A medical emergency means a medical condition of an employee or a family member that is likely to require an employee's absence from duty for a prolonged period of time (at least 30% of the average hours normally worked in a pay period) and would result in a substantial loss of income to the employee because of the unavailability of paid leave. Full time employees approved in a leave recipient status may only accrue up to 40 hours of sick leave and up to 40 hours of annual leave in set-aside accounts. Part-time employees and employees on an uncommon tour of duty may only accrue up to the average number of hours worked in a weekly scheduled tour of duty in a set-aside account while in a leave recipient status.
A family member is any of the following:
a) spouse, and parents, thereof
b) children, including adopted children, and spouses thereof;
d) brothers and sisters, and spouses thereof; and
e) any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.
A FIRST LEVEL SUPERVISOR IS PROHIBITED FROM RECEIVING DONATED LEAVE FROM A SUBORDINATE EMPLOYEE.(5 CFR 630.906(d))
Employees applying to become a leave recipient due to a medical emergency should complete the OPM Form 630 and submit the form to their supervisor with certifying medical documentation. Supervisor's must endorse and/or approve employee applications to become leave recipients. The deciding official will then approve or disapprove the request. Check with your chain of command and/or servicing Civilian Personnel Advisory Center (CPAC) on any additional procedures/guidelines for the VLTP process.
5 CFR 630.908 limits the amount of leave an employee may donate in any one leave year, but allows agencies to waive the limitations. To see the latest delegation of authority to approve waivers of the leave donation limitations Click here.
Army-wide Solicitation Assistance
To assist Army civilians and Army families supporting our military in the Overseas Contingency Operations (OCO - formerly known as GWOT), the Army's VLTP has been enhanced as described below.
Normally, the responsibility for soliciting prospective leave donors resides with the individual leave recipient and with the on-site installation. This approach generally limits the amount of leave that is donated. When local donations are insufficient, expanding the leave solicitation to all Army employees can vastly increase leave donations.
Approved VLTP leave recipients meeting any of the conditions described below are eligible for Army-wide leave solicitation assistance:
a) Army civilian employees who become ill, contract diseases, or are injured or wounded while deployed to an area for which danger pay is authorized in direct support of a U.S. military contingency operation, including stability and reconstruction efforts. This provision is extended to civilian employees who were deployed while on active duty;
b) Army civilian employees who are caring for their civilian or military family members who became ill, contracted diseases, or were injured or wounded while they were deployed to an area for which danger pay is authorized in direct support of a U.S. military contingency operation, including stability and reconstruction efforts;
c) Army civilian employees whose medical emergencies are a result of hostile action caused by an enemy of the United States of America (such as the events that occurred on September 11, 2001); or
d) Army civilian employees who are caring for their civilian or military family members whose medical emergencies are a result of hostile action caused by an enemy of the United States of America.
The following procedures apply when requesting Army-wide leave solicitation:
a) The employee must follow local procedures to apply as a leave recipient under 5 CFR part 630.904, including making a written request and submitting medical documentation. If the employee is not capable of applying on his/her own behalf, a personal representative of the potential leave recipient may complete and submit the application.
b) The request for Army-wide solicitation must be coordinated through the local Civilian Personnel Advisory Center (CPAC). The CPAC representative shall review and send the request for donated leave to the Civilian Human Resources Agency (CHRA) headquarters for Army-wide distribution.
c) If the medical emergency requires additional leave, the leave recipient may request additional Army-wide solicitations.
Supervisors need to monitor each leave recipient's medical status and medical documentation to ensure that the donated leave is used in compliance with 5 CFR 630.904. If necessary, a supervisor may request medical documentation periodically from a leave recipient, to verify the leave recipient is still suffering a medical emergency or caring for a family member with a medical emergency.