| What you, the supervisor, should do |
How you should do it |
| 1 |
Begin the catastrophic leave donation process. |
- Read the Catastrophic Leave Donation Program Procedures.
- Contact the CLDP Administrator at (858) 534-4115 to inform him/her that you are initiating a CLDP process.
- Print the following CLDP forms:
|
| 2 |
Fill in the CLDP application forms. |
- Ask the employee to complete the CLDP application form. Submit a medical statement.
- Review the employee’s completed CLDP form and medical statement.
Note: If the employee is unavailable, complete the CLDP form and healthcare provider statement for the employee.
Note: At all times, keep any information regarding the catastrophic leave process confidential.
|
| 3 |
Determine how many vacation hours are needed for the leave without pay. |
- Determine when the employee will exhaust all of his/her leave balances (e.g., sick leave, vacation, and compensatory time if the employee is non-exempt).
- Determine the effective date for the employee’s university and employee-paid disability plans.
- Determine the number of vacation hours needed for the catastrophic leave.
Note: Only vacation hours can be used for a CLDP.
|
| 4 |
Identify any potential eligible donors. |
- Contact one of the following:
- The Human Resources Department CLDP Administrator at (858) 534-4115
-
UCSD Staff Association Potential Donors Administrator at (858) 822-5590 or amarshall@ucsd.edu
-
Your department business officer or HR contact
- Others as identified or appropriate
to identify employees who may be potential donors.
|
| 5 |
Contact any potential eligible donors. |
- Prepare Model Communique letters for potential donors.
- Attach CLDP donor forms to each Model Communique letter.
- Send Model Communique letters to potential donors.
|
| 6 |
Complete the transfer of hours process. |
- Complete a CLDP Transfer form for each donor.
- Transfer only the total number of hours needed for the current pay period.
- Send originals of the following forms to the Payroll Office at Mail Code 0952:
-
Employee’s CLDP application form (only one application form is required regardless of the number of hours donated).
-
Donor’s Transfer form
-
Donor’s LASR.
- Send copies of the following forms to the Human Resources Department CLDP Administrator at Mail Code 0922:
- Employee’s CLDP application form (only one application form is required regardless of the number of hours donated)
- Employee’s Medical Statement
- Donor form
- Donor’s Transfer form
- Donor’s LASR
- Keep copies of all forms for the employee’s personnel file.
|
| 7 |
Complete the payroll timekeeping records. |
- Ensure your department’s timekeeper completes the necessary payroll forms in accordance with the monthly payroll reporting cycle.
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