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.
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.
- 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.
- 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.
- 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.