Catastrophic Leave donation is the process where an employee may voluntarily donate vacation or qualifying paid time off (PTO) leave to another employee under certain circumstances. Refer to the image below for a general overview of the process.
Image caption: Process arrow displaying the steps of the Catastrophic Leave process. The employee exhausts all leave balances and contacts UCLA CHR or HHR to begin their Catastrophic Leave request. Upon approval, the Initiator enters the donated hours and leave takes using Manage Accruals. If hours are unused, the Initiator returns them.
To qualify for Catastrophic Leave, the employee must have exhausted all accumulated paid leave balances and received approval from Campus Human Resources (CHR) or Health Human Resources (HHR).
CHR manages the Catastrophic Leave program for Campus Staff and David Geffen School of Medicine (DGSOM) employees.
HHR manages the Catastrophic Leave program for the Medical Center.
Prior to submitting a catastrophic leave application, the department's HR Initiator should review the Admin - Review Absence Balance page in UCPath and verify:
The donor employee has enough accrued vacation or PTO to donate.
The receiving employee has exhausted all accumulated paid leave benefits.
The receiving employee can receive leave donations from a combination of individual donor(s) and the Central Bank, if applicable. Specific donation information, including the distribution of donated hours, is provided upon approval from CHR/HHR.
The receiving employee must be on a paid leave of absence in UCPath.
UCPath displays the donated hours for the receiving employee the day after receiving final approval. The donor employee will see an additional line for "Donated Vacation" on their current absence balance. This line serves as a notification to the employee that those hours will be deducted from the next payroll cycle. It is important to note that the donor employee will not see the hours deducted from their balance until the next payroll processing and Accrual Post Confirm. Refer to the Payroll Processing Schedule.
Job Aid: View Employee Absence Balance Data
Job Aid: Enter Catastrophic Leave Donation
Job Aid: Enter Catastrophic Leave Takes