical certification from a licensed healthcare provider, when applicable;
• Approval is subject to the availability of donated leave;
• The qualifying event must meet the definition of a Medical Emergency under this policy.
• Human Resources notifies recipients of approval or denial.

Use of Donated Leave

• Donated leave is paid at the recipient’s regular rate of pay.
• Donated leave may only be used for the approved qualifying event as defined above.
• Donated leave runs concurrently with FMLA or other approved leaves where applicable.
• The maximum amount a recipient may receive is 4 weeks (160 hours) per fiscal year (prorated for benefit-eligible part-time employees), unless Human Resources approves an exception due to extraordinary circumstances.
• Donated leave does not count toward retirement credit, years of service, or payout upon separation.
• Leave is paid through normal payroll cycles; off-cycle checks will not be issued.
• Donated leave may be applied on a current basis or retroactively, for up to 30 calendar days, to replace approved leave without pay, advanced leave, or unpaid absences, subject to HR approval;

Non-Qualifying Uses

Donated leave may not be used for: 

• Short-term, sporadic, or intermittent conditions that do not require a prolonged absence, including intermittent FMLA, parental leave, including birth, adoption, or foster placement, except in cases involving a qualifying medical complication that meets the definition of a Medical Emergency. Bonding leave or other planned family leave events not associated with a catastrophic medical condition.
• Routine or recurring medical or therapeutic appointments that do not result in extended incapacity; 
• Any purpose otherwise prohibited by law or University policy.
• Employees receiving wage-replacement benefits through a state or institutional disability income plan may be ineligible for donated leave, except during required waiting periods permitted by law and policy.
• While receiving Short Term Disability income replacement.

Please note that Parental Leave is administered under a separate policy and is not supported through this Program except in cases involving a qualifying medical complication.

Expiration and Unused Leave

• Donated leave is limited to the timeframe certified by the healthcare provider.
• Unused donated leave expires at the end of the approved leave period.
• Any unused donated leave is transferred to the general leave pool and is not returned to the donor.
• If a recipient separates employment with Converse due to resignation, death, or retirement, participation in the program ends. Any unused donated personal leave hours will roll over into the general leave pool and not be returned to the Donor or used by the recipient. This benefit is not eligible for payout upon separation from employment. It does not count toward years of service for retirement purposes, as stated in the Summary of Leave Benefits Policy.

Confidentiality

All medical information and participation details are treated as confidential and maintained separately from personnel files. Disclosure of a recipient’s situation or a donor’s participation requires written authorization from the individual.

Prohibition Against Coercion

Employees may not intimidate, threaten, coerce, or pressure any individual to donate or refrain from donating leave. No employee may receive compensation or favorable treatment in exchange for a donation. Violations of this policy may result in disciplinary action, up to and including termination.

Coordination With Other Leave Programs

Participation in this Program: 

• Does not extend statutory leave entitlements; 
• Does not guarantee job restoration beyond what is required by law; 
• Runs concurrently with FMLA, ADA accommodations, workers’ compensation, and disability or family illness leave programs (short-term/long-term disability), as applicable;
• Employees on workers’ compensation leave may be eligible to participate in the Program, subject to coordination with applicable state or insurance requirements.
• Parental Leave is administered under a separate policy and is not supported through this Program except in cases involving a qualifying medical complication.

Nothing in this policy is intended to reduce or expand rights under applicable law.

Administration and Authority

• Human Resources administers the Program and coordinates with Payroll and Benefits.
• The Director of Human Resources is authorized to approve or deny requests.
• The Vice President of Operations and CFO has final authority over exceptions.

Effective Date and Review

This policy is effective upon approval and will be reviewed periodically to ensure compliance with legal requirements and institutional needs.

Qualifying Examples (Catastrophic Situations): Not limited to the following:

1. Serious Medical Condition (Employee)

• Employee is diagnosed with cancer and requires surgery, chemotherapy, and extended recovery
  •  Exhausts all PTO and short-term disability waiting period, and needs donated leave to maintain income

2. Major Accident or Trauma

• Employee is in a car accident, resulting in multiple fractures and months of rehabilitation
  • Unable to work for an extended period and out of paid leave

3. Critical Family Medical Emergency

• Employee’s child or spouse is hospitalized with a life-threatening illness requiring full-time caregiving
• Care of an aging parent/guardian as an allowance 
  •  The employee must be out for several weeks or months

4. Complicated Medical Condition

• Employee has surgery with unexpected complications, extending recovery well beyond the planned leave
  • Exhausts all available leave

5. Catastrophic Health Event with No Other Pay Source

• Employee experiences a stroke or heart condition and is not yet eligible for long-term disability
  • Needs income bridge support

Situations That May Qualify (Case-by-Case)

• Severe mental health crisis requiring inpatient or intensive outpatient treatment
• High-risk pregnancy with medical complications (not routine parental leave)
• Caring for a parent in hospice, spouse, child, or family member, as defined by the policy

Non-Qualifying Examples 

• Birth of a child/bonding leave (covered under Parental Leave Policy)
• Routine surgeries (e.g., elective procedures)
• Minor illnesses (flu, short-term conditions)
• Intermittent FMLA (e.g., occasional appointments)
• Vacation or personal travel