How to Apply for Catastrophic Leave

1. Read the Catastrophic Leave Donation Program Procedures.
2. Contact the CLDP Administrator at (858) 534-4115 to inform him/her that you are initiating a CLDP process.
3. Print the following CLDP forms:
   • Application form
   • Donor form
   • Model Communique
   • Transfer form

1. Ask the employee to complete the CLDP application form. Submit a medical statement.
2. Review the employee’s completed CLDP form and medical statement.

Notes:

• If the employee is unavailable, complete the CLDP form and healthcare provider statement for the employee.
• At all times, keep any information regarding the catastrophic leave process confidential.

1. 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).
2. Determine the effective date for the employee’s university and employee-paid disability plans.
3. Determine the number of vacation hours needed for the catastrophic leave.

Note: Only vacation hours can be used for a CLDP.

Contact one of the following to identify employees who may be potential donors:

• 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

1. Prepare Model Communique letters for potential donors.
2. Attach CLDP donor forms to each Model Communique letter.
3. Send Model Communique letters to potential donors.

1. Complete a CLDP Transfer form for each donor.
2. Transfer only the total number of hours needed for the current pay period.
3. 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.
4. 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
5. Keep copies of all forms for the employee’s personnel file.

Ensure your department’s timekeeper completes the necessary payroll forms in accordance with the monthly payroll reporting cycle.