Purpose: The purpose of this lesson is to view shared leave requests, donations, and return information.

Navigation: Home > Benefits > Enroll In Benefits > Maintain Shared Leave Requests

Timing: Information on the Shared Leave page can be viewed anytime during system availability. Leave donated prior to the end of the fiscal year or for employees leaving state service should be submitted to DPS for entry well in advance of the final pay calculation in order for the information to be entered in a timely manner.

Important Notes: There are three sections to the Shared Leave page. The outer section of the page identifies the different effective dates of a shared leave request. The middle section identifies each person who donated leave. The inner section identifies the type of leave donated.

Eligible employees wishing to receive or donate Shared Leave must do so in compliance with Kansas Administrative Regulation (K.A.R.) 1-9-23 (Shared Leave). Much of the information below is extracted from K.A.R. 1-9-23. The information listed below is not all-inclusive.

Once it is determined an employee is eligible to receive Shared Leave, the following conditions must be met:

1. The Shared Leave recipient must have exhausted all paid leave available for use, including vacation leave, sick leave, compensatory time, holiday compensatory time and the employee’s discretionary holiday. For example, the leave balance for a non-exempt employee receiving shared leave cannot be at .25 or above. For an exempt, the leave balance cannot be at 4 hours or above.

2. The employee has at least six continuous months of service, pursuant to K.A.R. 1-2-46.

Shared leave may be used only for the duration of the serious, extreme, or life-threatening illness, injury, impairment, or physical or mental condition for which it was collected. The maximum number of hours of shared leave that may be used by an employee shall be the total hours that the employee would regularly be scheduled to work during a six-month period.

Shared leave may be applied retroactively for a maximum of two pay periods preceding the date the employee signed the shared leave request form.

Any unused portion of the shared leave shall be prorated among all donating employees based on the original amount and type of donated leave and returned to those employees within two pay periods of the date on which it is determined that the employee receiving the donated leave is no longer eligible for shared leave. Shared leave shall not be returned to donating employees in increments of less than one full hour or to any person who has left state service. Return confirmation letters are generated centrally through SHARP.

Agencies forward approved shared leave requests, donations, and unused shared leave hours to the Division of Personnel Service for entry into SHARP. Agencies have view access to the Shared Leave Requests page for the purpose of determining the current status of requests.

The sick or vacation hours donated from one employee to another appear under the ‘Adjusted Year-to-Date’ field of the Leave Accrual page. The hours donated will not display in the donor’s ‘Taken Year-to-Date’ field.

Shared leave taken for exempt employees is entered in full or half day increments.

An employee shall be eligible to donate vacation leave or sick leave to another employee if these conditions are met:
(A) The donation of vacation leave does not cause the accumulated vacation leave balance of the donating employee to be less than 80 hours, unless the employee donates vacation leave at the time of separation from state service.
(B) The donation of sick leave does not cause the accumulated sick leave balance of the donating employee to be less than 480 hours, unless the employee donates sick leave at the time of separation from state service.
(C) If the employee is retiring from state service and receiving compensation for sick leave upon retirement, the donated sick leave consists only of the accumulated sick leave in excess of the applicable minimum accumulation amount required for eligibility for a sick leave payout in accordance with K.S.A. 75-5517, and amendments thereto.

Shared Leave Request and Donation forms may be obtained from the following website: http://www.da.ks.gov/ps/documents/default.htm. Select the Shared Leave Request or Donation form.

Because K.A.R.’s are periodically revised, please refer to K.A.R. 1-9-23 (Shared Leave) at the following website for the most up to date information on shared leave: http://www.da.ks.gov/ps/documents/regs/art-9.htm#1-9-23.

If an agency is processing a prior period shared leave adjustment, ensure the top row of vacation and sick leave balances are below .25 (non-exempts) or 4.0 (exempts). In rare cases, the shared leave information may not be entered in time for a current period adjustment. (For example, if the employee was eligible to use shared leave for pay period ending 12/15/07, but the shared leave information had not been entered until after the pay period end date, the employee may have accrued leave since that time). A request would then need to be submitted to DPS to temporarily reduce the sick and vacation balances to below .25 (non-exempts) or below 4.0 (exempts). Once the off-cycle runs and the employee is paid for the shared leave, the balances can be restored.

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