PTO DONATION

PROGRAM GUIDELINES

The purpose ofthe PTO Donation program is to allow staff members to voluntarily transfer accrued PTO hours to another staff member who, because of a medical and/or other personal or family emergency, has20 or less hours of PTO.

Definitions:

  1. Donor: A current staff member who voluntarily requests to transfer earned PTO hours directly to the PTO account of a designated and approved Recipient.
  2. Recipient: A current staff member with a personal emergency who holds 20 or fewer hours in his/her PTO bank.
  3. Personal Emergency:

a)The staff member experiences a Medical Emergency (e.g., heart attack, cancer, car accident, hospitalization, surgery,etc.) requiring a prolonged absence from work, (minimum of 5 work days away from work) including intermittent absences related to the same illness or condition;

b)The staff member is caring for an immediatefamily member (as defined in policy HR1035)who is experiencing a medical emergency; or

c)The staff member needs extended time off following the death of an immediate family member (as defined in Policy HR1035).

Recipient Application:

  1. A staff member who has been affected by a Medical Emergencyshould complete a recipient application and submit it to Employee Benefits. If a staff member is not capable of completing an application, another staff member may make the written application on the applicant’s behalf.
  2. If medical emergency can be confirmed by STD or FMLA paperwork already on file with Disability Management or can be confirmed by manager, then recipient application is not necessary.

Review of Application for a Medical Emergency:

  1. Employee Benefits will review the application to determine if the applicant’s request meets the Medical Emergency criteria.
  2. Employee Benefits may require the Recipient to provide additional evidence of the continuation of a Medical Emergency after the application is received.

Staff Member Donation Process and Guidelines:

  1. Complete a PTO donation form and submitthe formto the Employee Benefits Office.
  2. The Donor must maintain a minimum of 40 hours in his/her PTO bank after making a PTO donation.
  3. Minimum donationis 4 hours of PTOper donation. The Donor may make one donation per Recipient per pay period.
  4. The name of theDonor will remain confidential unless theDonor authorizes the Employee Relations department to release his/her name to theRecipient.
  5. The donation must be made within 30 days of the recipients return to work, if the donation is for the recipients own illness. ( Except in the case of an intermittent absence)

Process:

  1. The Employee Benefits department will be responsible for verification of both the Donor’s and the Recipient’s current PTO balances.
  2. Employee Relationsand/or Employee Benefits will verify the reason for the Recipient’s absence(Personal Emergency). Employee Relations or Employee Benefits may contact the department manager as part of the verification process.
  3. A PTO donation may be denied if the donation or the nature of the Recipient’s absence does not meet these guidelines.
  4. Employee Benefitsnotifies Payroll of theamount ofPTO hoursto transfer from the Donor’s PTO bank to theRecipient’s PTO bank.
  5. The Payroll department will convert and distribute the number of hours donatedintothe Recipient’s PTO account.