1. Employee Relations, Policy Development and Work/Life Catastrophic Leave Donation Program Danielle Schulte Employee Relations Specialist dgschulte@ucsd.edu (858) 534-8011 Amanda Chavez Work/Life Program Coordinator amandachavez@ucsd.edu (858) 534-9659

2. Employee Relations, Policy Development and Work/Life Agenda Policy Is CLDP an option?  What is a serious health condition? Eligibility What are the procedures?  How does a staff member apply?  How are donations made?  Where do the forms go? FAQ CLDP Online

3. Employee Relations, Policy Development and Work/Life The Policy The UCSD Catastrophic Leave Donation Program was developed to permit salary and benefit continuation for an eligible employee who has exhausted all paid leave due to serious illness or injury, or to care for a seriously ill member of the employee's family or household. Subject to the stated eligibility requirements, salary and benefit continuation is achieved through donations of vacation leave hours from the eligible employee’s colleagues.

4. Employee Relations, Policy Development and Work/Life What is a catastrophic illness or injury? Serious health condition of the employee or the employee’s family or household  Spouse/domestic partner  Child/grandchild  Parent  Sibling  In-laws/step-relatives  Other persons residing in the employee’s household Health condition causes a financial hardship  Employee has exhausted all available leave credits  Employee is not eligible for disability  Employee is not yet eligible for disability (waiting period)

5. Employee Relations, Policy Development and Work/Life What is a serious health condition? Illness, injury, impairment, or physical or mental condition that involves: Any period of incapacity or treatment connected with in patient care A period of incapacity requiring absence of more than three calendar days from work, school or other regular daily activities that involves continuing treatment by a licensed health care provider Any period of incapacity due to pregnancy or for prenatal care

6. Employee Relations, Policy Development and Work/Life What is a serious health condition? Illness, injury, impairment, or physical or mental condition that involves: Any period of incapacity or treatment due to a chronic serious health condition (e.g., asthma, diabetes, epilepsy); or a that is permanent or long-term due to a condition which treatment may be effective (e.g., Alzheimer’s, stroke, terminal illness) Any absence to receive multiple treatments by a licensed health care provider for a condition that likely would result in incapacity of more than three days consecutive if left untreated (e.g. chemotherapy, physical therapy, dialysis)

7. Employee Relations, Policy Development and Work/Life Who is eligible? Recipient Criteria  All career employees who are eligible to accrue and use vacation  Exhausted all leave and need additional time to care for family members as defined by policy or collective bargaining agreement  Not eligible for short-term or long-term disability benefits Donor criteria  All career employees who are eligible to accrue and use vacation  Academic personnel who accrue vacation

8. Employee Relations, Policy Development and Work/Life How to apply Prospective Recipient 1.Completes Part I of Appendix A: Application FormAppendix A: Application Form 2.Submits the Application with health care provider verification If the employee is not available, the department head (or designee) may initiate the program

9. Employee Relations, Policy Development and Work/Life How to apply Prospective Recipient’s Department 1.Verifies the employee has exhausted all paid leave balances 2.Notifies Employee Relations, Policy Development and Work/Life of the Recipient’s request to use CLDP 3.Completes Part II of Appendix AAppendix A 4.Determines how many vacation hours the Recipient will need 5.Identifies and contacts potential donors UCSD Staff Association maintains a list of potential donors Department business officer or HR contact may know of potential donors 6.Coordinates the completion of Parts I and II of Appendix C: Donor FormAppendix C: Donor Form

10. Employee Relations, Policy Development and Work/Life How to apply Prospective Recipient’s Department (cont.) 7.Establishes and monitors the vacation leave credit bank for the Recipient following the receipt of Appendix CAppendix C 8.Completes Parts I and II of Appendix D: Transfer FormAppendix D: Transfer Form Only transfers the leave credit hours needed to keep the Recipient on pay status during the previous and/or current pay periods 9.Submits Appendix C and Appendix D to PayrollAppendix CAppendix D 10.Forwards copies of all for forms to Employee Relations, Policy Development and Work/Life 11.Notifies the Donor(s) of transfer by providing a copy of Appendix D page 2 only Appendix D 12.Maintains a copy of all forms for departmental records 13.Ensures the confidentiality of the program process to protect voluntary aspect

11. Employee Relations, Policy Development and Work/Life How to apply Prospective Donor 1.Completes Part I of Appendix C: Donor FormAppendix C: Donor Form 2.Submits Appendix C to department head (or designee) for approvalAppendix C 3.Maintains confidentiality of the program

12. Employee Relations, Policy Development and Work/Life How to apply Prospective Donor’s Department 1.Reviews Part I of Appendix CAppendix C 2.Completes Part II of Appendix CAppendix C 3.Submits Appendix C to the Recipient’s departmentAppendix C 4.Maintains confidentiality of the program 5.Ensures records related to the transfer of vacation leave credits are maintained

13. Employee Relations, Policy Development and Work/Life FAQ Why is sick leave not eligible to be transferred? Sick leave is not something an employee “owns” Can an employee donate time to a central donation bank? No, donations must be designated to a specific person. What is the minimum/maximum number of hours you can donate? Min: 8 hours Max: 50% of Donor’s annual vacation leave accrual entitlement, or 50% of Donor’s vacation balance at the time of transfer whichever is less

14. Employee Relations, Policy Development and Work/Life FAQ Is there a cost to the Donor or his/her department? No, there is not a cost to the donor or his/her department Can CLDP be used in lieu of disability? No, but CLDP can be used if leave balances are exhausted to cover the waiting period

15. CLDP Online Catastrophic Leave Donation Program http://blink.ucsd.edu/go/catastrophicleave How to Apply for Catastrophic Leave http://blink.ucsd.edu/go/catleave Complete Policy and Appendices http://www-hr.ucsd.edu/qwl/policies/pdf/sp43.pdf Employee Relations, Policy Development and Work/Life