Step

Responsible Party

Action

1.

Employee

The employee on medical leave contacts Human Resources (HR), Supervisor or Shop Steward either by phone, in person, or in writing, requesting information on how to apply for hardship leave donations.

2.

Human Resources, Supervisor or Shop Steward

Provides employee a hardship leave packet including what is needed and where to get the appropriate forms.

3.

Employee

Completes and signs the appropriate request forms. (The request only needs to be signed by the employee and HR.)

Provides medical documentation.

Submits information to HR.

4.

Human Resources

• Reviews the request for appropriate documentation.
• Reviews payroll leave accrual records.
• Approves or denies request.
• Notifies employee, Payroll, and Supervisor of decision and if denied, the reason.

If approved, completes the letter of notification to DHS and sends All Universe E-mail to other employees to donate leave.

5.

Payroll

Process employee donations.

Convert the donated time (vacation or compensatory time) into sick leave for the recipient.

Notify supervisor of the amount of converted sick leave available for use.

Employee/union steward/ employee representative

When an employee has exhausted the donated leave and will continue to be out for the same medical leave.  The employee/union steward or employee representative may request and submit an additional request for donations be sent out when the need exceeds the number of hours originally requested or donated.  (Refer to step 4, 5 and 6). If the employee/union steward or employee representative is unaware of the amount of donated leave accruals available, he/she may request this information from the direct supervisor.