Human Resources

University of Mississippi

Donated Leave

The University recognizes that employees or immediate family members may experience catastrophic or chronic injury or illness, resulting in a need for additional time off in excess of their available leave balance. To address this need, employees are allowed to donate Personal and/or Major Medical Leave to a colleague who has exhausted all of his or her leave.

In accordance with State Code and University Policy, faculty and staff employed one-half time or more, for at least twelve (12) months, and who worked at least 1,250 hours during the twelve (12) months immediately preceding their leave of absence may qualify for donated leave for the following reasons:

  • Catastrophic injury or illness  – a life-threatening injury or illness of an employee or a member of an employee’s immediate family (spouse, parent, stepparent, sibling, child or stepchild) which totally incapacitates the employee from work.
  • Chronic illnesses or injuries – an illness or injury of an employee or a member of an employee’s immediate family (spouse, parent, stepparent, sibling, child, or stepchild) such as cancer or major surgery, which results in intermittent absences from work, are long-term in nature, and require long recuperation periods.

Note:  Conditions that are short-term in nature, including, but not limited to, common illnesses such as influenza and the measles, and common injuries, are not catastrophic.

Certification from a licensed health care provider is required to determine eligibility.  Employees must use the medical certification form, Form 21 – Medical Certification Form, and the completed form must be forwarded to the Department of Human Resources at Howry Hall.

To learn more about donated leave refer to the complete policy, Donated Leave policy (HRO.BE.600.320).

Recipient Information:

  • The maximum amount of donated leave an employee may receive without returning to work is 90 days.
  • As an agency with more than 500 employees, faculty and staff may only receive leave donated by University of Mississippi employees.
  • Employees must use all of their own accrued Personal and Major Medical Leave before they are eligible to receive donated leave.

Donor Information:

  • To donate leave, complete the Donor Leave Request form, Form 14 – Donor Leave Request,  and indicate the employee who you are donating to (recipient employee) and the amount of earned Personal and/or Major Medical Leave you wish to donate.   The form must be signed by the donor and recipient’s department head.
  • When donating leave, an employee must retain at least seven (7) days of earned Personal Leave for their own use.
  • Employees may donate up to 50% of their earned Major Medical Leave.
  • Leave must be donated in 24 hour increments.
  • An employee may not donate leave after notice of separation, for any reason, or after separation of employment.
  • University of Mississippi employees may donate leave to approved recipients of other Mississippi state agencies if such agency has fewer than 500 employees. The external donor leave request form is available by contacting a member of the Benefits team, Department of Human Resources.

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Frequently Asked Questions

  • May I donate hours to an faculty or staff member who is employed in another department?

Yes, faculty and staff may donate hours to any qualifying employee of the University.

  • Is there a ‘pool’ to which I can donate hours?

Hours must be donated to a specific employee and there is not a “pool.”

  • What happens to hours that are not used by the recipient?

When the employee returns from leave of absence, any unused hours will be returned to donors on a pro-rata basis.

  • Can donor information be provided to the recipient?

It is at the discretion of the donor to inform the recipient of their generosity. State Code mandates donor information remain confidential and no other University member should provide donor information to the recipient.

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