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Shared Leave
Organ Donor Shared Leave

UNDERSTAND

The University of Washington (UW) organ donor shared leave program is exclusive to the UW. It supports UW employees who volunteer as organ donors by allowing them to receive gifts of paid leave from other eligible UW employees to cover the time off work needed by the organ donation process. Unlike the Washington state shared leave program, the organ donor does not have to exhaust their accrued paid leave to be eligible to receive and use gifts of leave from other UW employees.

Any UW employee with a leave bearing appointment may participate in in the organ donor shared leave program as a leave recipient or as a leave donor. Employees who wish to receive or give leave must follow UW procedures, and all requests to donate and receive shared leave are subject to the supervisor's or administrator's approval.

For this program “organ donation” means donation of a whole organ such as a kidney, or donation of part of an organ or of tissue (e.g., liver). It does not include the donation of blood or blood components that are taken by blood withdrawal. The organ donation process includes pre-donation testing, the organ donation procedure, and recovery.

Requesting to Receive & Use Shared Leave

UW employees with leave bearing appointments who volunteer as organ donors may receive and use the amount of leave that is medically necessary for the organ donation process. An organ donating employee who wishes to receive gifts of leave from other employees must complete the Organ Donor Shared Leave Request Form (pdf version).

Leave Use & Accrual While on Shared Leave

For organ donors who have received organ donor shared leave, accrued leave for an employee’s absence is not charged unless the employee has no organ donor shared leave to use. An employee continues to accrue sick leave and annual leave as long as they are not off the payroll for more than 10 working days in a month.

Returning Unused Shared Leave

Any unused organ donor shared leave must be returned to the employee(s) who donated the leave. This process is coordinated by your unit's HR Operations Office. If any personal holiday hours are returned, they may only be used or re-donated in the calendar year in which the personal holiday was earned.

Giving Organ Donor Shared Leave

Employees who wish to give organ donor shared leave must complete the Organ Donor Shared Leave Donation Form (pdf version) and meet the following requirements.

Leave Donation Requirements
Maximum Leave Gift

The maximum leave that an employee can give to a single leave recipient is 10 days (80 hours for 100% FTE), made up of annual leave, sick leave and personal holiday as described below.

Annual Leave

Employees may give 4 or more hours of annual leave up to a maximum of 10 days to a UW employee who is an organ donor. Employees must retain an annual leave balance of at least 10 days after the donation is made.

Classified employees may not donate any annual leave hours accrued in excess of the 240-hour annual leave accrual maximum balance if they would otherwise not have had sufficient time to use the hours before their next anniversary date.

Sick Leave

Employees may donate 4 or more hours of sick leave as long as they retain a sick leave balance of at least 176 hours after the donation is made.

Personal Holiday

Employees may donate 4 or more hours of their personal holiday. Any personal holiday hours not donated must be used at one time within the current calendar year.

Administrative Considerations

An organ donor shared leave donation transfers money between UW budgets. The amount transferred is based on the number of hours donated, the leave donor's hourly equivalent pay rate including the benefit load amount. UW Human Resources calculates the amount to be transferred, and the UW Payroll Office processes the transfer of funds.

Leave donation value is calculated as follows:
(donor's hourly salary rate) x (total leave hours donated) = total donation value
The hours of shared leave credited to the shared leave recipient is calculated as follows:
(total donation value)/(recipient's hourly salary rate) = total shared leave hours received

Leave Transfer Reporting

Salary and benefit transfers appear on the Transaction Summary of MyFinancial.desktop (Budget Activity Report) as follows:

The salaries will appear as Journal Vouchers under the following Object/Sub-object codes:

The benefit load rate will appear under the following Object/Sub-object codes:

Grant and Contract Accounting and Internal Audit have determined that shared leave donations are an allowable cost to grants and contracts.

Returning to Work

Eligibility to receive or use organ donor shared leave ends when the organ donating employee returns to work. If the employee’s medical provider recommends a gradual return to work, additional organ donor shared leave use may be approved according to the individual situation.

When the receiving employee is able to return to work, the employee will need to take the following steps to resume regular work status:

ACT

Processing Requests to Receive Shared Leave

  1. Employees requesting to receive organ donor shared leave must download and complete the Organ Donor Shared Leave Request Form (pdf version)and submit it to you. Review the employee's section of the form for accuracy.
  2. Complete the departmental section of the form and submit it as instructed. If you believe that approval of the request to receive shared leave may not be appropriate, contact your unit's Human Resources Consultant to discuss your concerns.
  3. You, the requesting employee, and your unit’s timekeeper will receive written confirmation after Human Resources approves a request to receive shared leave. With your employee’s concurrence, you may solicit shared leave donations on his/her behalf.
  4. When an employee receives a shared leave donation, you are responsible for ensuring that the employee’s leave records are adjusted accordingly.

Processing Requests to Give Leave

  1. Employees who wish to give leave must complete and submit the Organ Donor Shared Leave Donation Form (pdf version).
  2. Review the form for accuracy and complete the departmental section of the form. The budget number specified on the donation form will be charged for the hours donated. If you believe that approval of the donation may not be appropriate, contact your unit's Human Resources Consultant to discuss your concerns.
  3. Forward the completed donation form to the Human Resources Operations Office that serves your unit.
  4. You, the donating employee, and your unit’s timekeeper will receive written confirmation after Human Resources approves of the donation request.
  5. When an employee donates leave, you are responsible for ensuring that the donating employee’s leave records are adjusted accordingly.

LEARN MORE

Questions about shared leave may be directed to your unit’s Human Resources Consultant.

Shared Leave Topics

View shared leave information presented for employees by going to the Employee Leave/Holidays web page, selecting an employment program, then selecting the "Organ Donor Shared Leave" link in the page's right side navigation.