Compassionate Transfer of Leave enables employees to contribute vacation hours to other employees who are unable to work due to a catastrophic personal illness or injury, or who are absent due to a catastrophic illness or injury within their immediate families or situations that place primary responsibility for care on those employees.
Eligibility
- Anticipated duration of employee's disability is forty-five consecutive calendar days or more and is confirmed in writing by a physician.
- Employee is unable to perform all of the job duties in the position held at the time of the injury/illness.
- Employee is unable to perform available light duty work.
- Employee is eligible to accrue and use vacation leave.
- All forms of paid leave have been exhausted.
- Employee is not receiving benefits from either Workers' Compensation or Long- Term Disability.
- Employee has applied for Short-Term Disability benefits if enrolled in a Short- Term Disability program offered by the University. Employees receiving Short- Term Disability benefits are eligible to receive Compassionate Transfer of Leave contributions to supplement up to and not to exceed the employee's regular rate of pay.
Procedure
- Recipient obtains a physician's statement confirming a catastrophic illness or injury and its anticipated duration.
- Recipient completes the Compassionate Transfer of Leave Request form and returns both the request form and physician's statement to the departmental payroll representative.
- Contributor informs his/her departmental payroll representative of desire to contribute vacation hours to recipient by completing the Compassionate Transfer of Leave Contribution form.
- Contributor's departmental payroll representative confirms that the contributor has sufficient vacation hours available to donate. The contributor must have a remaining balance of 80 vacation hours after the donation.
- Contributor's payroll representative completes the processing information section on the Compassionate Transfer of Leave Contribution form and forwards completed paper work to the payroll representative of the recipient's department.
- The recipient's payroll representative reviews the Compassionate Transfer of Leave Request form and physician's statement to confirm employee's eligibility to receive contributions.
- The recipient's department representative completes the Processing Information section of the Compassionate Transfer of Leave Request form. Contributions must not be more than what is needed according to the duration of illness/injury that has been certified by the physician's statement.
- Recipient's payroll representative forwards ALL completed forms and the latest physician's statement to the Human Resources Leave Management Team. Forms should be forwarded to the Leave Management Team before the employee's paid leave is exhausted.
What Happens to Your Benefits?
- This leave has no impact on the employee's benefits.
Forms
Links to policies
FAQs
Q: My doctor said that I need to work a reduced work schedule due to my medical condition. Am I eligible to receive Compassionate Transfer of Leave contributions?
A: No. If the employee is able to perform any type of light duty work or work on a reduced schedule, the employee is not eligible for CTL.
Q: Does the duration of the disability have to be forty-five consecutive calendar days or more?
A: Yes. The Arizona Board of Regents mandates that employees must be off work for no less than forty-five consecutive calendar days to be eligible to receive Compassionate Transfer of Leave contributions.
Q: How long is the processing time before the transfer of hours will be reflected in my sick leave balance?
A: Two pay periods. It takes one pay period to withdraw donated hours from the contributor's balance and one pay period to deposit donated hours into the recipient's account.
Q: Do I have to wait until I am off of work forty-five days or longer to be eligible to request Compassionate Transfer of Leave?
A: No. If you know in advance that your doctor is requiring you to be off work more than forty-five consecutive calendar days and you will not have enough accrued vacation, sick, and compensatory time to pay you through your extended leave, then you may request Compassionate Transfer of Leave contributions at any time during your leave.
Q: Am I eligible to receive Compassionate Transfer of Leave hours if I am needed to care for someone in my family on an intermittent basis?
A: Yes. You are eligible to use Compassionate Transfer of Leave time on an intermittent basis if you are the primary caregiver for someone who is unable to perform all of the essential duties of their job and who must be off work for an extended period of no less than forty-five consecutive calendar days.
