State Leave Sharing Program Office of Management and

State Leave Sharing Program Office of Management and Enterprise Services

2 Agenda Shared leave rules. Leave of Last Resort Bank. Request shared leave. Donate shared leave. Leave of Last Resort Bank donations. Shared leave process. Frequently asked questions.

3 Shared leave rules Purpose: Permit state employees to donate annual or sick leave to fellow state employees who have exhausted or will exhaust all types of leave. Eligibility criteria: o Employees requiring family leave pursuant to the provisions of the Family Medical Leave Act. o Employees suffering from or who have a relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition. o Employees who are mourning the death of a relative or household member. - Must be used immediately after the death and not to exceed five days in the calendar year. o Employees affected by a presidentially declared national disaster, for a period of 18 months after date of declaration, who have: - Suffered a physical injury as a result of the disaster. - A spouse, relative or household member who suffered a physical injury or died as a result of the disaster. - A domicile or have a relative whose domicile was damaged or destroyed as a result of the disaster.

4 Shared leave rules Unless an employee is retiring or leaving state service, they may not donate an amount that would cause their annual and sick leave balances to fall below 80 hours each. The employee’s chief administrative officer determines the amount of donated leave an employee may receive and may authorize up to a maximum of 261 days during state employment. oAn employee suffering from a certified terminal illness may submit to the chief administrative officer a written request for additional leave above the maximum. oIf the employee meets certain requirements, the employee’s chief administrative officer may still approve additional donated leave upon the employee’s written request. The employee’s chief administrative officer shall require medical certification prior to approval or disapproval of shared leave. oPursuant to FMLA rules. oFrom a licensed physician or health care practitioner. oVerifying the need for the leave. oExpected duration. Agencies are required to accept leave from other state agencies.

5 Leave of Last Resort Bank Administered by OMES. Funded by voluntary donations of annual and sick leave from employees retiring or leaving state service (donor). The donor may donate all of their excess leave to the Leave of Last Resort Bank. Before donating all or a portion of their leave, the donor must be aware in writing that: o No monetary compensation for the donation is given. o Sick leave donations given cannot be applied as a possible credit for years of service under the respective retirement system or reinstated if re-employed with the state. o The donation is voluntarily given.

6 Request shared leave Employee completes request for shared leave: o Request to Receive Shared Leave/Bank Leave Form HCM-33A. The form includes: o Employee section with options. - Request leave from other agency. - HCM online shared leave registry. - Request leave from the bank. o Agency verification and approval section. o Appointing authority signature. o Shared leave liaison signature.

7 Request shared leave Agency seeks to secure leave from within. o If none found, the request moves to the next level. Shared leave liaison seeks to secure leave from: o Employing agency. o Other state agencies o Leave of Last Resort Bank.

8 Donate shared leave Leave is donated to a particular state employee Employee completes Request to Donate Shared Leave Form HCM-33B. o Employee section. o Agency verification and approval section. o Appointing authority signature. Information is exchanged between agencies.

9 Leave of Last Resort Bank donations Employees retiring or leaving state service: o Employee completes Separation from State Service Donation to Leave Bank Form HCM-33C. - Employee section. - Agency verification and approval section. - Appointing authority signature. - State shared leave liaison signature. o Leave is donated to the Leave of Last Resort Bank. o Agency contact will be notified when donation is disbursed.

10 Shared leave process

11 Frequently asked questions How are applications prioritized? o Shared leave requests are prioritized in the order they come in. What happens to requests if there is no leave in the bank? o If no leave is available in bank, no leave is disbursed. OMES Human Capital Management sends an email via GovDelivery to those who are interested in donating leave in order to advocate leave. Employees interested in donating need to subscribe to receive this email correspondence. Can an employee get a full month of leave from bank if they need it, or is there a limit? o It is possible for an employee to receive a full month of leave. OMES HCM issues leave by pay periods. If employee is employed at an agency paid monthly, they will receive a month of leave, if needed. What happens if you have multiple requests from employees but not enough leave in the bank to cover all of them; who gets what leave? o Leave is issued on a first-come, first-serve basis.

12 FAQs, continued What happens if an employee gets approved for leave from the bank but receives a donation at the agency level at the last minute? o All efforts to obtain leave should be exhausted (both within the agency and outside of the agency) prior to being issued leave from the bank. Since the bank should be used as a last resort, the agency donation will be issued to the employee. The leave from the bank will be returned to OMES HCM if unused in order to be redistributed. Does an employee need to complete the HCM-33A each month they need leave from the bank? o No. Continued communication between the agency and OMES HCM liaison is required to know the continued needs of the employee. What is the turnaround time once a HCM-33A is turned in to OMES HCM for the agency to get confirmation of whether it is approved or if there is leave available? o Upon receipt and validation of HCM-33A, OMES HCM will notify the agency within 24 hours. As leave amounts are constantly fluctuating due to sharing leave and usage, distribution of leave from the Leave of Last Resort Bank is based on the agency’s payroll deadline. The HCM liaison works with the requesting employee’s agency contact to meet the needs by payroll deadline. Communication is key to ensuring timely assistance is provided to employee.

13 FAQs, continued If a retiree donates leave into the Leave of Last Resort Bank, will the agency ever be billed for that leave? o The receiving agency would cover the costs of its use. The donating agency would only transfer the leave. Can an employee be placed on the Leave Sharing Registry before asking for the leave from the Shared Leave Bank? o Yes, an agency may request that an employee be placed on the Leave Sharing Registry while working internally to acquire share leave. The employee completes a HCM-33A and secures all signatures before sending to OMES HCM. If later the employee wishes to request leave from the Leave of Last Resort Bank, an updated form or a new form needs to be completed. If an employee passes away, can their leave be donated to the leave of last resort bank? o Yes. The beneficiary may complete the HCM-33C Donation to Leave Bank form. With the form, include a document confirming the beneficiary. If an employee requests shared leave and is receiving short-term disability, long-term disability or workers’ compensation, contact the OMES HCM liaison before submitting the HCM-33A.

14 Questions Rena’ Bigby, state shared leave liaison Rena’ Bigby, state shared leave liaison o [email protected]. o [email protected]. o 405-522-6109. o 405-522-6109. Deanna Ferron, flexible benefits representative Deanna Ferron, flexible benefits representative o [email protected]. o [email protected]. o 405-522-2190. o 405-522-2190. LaCree Austin, flexible benefits manager LaCree Austin, flexible benefits manager o [email protected]. o [email protected]. 405-521-6337. o 405-521-6337. Jevon Doolin, flexible benefits manager Jevon Doolin, flexible benefits manager o [email protected]. o o [email protected]. 405-522-6315. o 405-522-6315. Nicklas Garner, flexible benefits representative Nicklas Garner, flexible benefits representative o [email protected]. o [email protected]. 405-522-6907. o 405-522-6907.