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HomeMy WebLinkAboutResolution 2007 (06) RESOLUTION ADOPTING COUNTY EMPLOYEE PERSONAL TIME OFF (PTO) DONATION POLICY Resolution No. St. Croix County, Wisconsin WHEREAS, the Finance Committee has considered whether it is in the County's interest to adopt a policy that allows County employees to donate accrued personal time off (PTO) to other County employees that have or soon will have consumed all their accrued PTO due to personal or family catastrophic or life - threatening health issues; and WHEREAS, the Finance Committee has concluded that it is in the County's interest to adopt such a policy; and WHEREAS, the Finance Committee has concluded that the attached policy meets the above criteria and objectives and recommends that the St. Croix County Board of Supervisors adopt this policy; and WHEREAS, it is necessary to present this policy to the County's collective bargaining units for their consideration and approval before represented County employees may donate their PTO. THEREFORE, be it resolved by the St. Croix County Board of Supervisors that it adopts the attached policy that allows County employees to donate accrued PTO to other County employees that have or soon will have consumed all their accrued PTO due to personal or family catastrophic or life - threatening health issues, and that the policy be presented to the collective bargaining units for their consideration and approval; FURTHER, be it resolved that this policy is effective immediately for non - represented County employees that wish to donate or receive donated PTO and will be effective for represented County employees that wish to donate or receive donated PTO on the date that a collective bargaining unit and the County enter into a written agreement regarding the policy after the collective bargaining unit approves the policy; FURTHER, be it resolved that the policy language be added to Article 8, Personal Time Off (PTO) section, St. Croix County Personnel Policies and Procedures Handbook. Offered by the Finance Committee on March 20, 2007. YES NO ABSTAIN ABSENT SUPERVISOR SIG •. ® ❑ ❑ ❑ Stan Krueger ij/_ " t t / f ® ❑ ❑ ❑ Esther Wentz .— � � Lae ` ® ❑ n ❑ Clarence Malick ` / % "" Ar ❑ ❑ ❑ ® Daryl Standafer ® ❑ ❑ ❑ Tom Caflisch This Resolution was adopted by the St. Croix County Board Reviewed by Corporation Counsel on 3 _ a * 9 ° 7 of Supervisors on f'" (r 1- G o? (0 Greg Ti erman, Corporation Counsel Cindy Campbell, County Clerk 1 PTO DONATION PROGRAM — ST. CROIX COUNTY Introduction The St. Croix County PTO donation program allows permanent employees to voluntarily donate PTO leave to other permanent employees who have been absent from pay status due to a life threatening illness /injury for which no eligible paid leave benefits or replacement income are available. All requests for participation in the program are - treated in a highly confidential manner. These donations are a conditional benefit and not a right of employment. Examples of life- threatening illness /injury include cancer, major heart attacks, and serious accidents. Determining Recipient Eligibility To be an eligible recipient an employee must satisfy all of the following conditions: 1. Must be working in a permanent position with St. Croix County that is eligible for benefits and have completed the first six months of service as a permanent employee. Must be eligible to accrue and use PTO. 2. Be on approved unpaid leave due to a life threatening illness /injury of the employee, employee's spouse or dependent child. The unpaid leave may be taken in noncontiguous increments. 3. Anticipate an approved unpaid leave of at least 160 hours duration. The 160 hours will be prorated for part -time employees. 4. Have provided medical certification of the life threatening illness /injury. 5. An employee must not be receiving worker's compensation benefits and must have exhausted all available leaves (PTO, Long Term Sick Bank, Comp Time). Potential recipients must fill out a "PTO Donation Program Application" form, including authorization for release of medical documentation, and submit to the Administrative Coordinator with a signed and dated statement from a physician that contains the following: • Nature of the illness /injury, prognosis, and anticipated return to work date. • Physician's opinion as to whether the illness /injury is life threatening, including explanation. (Explanations regarding "potentially" life- threatening surgeries, accidents, etc. will not be accepted. The actual illness /injury must be life threatening.) • If applying due to an injured /ill spouse or dependent child, the medical statement must include the reason the employee's attendance is necessary to provide direct care and the type of direct care required. Applications for participation in the PTO donation program will be reviewed by the Finance Committee. The Finance Committee will either approve or deny the application, either the Administrative Coordinator or the Finance Director will inform the applicant of the committee's decision. The request for PTO donation may be denied for a variety of reasons including the ineligibility of the qualifying event, the ineligibility of the employee for the Program, an incomplete application, or a pattern of leave abuse. Determining Donor Eligibility Potential donors must fill out a "Catastrophic Leave Donor Authorization" form. To be eligible to donate PTO, an employee must be eligible to accrue and use PTO, and must have an earned balance that equals or exceeds 40 hours. A donor must have completed the first six months of service as a permanent employee. A donor may donate not less than 2 hours and no more than 12 hours of PTO to any and all recipients in any calendar year. The 12 -hour limit will be prorated for part -time employees. A donor may donate to any recipient who is determined to be eligible for the program. PTO will be donated in whole -hour increments and on an hour - for -hour basis irrespective of the base hourly rates of the donor and recipient. Once donated, the PTO hours are not returned to the donating employee. Donations are not tax deductible. The identity of donors and the number of hours donated are private data. PTO Usage by Recipients Donated leave will be processed only after a PTO donation application has been approved by the Finance Committee. A recipient may not receive more than 640 hours of donated PTO during any calendar year. The 640 hour limit will be prorated for part -time employees. For example, a 50 percent employee will be limited to 320 hours during any calendar year. Donated PTO will be used on a first -in, first -out basis as determined by the date of receipt of the donor authorization form at the Finance Director's office. In any biweekly pay period, a recipient may only use the lesser of the following: • 80 hours of leave; or • The number of hours consistent with the recipient's regularly scheduled hours per pay period at the time the recipient's unpaid leave began, unless the employee is working a reduced schedule due solely to the catastrophic need. "Regularly scheduled hours" does not include overtime hours or hours worked in excess of the employee's budgeted FTE. Leave time earned by the recipient while using donated PTO will be used prior to using donated PTO hours. A recipient is eligible to be paid for any legal holiday which falls during a pay period in which donated leave is used for either the last scheduled work day immediately preceding or the first scheduled work day immediately following the holiday. Donated PTO hours will not be reflected on the recipient's official leave accounting balance until the pay period in which the credits are actually used by the recipient.