HR Operations

UW Organ Donor Shared Leave Program

The University created the Organ Donor Shared Leave Program to encourage and support UW employees who volunteer as organ donors. The program allows employees to receive gifts of paid leave from other UW employees to cover the time off work required by the organ donation process.

Donor and recipient eligibility

The University of Washington Organ Donor Shared Leave Program is separate from the state-authorized shared leave program. It is open to all leave-eligible University employees, either as organ donors requesting leave from other UW employees or as employees gifting leave to an organ donor.

Only UW employees are eligible to participate in this program.

Definition of organ donation

For this program, organ donation includes the donation of a whole organ (such as a kidney), part of an organ (such as liver), or tissue. Donation does not include blood or blood components taken by blood withdrawal.

The organ donation process includes:

  • Pre-donation testing and preparation
  • Organ donation procedures
  • Post-donation recovery

Receiving leave

As an organ donor, you may receive contributions of leave from multiple employees. However, you may not receive or use more leave than is medically necessary for the complete organ donation process.

Donated hours are paid at your regular rate of pay.

Organ donor shared leave is used before any of your other accrued leave. You do not have to exhaust your accrued annual and sick leave to be eligible for a contribution from this program.

Request for shared leave

Steps for a shared leave request:

  1. You complete and submit the Shared Leave - Organ Donor - Request to Receive (MS Word) form to your supervisor.
  1. Your supervisor completes the department portion and forwards the form to your leave specialist.
  1. HR will ask you to submit health-care provider verification stating the amount of time off needed for pre-donation preparation, testing, the organ donation procedure, and recovery. If you will be requesting leave from work through the FMLA process, that paperwork likely will suffice. Your leave specialist will let you know if any additional information is needed.
  1. HR notifies you and your supervisor of the request’s approval status.
  1. When a shared leave donation is made to you, HR calculates the hours of shared leave that will be credited to you and notifies your departmental timekeeper, who will update your leave records.
Leave accrual while on shared leave

You accrue both sick and annual leave while using shared leave as long as you do not take leave without pay for more than 10 equivalent days of your FTE in a calendar month. (In other words, 80 hours for 1.0 FTE, 40 hours for 0.50 FTE.)

Returning to work

You are expected to return to work on the date specified on your leave request form. If your return will be delayed for any reason, contact your supervisor as soon as possible.

Prior to returning, you may be asked to submit a health-care provider statement to Human Resources confirming that you are medically ready to return to work.

If your health-care provider recommends a gradual return to work, you may be able to use additional organ donor shared leave for a reduced schedule or as intermittent leave, with Human Resources approval.

Unused shared leave

If you receive more contributions of leave than you need, you will be credited only with the amount of leave medically necessary. HR will return any unused shared leave hours to the employee(s) who gave to you. You may not cash out donated leave through the Attendance Incentive Program.

Donating shared leave

Leave is given to a specific individual who has been approved to receive shared leave for organ donation.

You may give annual leave, sick leave, and personal holiday hours, but the maximum amount of leave you may give to a single recipient is 10 days. (For a full-time employee, 10 days equals 80 hours. The amount is prorated for part-time employees.)

Donation amounts

Leave must be donated in amounts of four or more hours of any particular type of leave.

Additionally, you must meet the following requirements:

Type of leave: Additional requirements:
Annual leave
  • You have at least 10 days of annual leave after the gift is deducted. For full-time employees, 10 days equals 80 hours. The amount is prorated for part-time.
  • Classified employees may not give hours in excess of the 240-hour maximum accrual limit if they would otherwise be unable to use those excess hours by their next anniversary date.
Sick leave
  • You have at least 176 hours of sick leave after the gift is deducted. Both full-time and part-time must maintain this amount. The amount is not prorated for part-time.
Personal holiday
  • Any personal holiday hours remaining after the gift is deducted must be used at one time and within the current calendar year.
Requesting to donate

Follow these steps to donate:

  1. Download and complete the Shared Leave - Organ Donor - Giving (MS Word) form.
  2. Submit the form to your supervisor for completion. Then your supervisor will forward it on to your Human Resources leave specialist.

Human Resources will notify you, your supervisor, and your department’s timekeeper of your contribution’s approval status.

Once donated, the hours are deducted from your leave balance.

Returning unused donations

If the recipient of your donated hours does not use those hours, HR will return the unused hours to you. Once they are returned, you may use them for your own leave needs or donate them to someone else.

For personal holiday hours, HR will return unused hours only if the hours can be returned in the same calendar year in which they were accrued by you. You must use or re-donate those personal holiday hours before the end of that calendar year.

Supervisor responsibilities

Requests to receive leave

Follow these steps for processing a request to receive leave:

  1. When an employee submits an Shared Leave - Organ Donor - Request to Receive (MS Word) form, review the employee section of the form for accuracy, then complete the departmental section.
  1. If you approve the request, forward the completed form to your leave specialist. If you believe approving the request may not be appropriate, contact your HR consultant to discuss your concerns.
  1. Human Resources will send written confirmation of approval to you, the requesting employee, and your department’s timekeeper.
  1. You are responsible for ensuring that the receiving employee’s leave records are adjusted accordingly when the employee receives a shared leave donation.
Requests to donate leave

Follow these steps for processing a request to donate leave:

  1. When an employee submits an Shared Leave - Organ Donor - Giving (MS Word) form, review the employee section of the form for accuracy, then complete the departmental section. The budget number specified on the form will be charged for the hours donated.
  1. If you approve the request, forward the completed form to your leave specialist. If you believe approving this contribution may not be appropriate, contact your HR consultant to discuss your concerns.
  1. HR will send written confirmation of approval to you, the employee contributing leave, and your department’s timekeeper.
  1. You are responsible for ensuring that the contributing employee’s leave records are adjusted accordingly.
Budget considerations

An organ donor shared leave donation transfers money between UW budgets. You should understand the impact to your department’s finances.

The dollar amount transferred is based on the:

  • Number of hours donated
  • Leave donor’s hourly equivalent pay rate including benefit load amount

HR calculates the amount to be transferred and transfers the funds.

Leave donation value is calculated as follows:

(donor’s hourly salary rate) x (total leave hours donated) = total donation value

The hours of shared leave credited to the recipient is calculated as follows:

(total donation value) / (recipient’s hourly salary rate) = total shared leave hours received

Leave transfer reporting

Salary and benefit transfers appear on the Transaction Summary of MyFinancial.desktop (Budget Activity Report) as follows:

The salaries will appear as Journal Vouchers under the following Object/Sub-object codes:

  • 21-70 Annual Leave Prov. S&W — debited budget
  • 21-72 Shared Leave Rec. S&W — credited budget
  • 21-74 Sick Leave Prov. S&W — debited budget
  • 21-76 Per. Hol. Prov. S&W — debited budget

The benefit load rate will appear under the following Object/Sub-object codes:

  • 21-71 Benefits for Annual Leave Prov.
  • 21-73 Benefits for Shared Leave Rec.
  • 21-75 Benefits for Sick Leave Prov.
  • 21-77 Benefits for Per. Hol. Prov.

Grant and Contract Accounting and Internal Audit have determined that shared leave donations are an allowable cost to grants and contracts.

Processing unused shared leave hours

Human Resources calculates any hours to be returned to the employee who contributed the leave and notifies the department’s timekeeper. The timekeeper makes the appropriate adjustments to the employee’s work/leave records and payroll.

Additional resources

  • APS 45.9 Organ Donation Leave Sharing Policy