Catastrophic Leave Program

1. Complete the CAT Leave Request (DGS OHR 903) and obtain signature from supervisor acknowledging request. In cases where the potential recipient is unable to initiate the process, a family member or the department head (or designee) may act on the employee’s behalf. The donated leave may be used upon approval by a department head or designee.
2. Submits the completed DGS OHR 903 along with the appropriate verification of the injury or illness to the OHR RTW Unit MC. Appropriate verification must include:
   • A brief description and appropriate verification of the illness or injury;
   • Name and relationship of the person incapacitated (if applicable) or other household member;
   • An estimate of the total time needed (beginning date and ending date).

Note: The form will be returned if incomplete and/or medical verification is not provided or if received after the date the employee returned to work. Retroactive CAT leave requests cannot be approved and will be returned.

Employees must use their leave credits if they continue to accrue prior to using donated credits. If the employee returns to work before the anticipated return date and donation requests remain in the holding account, they will be returned to the donor in 30 days.

1. Reviews CAT leave policy, appropriate BU agreement (if employee is represented), signs the DGS OHR 903 and returns to employee.

1. Reviews the completed CAT leave request or modification and medical verification to ensure consistency with the applicable BU agreement and policy eligibility requirements.

2. Notifies the Personnel Officer of findings to include the verified actual leave balances and calculation of the additional time needed.

3. If CAT leave is approved by Personnel Officer, prepares CAT leave solicitation memorandum to the requesting employee, employee’s supervisor, Office Chief, and Personnel Specialist. Solicitation will be distributed via email or as indicated by the employee on the DGS OHR 903. If employee requires more leave time than originally donated, the MC reviews request and medical verification for consistency with program eligibility requirements and prepares a modified solicitation.

4. If the request is denied, an explanation will be provided in writing.

1. Reviews the CAT leave request and medical verification, including the applicable BU agreement and policy eligibility requirements.

2. Approves or denies CAT leave request.

1. Receives a copy of the approved DGS OHR 903.

2. Upon receipt of the Catastrophic Leave Donation Record (DGS OHR 905), ensures that donated leave credits are applied to the recipient’s leave bank after the recipient’s leave bank is exhausted and are reflected as a deduction from the donor’s leave bank in a timely manner.

3. Completes recipient’s PAL, recording actual time worked and earned credits used. For leave taken, records CAT leave if no accumulated credits remain.

4. Upon completion of applying donated leave credits, notes the adjustment made on the donation form and distributes a copy to the donor and recipient as verification of the credits transferred. If the donor elects to remain anonymous, ensures the confidentiality of the donor.

5. Files the original DGS OHR 905 in recipient’s medical file.

6. If employee returns to work as planned, returns unused donations to donor with a notation as to why donations were not processed.

7. Provides donation information to the employee, supervisor, and those who have a business need to know.