Joint Sick Leave Exchange Program

For your sick leave paperwork to begin processing, the EACC or AFSCME Administrative Assistant must receive a completed Employee Request for Donated Sick Leave form, a valid doctor’s note or FMLA paperwork and at least one completed donation form from an individual.

*Leave donations will not be sent to Human Resources until all required documentation is provided.*

Please fax all documents to 301.392.0151 or email them to:  [email protected]

 

Joint Sick Leave Exchange Program Administered by Education Association of Charles County & AFSCME

 

Purpose– To provide sick leave for all unit members who experience serious personal illness, injury or quarantine or who must use leave to care for a family member who experiences such illness, injury or quarantine and who have used all of their accrued sick and personal leave.  Such leave may be donated or exchanged between staff in accordance with the following procedures and restrictions.

 

Policy– Sick leave may be exchanged under the following conditions:

 

1. Both EACC/AFSCME and non-EACC/AFSCME members may exchange sick leave under the provisions of this program.

 

2. Certificated employees may donate their sick leave days to other CCPS employees, both classified and certificated and may receive sick leave donations from any CCPS employee. Sick leave will be donated and credited to the recipient according to the number of hours in the donor’s normal workday. 

 

3. Sick leave may not be exchanged for the following:

 

• To obtain cosmetic or elective surgery unrelated to the advancement of treatment for a certified medical condition.
• To provide leave status for staff under suspension or other absences as a result of disciplinary action.

 

4. Sick leave may not be exchanged for absences compensated for by Workers Compensation or disability retirement or insurance.

 

5. Sick leave will be donated in whole days only, but it may be used in increments like normal sick leave as needed by the recipient.

 

6. An employee must have at least 20 days of accrued sick leave in order to donate to another employee and must have at least 15 days of accrued sick leave remaining following the donation.

 

7. The maximum limit for use of donated sick leave by any one employee per occurrence or illness shall be the number of days in that employee’s regular contract year. This limit can be extended upon approval of the Executive Director of Human Resources.

 

8. Staff may not participate in the leave exchange program under the following conditions:

 

• When the employment of either the person receiving or providing the leave has been or is recommended for termination.
• When the employee is part-time, a substitute or employment is contracted at an hourly or daily rate.
• When, following a joint investigation by the EACC or AFCME and the Board, it is determined that the program has been abused or its rules have not been followed.

 

9. All sick leave donations may be subject to periodic review and updated medical documentation may be required in order to secure continued approval.

 

10. Spouses who are both employees of the Charles County Board of Education may donate sick leave to each other without restriction, for personal or family sick leave.

 

Administration

 

This program will be administered by the EACC and Charles County Public School’s Office of Fiscal Services Employee Benefits and adhered to the following procedures:

 

1. Requests for exchange from all unit members will be submitted to and reviewed by the EACC/AFSCME in accordance with the previously stated rules and forwarded to the Office of Fiscal Services Employee Benefits for approval.

 

2. The Office of Fiscal Services Employee Benefits will receive and review all sick leave exchange inquiries.

 

3. Exchange requests will be made in writing from EACC/AFSCME to the Office of Fiscal Services Employee Benefits and must be accompanied by a leave request form from the staff member providing the leave and a medical certification verifying the condition necessitating the leave. To receive credit for payment of salary, the request must be approved and processed two (2) weeks or more ahead of the pay date.

 

4. Donated sick leave will be credited to the recipient’s sick leave balance upon approval by the Office of Fiscal Services Employee Benefits, and will be reflected on the recipient’s employee portal accordance with payroll deadlines. The approved leave will be available for the recipient to use as needed.

 

5. When a question with respect to the rules occurs, the Executive Director of Human Resources and the EACC or AFSCME will adjudicate the dispute. No action will be taken on a sick leave exchange request until both parties come to agreement over the dispute.  Disputes that are irresolvable will not be arbitrable.

 

3/10/2020