PRO-U5410.06A Requesting and Using Shared Leave

Action By:

Employee in need

  1. Reads Requesting and Donating Shared Leave Policy (POL-5410.06).
  2. Follows Requesting Family or Medical Leave procedure (PRO-U5410.03A).  
  3. Completes and submits Shared Leave Application (FRM-U5410.06B) to Disability/Medical Leave Administrator in Human Resources.  

Disability/Medical Leave Administrator - HR (DMLA)

  1. Receives application.
  2. Determines eligibility and hours needed.  
  3. Requests additional information from employee if necessary. 

Employee

  1. Provides DMLA with additional information if requested. 

DMLA

  1. Notifies supervisor of eligibility, the number of hours eligible for and conditions under which shared leave may be approved on timesheet.  
  2. Requests that if funding will be an issue to communicate with VP as soon as possible to determine if employee will not receive amount for which he/she is eligible. 

Supervisor -Or- Director -Or- Chair

  1. Communicates with DMLA and Budget Authority if position is grant funded (see Section #4B of POLU5410.06).
  2. Ensures communication with appropriate Vice President if there are concerns in regards to being able to fund shared leave donations up to the maximum 480 hour limit. 
  3. If determine maximum donations will be less than 480 hours, sends email to DMLA stating number of shared leave hours approved. CC’s Vice President and Director of Human Resources on email. 

DMLA

  1. Informs employee of allowable shared leave amount, conditions under which may submit shared leave on timesheet, and if required to apply for Long Term Disability (LTD) insurance.  
  2. Advertises need for donations per receiving employee’s instructions on application.
  3. Processes donations per Donating Shared Leave procedure (PRO-U5410.06B), steps 4-7. 

Employee

  1. Applies for LTD, if required.  
  2. Requests use of available shared leave on timesheet based on conditions stipulated by DMLA. 

Supervisor

  1. Approves use of available shared leave on timesheet based on conditions stipulated by DMLA. 

Employee

  1. Notifies supervisor and DMLA when no longer in need of shared leave. 

Supervisor

  1. Confirms with DMLA that employee notified DMLA.

DMLA

  1. Requests documentation from employee that condition is resolved, if applicable.  
  2. Returns all unused donations. 

Procedure Information

Approved By:

Assistant Vice President, Business and Financial Affairs

Effective Date:

September 22, 2011

Authority:

Procedure Contact

Human Resources

Email: HR@wwu.edu

Phone: (360) 650-3774

Human Resources website