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Shared Leave

UNDERSTAND

The department and the employee share responsibility to ensure that employee leave records reflect the receipt or donation of shared leave. Following approval from Human Resources (HR), complete the steps below to make shared leave entries in the Online Work/Leave System (OWLS).

ACT

Entering Donated Shared Leave Hours

When an employee has donated shared leave to another individual, HR will provide you with the actual hours accepted and the effective date of the acceptance. The recording of donated hours is done through the Balance Change screen. This process also applies when entering donated shared leave for the Organ Donor Shared Leave Program as well as other types of shared leave.

Open the employee’s record and take the following steps:

1. Click on the “Balance Change” tab at the top of the calendar screen. 2.  Click on “Shared Leave Donation."

3. Select the appropriate leave type being  donated, either “Annual Leave,” “Sick Leave” or “Personal Holiday.”

4. Enter the date  the hours were approved for donation. 5. Enter the number of hours donated. 6. Enter  any appropriate notes, such as to whom the donation was made. 7. Click  “Save.”

8. If you need to record more donations from this same employee, click on "Make Another Adjustment", and go through the process again.

9. Re-submit all affected months if the posting of the donation is retroactive.

Entering Received Shared Leave Hours into OWLS

When an employee has received a shared leave donation, HR will provide you with the actual hours received and the effective date of shared leave eligibility. The recording of shared leave hours received is done through the Balance Change screen.

The process for entering received leave through the Organ Donor Shared Leave Program does not follow these steps.  Instead review the OWLS Making Calendar Entries page on Organ Donor Shared Leave.

For all other types of shared leave, open the employee’s record and take the following steps:

1. Click on the “Balance  Change” tab at the top of the screen. 2. Click on “Shared Leave Recipient.”

3. Click on “Shared Leave  Received.”

4. Enter eligible date for  use of shared leave. 5. Enter number of hours received.  6. Enter an appropriate note, such as when the donation was received and/or who  made the donation. 7. Click “Save.”

8. Re-submit all affected months if the posting of the donation is retroactive.

Removing Unused Shared Leave Hours from Recipient's Record

If any amount of shared leave hours are unused by the recipient, these hours will need to be removed from the recipient’s OWLS record for return to the donor(s).

As removing unused shared leave hours requires approval from HR, you will not be able to end a record that has a shared leave balance. Please contact the OWLS support team for assistance in clearing the balance and returning unused hours to the donors.

The process for entering received leave through the Organ Donor Shared Leave Program does not follow these steps.  Instead review the OWLS Making Calendar Entries page on Organ Donor Shared Leave.

Once you have obtained HR approval to remove shared leave hours, open the recipient’s record and follow these steps:

1. Click on the “Balance  Change” tab at the top of the screen. 2. Click on “Shared Leave Recipient.”

3. Click on “Shared Leave Returned.”

3. Click on “Shared Leave Returned.” 4. Enter  number of hours being returned. 5. Enter an appropriate note, such as when the  donation was originally made and from whom. 6. Click “Save.”

Returning Unused Shared Leave Hours to Donor(s)

If any amount of shared leave hours are unused by the recipient, these hours will need to be returned to the donor(s).

Returning unused shared leave hours requires approval from HR.

This process also applies to entering donated shared leave for the Organ Donor Shared Leave Program as well as other types of shared leave.

To reinstate annual or sick leave hours that were donated as shared leave, but were unused, open the original donor’s record and follow these steps:

1. Click on the “Balance Change” tab at the top of the screen. 2. Click on  “Shared Leave Donation Return.”

3. Select the appropriate  leave type being returned (annual leave or sick leave).

4. Enter number of hours  being returned. 5. Enter an appropriate note, such as when the donation was  originally made and to whom. 6. Click “Save.”

EXPLORE

To learn more about the Shared Leave Program, visit the Shared Leave Policy webpage.

The Shared Leave Donation form is a supporting document, and must be filed and retained according to the retention schedule.

Leave accrual (sick and vacation) continues if an employee is not off the payroll for more than 10 working days in a month.