2230--Leave and Holidays

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The Georgia Department of Transportation (GDOT) permits eligible employees to donate or receive leave from other employees of the Department of Transportation. This policy specifies criteria to be utilized in authorizing solicitations for donated leave and designates staff authorized to administer leave donations. Leave donation shall be from employeeto employee and shall be strictly voluntary. The identity of donors shall be confidential and shall not be provided to the recipient or to any other individual unless necessary to administer the donation or required by law. Donation. This policy applies to all Department of Transportation employees who are eligible to accrue leave and who meet the specified criteria.

General Provisions

A GDOT employee (donor) may volunteer to donate accrued leave directly to another GDOT employee (recipient) in accordance with the criteria established in this policy. Donations may NOT be made to or received from employees of other state agencies.
Leave may only be donated to a recipient who has been approved by the appropriate Office Head/ District Engineer, or designee to receive such donations.
The donation of accrued leave is voluntary. No employee will be coerced to donate accrued leave nor will there be any retaliation against an employee who declines to donate leave.
Annual, personal and/or sick leave can be donated. No other kind of time or leave (i.e. accrued FLSA compensatory time, forfeited leave) can be donated.
Donations not used or eligible to be retained by the recipient will be returned to the donor.
A GDOT employee cannot solicit or use donations for any occupationally related accident or illness which is compensable under Workers' Compensation benefits or for a disability incurred in the course of committing a felony or assault.
A GDOT employee cannot solicit donations if the Department has been notified that the employee is so disabled that the employee will likely be unable to return to duty at any time.

Recipient/ Donor Eligibility

To be eligible to use donated leave, a recipient must:
1. have been continuously employed for not less than twelve (12) months by the Department of Transportation;
2. be employed in a position entitled to earn and use leave;
3. have used all accrued and forfeited leave and all available compensatory time and must have been on authorized leave without pay for eighty (80) consecutive hours;
4. not be on contingent leave without pay;
5. use the donated leave ONLY for purposes which qualify for the use of sick leave (See TOPPS 2230-4);
6. not have been on an attendance or other corrective action plan or undergoing disciplinary action for leave abuse or misuse in the twelve (12) month period preceding the request;
7. submit a written request to the employee's supervisor using the DOT Request to Solicit Donated Leave Form 2230-11-A1; and
8. submit an acknowledgement of terms and conditions using the DOT Donated Leave Acknowledgement Form 2230-11-D.
In order to donate leave, a donor must:
1. have been continuously employed for not less than twelve (12) months by the Department of Transportation;
2. have a balance of not less than sixty (60) hours of annual leave after donation, if donating annual leave;
3. have a balance of not less than sixty (60) hours of sick leave after donation, if donating sick leave;
4. make a donation in whole two (2) hour increments; (A donor may donate any amount of accrued annual leave or personal leave and not more than one hundred and twenty (120) hours of sick leave in a calendar year.) and,
5. complete a Accrued Leave Donation Form, DOT 2230-11B to:
  1. authorize the deduction of leave from an accrued balance;
  2. identify the recipient; and,
  3. specify the type and amount of leave to be donated.
6. mail the DOT Accrued Leave Donation Form to the General Office Personnel Office at the General Office in Atlanta where the Leave Keeper will:
  1. certify the donor's leave balance(s) in coordination with the District/Office;
  2. report to the donor's District/Office the amount of leave that will be subtracted from the donor's total(s).
  3. report to the recipient's District or Office the amount of donated leave that will be added to the recipient's leave totals; and,
  4. make appropriate adjustments to the donor's sick, annual, or personal leave balance(s) and to the recipient's sick leave balance in the computer system.

Limitations And Notice Of Donated Leave

All types of leave donations, not to exceed five hundred and twenty (520) hours, will be credited as sick leave to a recipient in the order they are received. Donations received after the maximum has been reached or after the posted deadline will not be accepted and will be returned to the appropriate donor(s).
Multiple donations will be permitted for the same recipient; provided, however, that no recipient will be credited with more than one thousand forty (1040) hours of donated leave in any consecutive (2) two calendar year period.
Once a recipient has returned to duty, not more than forty (40) hours of donated leave may be retained for the recipient’s use.
While using donated leave, the recipient will also accrue annual and sick leave. This newly accrued leave must be used prior to continuing to use donated leave.
The recipient will be advised in writing by the appropriate personnel office of the amount of leave credited.

Office of Personnel

The Office of Personnel shall be responsible for determining the order in which leave donations are received and used and which, if any, unused donations are to be returned to the donor.