4.48 Catastrophic Leave
Purpose:
Pursuant to the Board of Regents policy 2.1.4.A, this policy serves to identify staff eligibility requirements and university procedures for donating leave and receiving leave for a catastrophic illness or injury.
Policy Statement:
The University provides staff the ability to receive donated vacation and/or compensatory leave due to a personal catastrophic illness or injury. A personal catastrophic illness or injury is defined as a medical condition for which a health care provider has certified is likely to result in a loss of thirty (30) or more work days in a twelve (12)six (6) month period. The medical leave duration of maternity leave immediately following the birth of a child (typically 6-8 weeks) is considered a qualifying condition for the catastrophic leave program. Catastrophic leave donations cannot be used to cover the non-medical time of maternity leave. Employees on leave due to a work-related injury are also eligible for catastrophic leave donations and may use donations to supplement workers’ compensation to the extent that it does not exceed 100 percent of the employee’s pay for the pay period.
All staff who accrue vacation and/or compensatory leave and are covered by the University’s long term disability program are eligible to receive and donate accrued vacation leave. A staff member must exhaust all of their own paid leave and not be receiving long term disability benefits in order to receive donations for a personal catastrophic illness or injury. The total donations received and used by an employee for a personal catastrophic illness or injury shall not exceed 90 working days, which is the amount necessary to cover the long term disability waiting period. Donations must be used within or one year (12 consecutive months) from when the leave begins if the employee does not qualify for long term disability benefits as defined by the long term disability contract. Staff members who continue to qualify for the catastrophic leave program beyond one year will need to request a subsequent donation call to replenish expired donations.Employees can only apply for catastrophic leave donations one time per 12 month period for the same injury or illness. Sick or vacation days accrued will reduce the total number of catastrophic days for which the employee is qualified. At no point should donations for full-time staff exceed 90 days (720 hours) per illness or injury or the amount necessary to qualify for Long Term Disability, whichever is less. Part-time employees cannot receive donations in excess of 90 working days and the equivalent number of hours (based on their weekly FTE) or the amount necessary to qualify for Long Term Disability, whichever is less.
New medical documentation must be provided as requested by Human Resource Services. Donations can only be used for a time period of incapacity certified by a health care provider. Leave must be donated in full hour increments and will be converted using a dollar for dollar calculation.
Donated leave may be used on a continuous, reduced schedule or intermittent basis. Any leave accrued once the employee returns, either intermittently or on a reduced schedule basis, must be applied prior to using donated leave.
Staff eligible for the Family and Medical Leave Act (FMLA) must qualify the leave under FMLA. See policy4.49 FMLA leave.
Procedure:
Eligible staff interested in applying for catastrophic leave donations should contact Human Resource Services (HRS). HRS will provide forms necessary, which will include medical certifications, to verify eligibility. A request for donations will be sent to all staff eligible to participate. Leave contributions will be applied to the eligible staff member’s leave balances, as needed. For questions on this policy please contact the Employee Leave & Accommodations Coordinator in HRS.
Additional Resources:
HRS web site:Catastrophic Leave Donations
Long Term Disability
Human Resource Services, approved October 1April 42, 20168
President's CabinetUniversity Counsel, approved February 20, 20178
President and Executive Management Team, approved February 27, 20178