Policy no. IV-15
Effective date: 07/01/2016
Scope: full-time and part-time benefits eligible staff employees
Exclusions: faculty, term employees, temporary employees, student employees, and post-doctoral scholars
The University recognizes that, at times, employees may exhaust their paid time off and experience a prolonged, unpaid medical leave of absence due to the employee’s own health condition. The Employee Vacation Bank is a voluntary program that allows eligible employees to donate earned vacation time to fellow employees who are on approved, unpaid personal medical leaves (FMLA or Non-FMLA) for four weeks or longer. This does not apply to medical leaves to take care of family members.
This program applies to staff employees who meet the eligibility requirements as detailed in this policy. The donation and receipt of paid time shall be completely voluntary and kept confidential. This policy establishes the process and parameters by which employees may donate to and receive vacation time from the Vacation Bank.
Vacation Bank Donors
To be eligible to donate vacation time into the Vacation Bank:
- The donor must be a staff employee.
- The donor must have successfully completed the 90 day orientation period.
- The donor must be in good standing (i.e. performance level of meets standards or better and are not currently in Positive Corrective Action or been in Positive Corrective Action in the past 12 months) with the University.
All donations to the Vacation Bank are strictly voluntary. Donors are not otherwise compensated for any donated vacation time. Once donations are made to the Vacation Bank they cannot be rescinded.
The donor may only donate to his or her respective school’s/management center’s Vacation Bank and may not donate to a specific person.
The donor may donate a maximum of 50% of his or her annual vacation time accrual and may only donate vacation time that he or she has already earned. Donations can only be made in full-day increments.
The donor may only donate time between July 1st and August 15th each year. Terminating employees cannot donate unused vacation days to the Vacation Bank.
To donate vacation time, the donor may visit the Vacation Bank Donation Website in HCM at Main Menu\Self Service\Benefits\Vacation Donation. Once submitted, the donor’s reduced available vacation time will be reflected in HCM after the monthly accrual run.
Vacation Bank Recipients
To be eligible to receive donated time from the Vacation Bank:
- The recipient must be a staff employee.
- The recipient must be in good standing (i.e. performance level of meets standards or better and are not currently in Positive Corrective Action or been in Positive Corrective Action in the past 12 months) with the University.
- The recipient may request donated time from the Vacation Bank if he or she has already exhausted all vacation and sick balances and is currently taking unpaid approved personal medical leave; or he or she will soon exhaust all vacation and sick balances and will then otherwise go on unpaid approved medical leave.
- There must be available donated time in the recipient’s respective school’s or management center’s Vacation Bank. Vacation days are distributed on a first-come, first-served basis.
The recipient may only receive donated time from his or her respective school’s/ management center’s Vacation Bank. Payments cannot be charged to a sponsored research project. Therefore, vacation payments will be charged to the recipient’s home department.
The recipient may only request and receive donated time from the Vacation Bank in full-day increments.
Each recipient may only receive a maximum of ten (10) days per fiscal year.
To request donated time from the Vacation Bank, the employee must fill out Vacation Request Form and submit the completed form to firstname.lastname@example.org for review. The recipient will be notified of the request’s approval or rejection by the Office of Employee Relations. If approved, the Office of Employee Relations will notify Payroll. The recipient’s increased available vacation time will be reflected in HCM if he or she has not yet begun unpaid leave. If the recipient is already on unpaid leave when his or her request is approved, the recipient will receive an off-cycle check.
If the recipient does not use all of the received donated time from the Vacation Bank, he or she must notify the Office of Employee Relations at email@example.com and the leftover time will be returned to the respective school’s/management center’s Vacation Bank. Failing to notify Employee Relations of leftover time may result in corrective action.
The Human Resources Department thanks those employees who choose to donate any available time to the Employee Vacation Bank in recognition of the needs of their peers. Such generosity to help fellow employees is reflective of the strong sense of community that Case Western Reserve University strives to represent.
Policy Administration: Employee Relations and Payroll office.