Emergency PTO Donation Program

Please find the procedure and process for the Emergency PTO leave bank below. Note: This bank is only to be used to support extenuating circumstances caused by COVID-19.

PTO Donation Procedure

Howard University will allow full-time staff to donate accrued and unused Paid Time Off (PTO) hours to full-time staff without available PTO hours who are out of the workplace for an extended period during the current COVID-19 situation. 

NOTE: This will not apply to faculty or full-time staff who are out on FMLA.

Eligibility:

All full-time, staff are eligible to donate or receive PTO hours after completing twelve-months of continuous employment. Sick time hours may not be donated via this program. Guidelines:

  • Full-time staff are eligible to receive donated benefit time in cases of extended, COVID-19 related leave in cases where they do not have enough PTO or sick leave to cover the absence. This will enable them to receive their full pay during the absence. 
  • Human Resources will review all requests for donations based on eligibility requirements set forth in this emergency procedure.
  • The leave bank is only for full-time staff adversely impacted by the extenuating circumstances of COVID-19. This includes severe hardship to the full-time staff or immediate family members that requires staff to be absent of work. Examples of hardship include personal medical emergencies, quarantine mandates and the inability to work/telework.
  • The donation of PTO is strictly voluntary.
  • Donations may be utilized only after an employee has exhausted all PTO prior to the close of the requested pay period.
  • Full-time staff may donate a maximum of 80 PTO hours within a 12-month period.
  • Donors must make a minimum donation of 8 PTO hours and must maintain at least 80 hours of their own PTO hours.
  • Donated hours cannot be used to supplement time worked and/or existing PTO hours in a staff member’s bank. The recipient must use the donated time for the approved purpose.
  • Staff may not receive more than 80 hours of donated time within a 12-month period. 
  • For illnesses during this extraordinary period, our normal sick time and FMLA processes will apply.
  • Donated PTO will go into a leave bank for use by eligible recipients.
  • Recipient identity will not be disclosed to donating full-time staff.
  • The donation of PTO is on an hourly basis, without regard to the dollar value of the donated or used leave.
  • Full-time staff cannot borrow against future personal time to donate.
  • Leadership reserves the right the edit, adapt or terminate this procedure at any time.

 

Contact Mackenzie Jordan mjordan@howard.edu for additional information. 

 

Process

Donating to the Emergency Leave Bank

  • Eligibility
    • Minimum Donation per Fiscal Year: 8 hours
    • Maximum Donation Per Fiscal Year: 80 Hours
    • Full-time staff donating to the leave bank must maintain at least 80 of their own PTO hours.
  • Process

 

Requesting Leave from the Emergency Leave Bank

  • Eligibility
    • Leave through the leave bank can be requested by University full-time staff.
    • Donations can be requested only after the receiving full-time staff member has exhausted all PTO prior to the close of the requested pay period.
    • The leave bank is only for full-time staff adversely impacted by the extenuating circumstances of COVID-19. This includes severe hardship to the full-time staff or immediate family members that requires and full-time staff to be absent of work. Examples of hardship include personal medical emergencies, quarantine mandates and the inability to work/telework.
  • Process
    • Full-time staff should complete the PTO leave bank request form including any supporting documentation.
    • All requests will receive feedback within 3-5 business days.
    • Note: Supervisors may be made aware of applications and approvals at any point in the process.
    • Note: Requests for donated leave hours are not guaranteed and are based on the qualifying eligibility requirements listed above, approval, and available donated hours.