Donation of Vacation Time - Janus Youth



JANUS YOUTH PROGRAMS, INC.

POLICY REGARDING DONATIONS AND RECEIPT OF PAID-TIME OFF

Donation of Paid-Time-Off

PURPOSE:

This voluntary program provides a means for employees to donate accrued Paid Time Off (PTO) hours to other employees who are eligible to receive donated hours.

ELIGIBILITY:

Receipt of a donation:

In order to receive a donation from the paid time off bank, the recipient employee must meet the following conditions:

1. The employee or the employee’s family member must have a serious health condition as defined by the Oregon Family Medical Leave Act or federal Family Medical Leave Act; and

2. The employee is working in a regular, benefited position at least .50FTE; and

3. The employee is a Regular Status (not introductory status) employee (as defined by the Employee Guidebook) and has received no written warnings or corrective action plans due to behavioral or performance related problems in the past six (6) months; and

4. The most recent performance evaluation or progress report, if available, shows employee is meeting at least minimal performance standards in all areas of their job responsibility with limited exceptions at discretion of management; and

5. The employee has exhausted all his/her accrued paid leave time, including vacation, sick leave, floating holidays, and/or paid-time off leave hours; and

6. The employee provides appropriate supporting documentation regarding the need for leave (i.e., physician’s statement); and

7. The employee does not qualify for benefits involving paid-time loss, including workers’ compensation benefits, short-term or long-term disability insurance, coverage under an auto liability policy or other insurance, or other wage subsidy program (not including programs such as food stamps); and

8. The employee must not have declined a modified job offer that meets restrictions approved by his/her physician when leave is necessitated by personal illness/injury.

Satisfaction of these conditions is determined at the sole discretion of the Human Resources Director or designee. In the event a request is denied, the employee may choose to access the Agency’s grievance procedure.

Should the employee become eligible for payments under a short or long-term disability policy or other insurance, unemployment or other wage subsidy program after their request is approved, the employee will be no longer eligible for additional donations under the PTO Program.

When the health condition of the employee or family member improves, or (in the case of illness of a family member) alternative care is arranged, then the employee is expected to resume his/her duties with the organization immediately.

To make a donation:

In order to donate to the Paid Time Off Program, the donor employee must have successfully completed their Introductory Period and have no pending disciplinary action nor any record of disciplinary action within the previous six (6) months.

PROCEDURE

For Requesting Paid Time Off from the PTO Program:

Employees eligible to request a donation from the paid time off bank must submit a completed Request for Donated Hours to the human resources department. The human resources department determines the eligibility of the recipient and considers the request for donated time off. If approved, receipt of donated time is provided on a week-to-week basis in one-hour increments up to a maximum of 40 hours per week and prorated based on recipients’ regular FTE (if less than full-time). Additional increments of up to 40 hours may be requested to a maximum of 480 hours (pro-rated if less than full-time) less hours covered by sick/personal, holiday, accrued vacation, or other accrued paid-time off. Employees who receive donated time accrue sick/personal and vacation time or PTO at the employee’s regular accrual rate for all hours paid. Requests for receipt of donated hours are processed as soon as administratively possible. Approved requests are processed with regular payroll cycle.

In the event more than one eligible person requests leave and there are not sufficient hours within the paid-time off leave bank to meet the requests for donation, each employee may receive an equal value up to the maximum allowed and available.

If an eligible employee requests leave hours and no hours are available within the PTO bank, the recipient is notified that their request is not approved due to inadequacy of available hours within the PTO bank.

For donating Vacation Hours or PTO Hours to the PTO Program:

Donation of vacation hours or hours from an employee’s paid-time-off hours is on a volunteer basis

Employees who meet eligibility requirements may donate hours by submitting to the Human Resources Department a completed Authorization for Donation of Vacation Hours to Paid Time Off Leave Bank Form. The donor may not donate more than 25% of their total accrued vacation leave balance or their total accrued PTO balance, which is calculated at the end of the pay period in which the donation is submitted and approved.

Donated vacation hours must be in full hour increments. Donation forms are available from the Human Resources Department. Once hours have been donated, the decision to donate is irrevocable.

CONVERSION OF HOURS

Upon approval from the Human Resources Director or designee, donated hours are deducted from the donor’s vacation or PTO balance, converted to dollars (based on the donating employee’s wage rate and hours donated) and credited to the Paid Time Off Leave Bank. Only donated hours accepted and deducted from the donor’s balances are granted and paid to eligible recipients.

Recipients of donated hours receive a certain number of hours paid at the recipient’s wage rate.

Vacation or PTO hours donated to the Paid Time Off leave bank are not credited to the PTO Leave Bank until actually deducted from the donating employee’s vacation leave balance, which occurs during payroll processing.

PTO BALANCE AND CARRYOVER:

If PTO donations exceed the amount for which recipient(s) are eligible, the donor balance is maintained in the PTO leave bank.

The PTO balance information is tracked by the Human Resources Office. The balance in the PTO Bank is carried over from year to year.

The Organization reserves the right to alter, reduce, or eliminate any pay practice, policy, or benefit without notice except for those provisions required by law. Upon termination of employment employees are entitled only to those benefits which are offered at the time the separation takes place. Any benefits offered in this guidebook apply only so long as the guidebook is current. They do not provide vested rights.

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