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HR-414 Shared Leave


The policy provides a shared leave program that enables eligible employees to donate accrued vacation leave to a pool. This pool will be used to provide pay to eligible employees who have experienced certain catastrophic events and have exhausted all other sources of paid leave.   A catastrophic event is defined as a major illness, injury or medical condition as outlined below.

Donor and Recipient Eligibility

Regular administrative, service and support employees who have successfully completed their probationary period are eligible.  In addition, non-regular academic employees who are eligible for Administrative, Service and Support paid leave plans and have been employed for at least six months in a leave accruing position are also eligible. 

Catastrophic event definition and coverage

A catastrophic event for the purposes of shared leave eligibility is defined as a major illness, injury or medical condition which is life threatening, terminal or likely to result in a substantial permanent disability as certified in writing by a health provider.

This policy covers catastrophic events of covered employees and for employees to provide care or attention to an immediate family member with a catastrophic event. Covered family members are defined in HR-404 Sick Leave.

Policy Administration


  1. Employees may only donate accrued vacation hours.Sick and Personal days, compensatory time may not be donated.
  2. Donations are contributed to a shared campus pool.Donors may not designate a specific person to receive the funds.
  3. Donations are voluntary on the part of the contributor and may not be rescinded.
  4. Employees may donate a minimum of eight (8) hours per donation, regardless of FTE.
  5. The employee donating vacation hours cannot donate an amount which will cause their own remaining vacation balance to fall below 40 hours of accrued vacation.


  1. A completed shared leave application and a statement from a licensed health care provider are required for shared leave requests to be reviewed.The university may request subsequent re-verifications during the course of the leave.
  2. Employees must request and be approved for time off prior to submitting an application for shared leave.
  3. Employees must have exhausted all forms of paid leave (i.e., vacation, sick, personal and compensatory time) prior to receiving shared leave hours.
  4. Shared leave is awarded as donation funds are available and requests are approved.  
  5. Intermittent hours will not be approved, only continuous leave.
  6. Minimum and maximum allowable limits for recipients:
    1. 30 continuous hours: Minimum 30 continuous hours granted per approved application
    2. 160 hours maximum: Up to a maximum of 160 hours granted per approved application
    3. 480 hours annual: Annual maximum shared leave an employee may receive is 480 hours per fiscal year.
  7. Employee recipients may not receive shared leave that exceeds the anticipated period that the catastrophic event requires absence from work.Shared leave awarded but not used will be returned to the shared leave pool.
  8. Employees receiving shared leave will be placed on a paid leave of absence and are not eligible for vacation or sick accruals during the time they are on paid leave as a result of receiving shared leave.
  9. Supplementation of long-term disability or workers compensation benefits will not be permitted, other than during the waiting period for such benefits to commence.
  10. Shared leave is a pooled fund of donated vacation benefits for use by eligible University employees who, during the time of absence from work due to a catastrophic event, would otherwise experience a substantial loss of income. Shared leave compensation is not a guarantee.Nor is shared leave ‘job protected leave’.Accordingly, employees on shared leave remain subject to dismissal, layoff, or other job action consistent with University policy.


Shared leave donations and applications are subject to review and approval by human resource staff responsible for administering the Shared Leave Program. If an employee whose application has been denied alleges the denial is due to policy violation, the employees may appeal the decision by submitting a written appeal within five (5) calendar days to the Assistant Vice President of UM Human Resources or designee stating the reasons for the differences of interpretation of policy. In conducting the review, the HR office may consult with other appropriate administrators as necessary. The Assistant Vice President of Human Resources will issue a decision on the appeal, which will be final with no other review permitted.

See Also

CRR 340.055 Principles for the Establishment of a Shared Leave Program 

CRR 340.030 Sick Leave

CRR 340.050 Vacation

CRR 340.060 Personal Days

CRR 340.010 Family and Medical Leave (FMLA)

HR 404 – Sick Leave

HR 408 – Leaves of Absence

Date Created: 07/01/2018

Last Updated: 07/01/2018

Reviewed 2019-08-12