Voluntary Shared Leave

The voluntary shared leave policy allows one state employee to assist another state employee affected by a personal or immediate family member’s medical condition. These conditions require absence from work for a prolonged period of time, resulting in a possible loss of income due to a lack of accumulated leave.

Immediate family members may donate sick leave to shared leave participants. Immediate family members include spouse, child, parent, mother, father, sister, brother, grandparent, great grandparent, grandchild, and great-grandchildren or other dependent living in the household including step- and in-law relationships.

Effective January 01, 2011 non-family members may donate sick leave to shared leave participants. The specifications include: The donor can not donate more than five days (40) hours of sick leave per year to any one non-family member. The combined yearly total of sick leave donated to a participant from non-family member donors may not exceed 20 days (160) hours. Donated sick leave shall not be used for retirement purposes.

Intermitten Voluntary Shared Leave can only be used for the employees own serious and prolonged medical condition as determined by the University – Please contact the Leave Administration Team for assistance.

Policy

The voluntary shared leave policy allows an employee to assist another state employee affected by a personal or immediate family member’s medical condition that requires absence from work for a prolonged period of time resulting in a possible loss of income due to a lack of accumulated leave.

Eligibility

Twelve-month EHRA and permanent or probationary SHRA (Staff) employees:

  • Has serious and prolonged medical conditions requiring absence from work for at least 20 consecutive days may apply to receive shared leave.
  • If the employee has had random absences for the same condition or has had a previous, but different prolonged medial condition within the last 12 months, an exception to the 20-day period may be made.
  • The applicant’s sick and vacation leave balances combined must be 160 hours or less.
  • An employee who has received formal disciplinary action for abuse of leave within the previous 12 months is not eligible.

Definitions

Prolonged medical condition Prolonged period of time: 20 consecutive workdays

Recipient: Employee or employee’s family member who receives leave

Donor: Employee who donates leave

Immediate family member: Spouse, parent, child, sibling, grandparent, dependent

Qualifications

In order to receive voluntary shared leave, an employee must:

  • Have a prolonged medical condition (or a member of the employee’s immediate family has a medical condition), that requires the employee to be absence from work for at least 20 consecutive days.
  • Apply or be nominated to the shared leave program.
  • Submit the Certification of Healthcare Provider for Employee’s Serious Heath Condition or Family member form.
  • Have not been subject to any written disciplinary actions for abuse of leave in the twelve (12) months prior to the request for shared leave.
  • All leave (comp/sick/vacation/bonus) balances must be 160 hours or less.

Application Process

A prospective recipient shall apply or be nominated by a fellow employee to participate in the program.

If approved for participation in the Shared Leave program, the Leave Administration Team will submit the employee’s name to be advertised to campus via Human Resources Connections for a total of 15 days. At the close of the advertisement period, the Leave Administration Team will notify the departmental contact of the total number of hours the employee has received.  Employees are eligible for 2 advertisements within a 12 month period.

Donation Information

Who may donate leave?

In order to donate voluntary shared leave, an employee must, at the time of donation:

  • be an active employee (not separate)
  • be in a position that earns leave
  • have sufficient leave balances

How much leave may I donate or receive?

The minimum amount of leave that can be donated is four hours.  If approved for VSL theEmployees must enter leave immediately into the WolfTime Leave and Timekeeping system upon use for supervisors approval.

The maximum amount of vacation leave that may be donated:

  • May not be more than the amount of the donor’s annual accrual rate.
  • May not reduce the donor’s vacation leave balance below one-half of the annual vacation leave accrual rate.

Bonus leave may be donated without regard to the above limitations on vacation.

The maximum amount of sick leave that may be donated:

  • May not be more than 1,040 hours
  • May not reduce the sick leave account of the donor below 40 hours.

Non-family members may donate sick leave to shared leave participants under the following provisions:

  • The donor can not donate more than five days (40) hours of sick leave per year to any one non-family member.
  • The combined yearly total of sick leave donated to a participant from non-family member donors may not exceed 20 days (160) hours.
  • Donated sick leave shall not be used for retirement purposes.
    • At retirement a member of the TSERS with an earned sick leave balance receives an additional month of service credit for each 20 days or portion thereof. The additional service credit increases the retirement benefit for the remainder of the life of the retiree.

The amount of leave a recipient may receive is 1,040 hours (pro-rated for part-time employees), either continuously or, if for the same condition, on a recurring basis. Management may grant continuation, on a month to month basis, to a maximum of 2,080 hours.

Donor Process

Donors should:

  • Discuss the situation with their supervisor to be sure they are eligible.
  • Complete the Authorization to Donate Leave Form (pdf).
  • Contact receiving agency to determine if donation is to be submitted on their form or NC State’s form.
  • Submit the forms to their Manager and Leave Coordinator for verification of current leave balances and submission to the Leave Administration Team for review and approval.

Have Additional Questions? Contact the Leave Administration Team

Guiding Policies and Other Resources

Office of State Human Resources

NC State Human Resources

Forms