Leave Sharing

Leave sharing permits eligible employees in a Leave Without Pay or docking status (14 consecutive calendar days of no pay) to receive income by using leave donated to them by other employees.


Eligibility

  • Part- and full-time (20–40 hours per week) salaried Classified and University Staff who qualify for the Family Medical Leave Act (FMLA)

  • Leave Sharing may be used when leave balances have been depleted and either an employee has an illness or injury or a family member covered by the Family Medical Leave Act has an illness or injury

  • Employees participating in short-term disability programs receive benefits for personal injury or illness and are not eligible for Leave Sharing for these reasons; however, these employees may participate in Leave Sharing for a family member


Requesting Leave

Depending on your role, you will have certain responsibilities regarding Leave Sharing:

Employees

  • Inform supervisor that Leave Sharing is being initiated and your expected absence
  • Complete forms to request Family Medical Leave
  • Complete Leave Sharing Recipient Application

Supervisors/Departments

  • Provide signatures requested for FMLA and Leave Sharing Recipient Application and ensure forms are submitted to the UVA Human Resources Leave Division
  • With the employee’s permission, notify your department of the need for donated leave
    • Employees may donate Annual or University Leave by completing the Leave Sharing Donor Application
    • The completed Leave Sharing Donor Application should be submitted to the UVA Human Resources Leave Division
  • If the employee will be on Leave Without Pay (LWOP) for more than 14 consecutive calendar days, the department’s HRMS Specialist needs to update the employee’s assignment status to Leave Without Pay
    • No leave will need to be entered on the online timecard while the employee is in a LWOP status, and a paper timesheet does not need to be completed
  • If the employee will be out fewer than 14 consecutive days without pay (called docking status) then the department’s timekeeper will enter the entire pay period using FMLA for the absence hours related to the Leave Sharing
    • A paper timesheet should be completed and given to the department’s timekeeper; employee and supervisor should not submit an online timecard

UVA Human Resources

  • Provide information and counseling regarding Leave Sharing to employee and department
  • Provide assistance to supervisor/department in collecting donated leave if needed
  • Communicate with department/employee approval dates for Leave Sharing
  • Enter the Leave Sharing hours for each affected pay period to ensure a paycheck is created
  • Verify and ensure the appropriateness of supporting documentation
  • Ensure that time and leave are entered appropriately