Employee Handbook – Chapter 4
Staff and Administrator Time Off Benefits
Full-time regular and Part-time regular employees of the College are provided with paid holidays as follows:
- New Year’s Day
- Good Friday
- Memorial Day (last Monday in May).
- Independence Day (July 4).
- Labor Day (observed as a holiday during the Christmas break and is designated for observance by the Office of People Services). See Holiday Schedule published annually by the Office of People Services.
- Thanksgiving Day (fourth Thursday in November)
- Friday after Thanksgiving Day
- Christmas Day (December 25)
- Other holidays are provided between 12/25 and 12/31 and are communicated on an annual basis
On these holidays, most of the College’s offices will be closed. Holidays which fall on Saturday or Sunday will generally be observed on the preceding Friday or the following Monday. In order to be eligible to receive holiday pay, you are required to work your regularly scheduled hours the workday preceding and the workday following the holiday unless on an approved vacation or an extended sick leave.
A definitive list of College holidays is distributed annually by the Office of People Services prior to July 1 of each year. Additionally, the “Holiday Memo” identifies “Days of Celebration” which are NOT holidays but are special days observed by the College community each year. Employees are encouraged to participate in these Days of Celebration (e.g., Mountain Day, Exploring Labor, Service and Learning Day and Martin Luther King, Jr. Day) but, if they choose not to participate, employees are expected to work at their normal duties.
A current listing of holidays is available here.
Because the College recognizes the importance of vacation time for rest, recreation and personal activities, it grants annual paid vacations to its full-time and part time regular employees.
- Full time regular employees become eligible for vacation after completing the orientation period.
- Part-time regular employees who are scheduled to work at least 1040 hours per year are eligible for a prorated amount of vacation dependent on their assigned F.T.E. (full time equivalent). For example, an employee assigned to work 20 hours per week is a .5 FTE and would accrue vacation at 50% of the normal full time rate for that position.
Temporary employees are not eligible for vacation.
The amount of vacation to which an employee is entitled depends upon that employee’s classification and length of service as follows:
Exempt Employees (for those hired on or after 1/1/2006)
All exempt full-time regular employees designated as salaried and, therefore, exempt from overtime laws, will be provided with the following vacation accruals dependent on their length of service with the College. In the chart below, employees earn 10.00 hours per month worked from the first full pay period following their initial hire date to the anniversary of their fifth year of employment. On the fifth anniversary date, the accrual will increase to 13.33 hours per month worked; similarly, on the anniversary date of the fifteenth year of employment, the accrual will increase to 14.67 hours per month worked:
Years of Service Completed = Annual Vacation
- 0-5 years = 15 days (accrues @10 hours per month worked)
- 5+-15 years = 20 days (accrues @ 13.33 hours per month worked)
- 15+ years = 22 days (accrues @ 14.67 hours per month worked)
Exempt Employees (for those hired PRIOR to 1/1/2006)
All exempt full-time regular employees hired prior to 1/1/2006 are provided with an accrual rate of 14.67 hours per month regardless of length of service.
All non-exempt full-time regular employees (hourly paid staff) will be provided with the following vacation accruals dependent on their length of service with the College. In the chart below, employees earn 3.08 hours per pay period worked from the first full pay period following their initial hire date to the anniversary of their 5th year of employment. On the 5th anniversary date, the accrual will increase to 4.62 hours per pay period worked; similarly, on the anniversary date of the 15th year of employment, the accrual will increase to 6.15 hours per pay period worked:
Yrs. of Service Completed = Annual Vacation
0- 5 years = 10 Days (accrues @ 3.08 hrs. per worked pay period)
5+-15 years = 15 Days (accrues @ 4.62 hrs. per worked pay period)
15+ years = 20 Days (accrues @ 6.15 hrs. per worked pay period)
An employee must earn vacation prior to taking it and must request supervisory approval prior to taking any vacation leave.
Vacation schedules are to be requested of your immediate supervisor as far in advance as possible but not less than 5 work days before the expected absence. Where possible, the College will schedule vacations as requested by the employee, unless needs of the College and the particular department intervene. Vacation requests for certain time periods, i.e., holidays, semester break periods, etc. may be granted when possible given the needs of the department and after consideration of the other employees in that particular work group.
Vacation may be taken as time accrues at any point during the year. A maximum of 30 days [equivalent to 240 hours] of accrued vacation leave may be carried over at any given time. Vacation leave ceases to accrue when the employee reaches 240 vacation hours according to the payroll system computation and will not commence again until the employee vacation balance is again below 240 hours.
Pay in Lieu of Vacation
No payments will be made in lieu of taking vacation, except for accrued unused vacation leave at the time of an employee’s separation from the College.
Holiday Within Vacation Period
In the event that a holiday observed by the College falls within an employee’s scheduled vacation period, the holiday does not count as a vacation day.
Vacation for Terminating Employees
Employees terminating employment for any reason are entitled to payment for all accrued unused vacation time, provided all timesheets have been submitted to the Payroll Office. Payment for these hours will be made at the employee’s current rate of pay at the time of termination.
Revised Policy Effective: 01-01-06
It is recognized that employees may become ill or injured and, therefore, be unable to perform assigned duties. This policy covers these kinds of circumstances. This policy is a privilege granted to help protect your income when absence from work is caused by illness or injury and, therefore, employees are encouraged to use their sick leave benefits ONLY when needed for a genuine illness. Sick Leave is a benefit intended for use to cover an extended illness. Accumulated sick leave must not be considered as “extra” time off with pay and may not be used in this manner. Abuse of the privilege may be deemed justification for disciplinary action up to and including dismissal of the employee. Supervisors may request verification of an illness to validate the employee’s absence if abuse of this benefit occurs.
Full-time, regular employees and part-time, regular employees are eligible for accrual of sick leave.
Sick leave may be used for: (a) personal or immediate family illness; (b) rest or recuperation during or after illnesses or injuries, including pregnancy and child birth; (c) personal and immediate family health care appointments and treatments; (d) caring for immediate family members (as defined in the Family Medical Leave Act) who are ill or injured; and (e) providing assistance to family members when employees substantiate that they are dependent upon them during illness. For purposes of this section, “immediate family” means parents, children, or spouses.
Full‑time, regular employees accrue sick leave at 3.693 hours per pay period for non-exempt staff and 8 hours per month for exempt employees. Part-time, regular employees who are regularly scheduled to work 20 hours or more per week accrue a prorated portion of the sick leave accrual based on their approved FTE assignment. Temporary employees or those working less than 20 hours per week are not eligible for sick leave benefits.
Maximum Sick Leave Accrual
A maximum of 1,040 hours of sick leave may be accrued.
Payment for Sick Leave
Under no circumstances will the College pay an employee for unused sick days.
Prolonged Illness or Injury
In cases of prolonged illness beyond the amount of sick leave accumulated, employees may be eligible for leave without pay or, if eligible to participate in the various insurance benefit programs, may contact the Benefits Office to initiate a long-term disability insurance claim.
Requests for Sick Leave
Requests for sick leave must be submitted in writing to your supervisor as far in advance as possible. If it is not possible to request sick leave in advance, for instance in the case of acute or sudden illness, a request for sick leave shall be submitted as soon as practicable but in no case later than the first day you return to work. Except in cases of requests granted in advance, an employee who does not report to work for reasons covered by this policy must notify his/her supervisor before 9:00 a.m. each day the employee is absent from work. Failure to notify the supervisor of an absence may result in denial of sick leave benefits and is considered a serious disciplinary situation.
Abuse of Sick Leave
Abuse of sick leave may result in disciplinary action up to and including termination. Employees may use sick leave only for the purposes stated in this section. When a usage pattern of sick leave indicates possible abuse (e.g., absences on Mondays, Fridays or before or following holidays or vacation), the College may request and require validation of the employee’s request for sick leave. In such instances, a certificate from a physician may be required to substantiate the necessity for the absence.
Absence from work without proper notice to the supervisor for 3 consecutive work days will be deemed to be a voluntary resignation from employment.
Return from Sick Leave
For any absence of three (3) or more days, an employee must present verification of the illness by a physician, as well as a physician’s certificate that the employee is fit to return to work.
FAMILY AND MEDICAL LEAVE
Pursuant to the Family and Medical Leave Act of 1993 (“FMLA”), employees who have worked for the College for at least twelve (12) months and at least 1,250 hours during the prior twelve (12) months may take up to twelve (12) weeks of unpaid leave (“FMLA” leave) for any of the following four reasons:
- Birth of a child of the employee and in order to care for the newborn child;
- Placement of a child into the employee’s family by adoption or by a foster care arrangement;
- Care of the employee’s spouse, child or parent who has a serious health condition; or
- Inability of the employee to perform the functions of the employee’s position due to a serious health condition.
Any FMLA leave taken by an employee during the preceding twelve (12) month period will be used to determine the amount of available leave. For instance, an employee who takes 4 weeks of FMLA in December will have an additional 8 weeks of FMLA available, if needed, in January and February.
FMLA leave for the birth and/or placement of a child into an employee’s family may only be taken within the twelve (12) months after the date of the birth or placement of the child. In the case of unpaid leave for the birth or placement of a child, intermittent leave or working a reduced number of hours is not permitted, unless both the employee and the College agree. If both spouses are employed by the College, the combined leave shall not exceed twelve (12) weeks.
For purposes of this policy, a serious health condition means an illness, injury, impairment or physical or mental condition that involves:
- Inpatient care in a hospital, hospice or residential medical care facility, including any period of incapacity or subsequent treatment in connection with or consequent to such inpatient care; or
- Continuing treatment by a health care provider, which includes any one or more of the following:
a. a period of incapacity due to a serious health condition of more than three consecutive calendar days plus either two or more treatments by a health care provider or one treatment by a health care provider followed by a regimen of continuing treatment;
b. a period of incapacity due to pregnancy or for prenatal care;
c. a period of incapacity or treatment for such incapacity due to a chronic health condition such as asthma, diabetes or epilepsy;
d. a period of incapacity due to a permanent or long-term condition for which treatment may not be effective such as Alzheimer’s or a severe stroke; and
e. a period of absence due to a serious health condition to receive multiple treatments or that would result in incapacitation without multiple treatments, such as cancer requiring chemotherapy or radiation treatments.
As used above, the term “incapacity” means that the employee must be unable to work at all or unable to perform any of the essential functions of his or her job.
3. In the case of unpaid leave for serious health conditions, the leave may be taken intermittently or on a reduced hours basis only if such leave is medically necessary or to provide care or psychological comfort to an immediate family member with a serious health condition. In such cases, the College has the option, in its sole discretion, to require the employee to transfer to a temporary alternative job for which the employee is qualified and which better accommodates the intermittent leave or reduced hours leave than the employee’s regular job. The temporary position will have pay and benefits equivalent to those of the employee’s regular job.
4. In cases of leave due to a serious health condition of the employee (including pregnancy and childbirth) or an immediate family member, paid sick days and, if needed, paid vacation time must be used before taking unpaid leave. In cases of leave for the placement of a child through adoption or foster care, paid vacation must be used before taking unpaid leave. Both the paid and unpaid leave will be counted in calculating the total period of FMLA leave used. Once the College has knowledge that the leave being taken qualifies as a Family and Medical Leave absence, the employee will be notified orally or in writing within two business days, absent extenuating circumstances, that the vacation and/or sick leave will be counted towards the total of twelve (12) weeks of family leave. If notice to the employee is oral, it will be confirmed in writing no later than the following payday. If notice is not given to the employee by the date the leave starts, the College may not designate the leave as FMLA leave retroactively, unless the College does not have sufficient information as to the employee’s reason for taking the leave until after the leave commences. Ordinarily, the College will only designate the leave as FMLA leave prospectively, as of the date of notification to the employee that the time is being charged against the employee’s FMLA entitlement.
5. When the necessity of leave is foreseeable due to the expected birth or placement of a child, the employee must provide the College at least thirty (30) days notice of the employee’s intention to take leave. If the date of birth or placement of a child requires the employee’s leave to begin in less than thirty (30) days from the date of notice to the College, the employee must provide such notice as soon as practicable.
6. Where the necessity for leave is due to a family member’s or an employee’s own serious health condition and is foreseeable based on planned medical treatment, the employee must:
a. give at least thirty (30) days’ notice, or as soon as practicable if treatment starts in less than thirty (30) days; and
b. make a reasonable effort to schedule the treatment so as not to unduly disrupt the operation of the College, subject to the approval of the healthcare provider.
7. Where the need for leave is unforeseeable, the employee must give notice as soon as practicable under the circumstances. Except in extraordinary circumstances, such notice must be given within one or two days of the commencement of the leave. At the time notice is given, the employee must provide the College with sufficient information to enable the College to determine whether or not the reason for the requested leave is a reason for which leave may be taken under this policy. Failure to do so will result the request for FMLA leave being denied and may result in disciplinary action, up to and including discharge, for violation of the College’s attendance policy.
8. Any leave request based on a family member’s or employee’s own serious health condition must be supported by certification from a healthcare provider on a form which the College will provide. The employee must provide a copy of the certification to the College in a timely manner after the College’s request for medical certification. A maximum of fifteen calendar days will be allowed to provide the certification, unless circumstances make it impracticable to obtain the certification within this period of time, and the employee has made diligent, good faith efforts to obtain the certification. Certification from the healthcare provider must contain:
- the date the serious health condition began;
- the possible duration of the condition;
- the appropriate medical facts regarding the condition;
- if the leave is based on the care of a spouse, child or parent, a statement that the employee is needed to provide the care and an estimate of the amount of time that need will continue;
- if the leave is based on the employee’s own serious health condition, a statement that the employee is unable to perform the functions of his/her job; and
- in the case of intermittent leave or leave on a reduced hours basis for planned medical treatment, the date the treatment is expected to be given and the duration of the treatment.
9. If the employee completely fails to provide the medical certification requested by the College, then the leave is not FMLA leave. If applicable, the employee may also be subject to discipline, up to and including discharge, for violating the College’s attendance policy.
10. During FMLA leave, the College will continue to pay its portion of the health insurance premium, and the employee must continue to pay his/her share of the premium. Failure of the employee to pay his/her share of the premium may result in loss of coverage, after 15 days written notice to the employee. If the employee does not return to work after the expiration of the leave, the employee will be required to reimburse the College for health insurance premiums paid during the leave, unless the employee does not return because of the presence of a serious health condition which prevents the employee from performing his/her job, the continuation of a serious health condition of the employee’s family member or circumstances beyond the control of the employee.
11. During the unpaid portion of FMLA leave, the employee shall not accrue employment benefits, such as vacation leave, sick leave, retirement contributions, etc. Employment benefits accrued by the employee up to the day on which the family leave of absence begins will not be lost.
12. The College may require an employee on FMLA leave to report periodically on his/her status and the intention of the employee to return to work, and also periodic recertification of the medical condition. Failure to report as requested or to obtain requested certification will result in disciplinary action, up to and including discharge. An employee taking leave due to the employee’s serious health condition, except for intermittent leave, is required to obtain a fitness-for-duty certification at the employee’s expense with regard to the condition that causes the need for FMLA leave.
13. Employees who return to work from FMLA leave within or on the business day following the expiration of the twelve (12) weeks are entitled to return to their original job or an equivalent position without loss of benefits or pay. (The FMLA does have a very limited exclusion to this, the details of which may be accessed on the web at www.dol.gov ) However, pay increases conditioned upon seniority, length of service or work performed would not be granted until the approximate length of service, seniority, etc. was attained after returning to work.
Applications for FMLA leave must be submitted in writing and signed by the employee’s immediate supervisor. Applications should be submitted at least thirty (30) days before the leave is to commence or as soon as possible if thirty (30) days notice is not possible. Appropriate forms must be submitted to the Office of People Services to initiate a family leave and to return the employee to active status.
The College recognizes that the occurrence of a death in the immediate family of an employee will require the absence from work of that employee for a period of time. Up to three (3) work days leave with pay for attendance to funeral matters may be granted in cases involving the death of in the immediate family of a full-time, regular employee or a part-time, regular employee.
For the purposes of this policy, the term “immediate family” is defined as spouse, domestic partner, parents of domestic partner, father, mother, father-in-law, mother-in-law, child, step parent, step child, brother, sister, grandchildren, or grandparent of the employee. If the employee has a family member living in their home for whom they are responsible for the primary care giving, or if the employee was raised by a person who is not considered immediate family, the employee’s supervisor, department or division head may approve funeral leave for that purpose.
Employees must request the use of funeral leave in advance of the absence. The funeral leave use is indicated on the employee’s timesheet and is paid as work time, not requiring it to be taken from the employee’s vacation leave balance.
Attendance at the funeral of other relatives or friends can also be arranged with the supervisor in advance of the absence; however, this time must be deducted from the employee’s vacation leave balance. The supervisor may approve leave without pay for the purpose of attendance at funerals for persons other than an employee’s immediate family members, giving consideration to the workforce needs of the department.
Emergency or temporary employees are not eligible for paid funeral leave.
JURY DUTY LEAVE
Full-time employees who are summoned to jury duty will be paid during their active periods of jury service. Such employees are permitted to retain the allowance received from the court for jury service. Employees other than full-time employees are given time off without pay for jury duty and are permitted to keep allowances received from the court. All employees are expected to return to work on any day that jury service takes less than the entire working day.
All employees will be given time off with pay if summoned to appear in court as a witness on behalf of the College.
To qualify for jury duty leave or to serve as a witness for the College, employees must submit to their supervisors a copy of the summons to serve as a juror or the subpoena to appear for the College as a witness as soon as the summons or subpoena is received. In addition, proof of service must be submitted to the supervisor when the period of jury service or witness duty is completed.
The College will make no attempt on an employee’s behalf to have jury service postponed unless an emergency situation at the College requires such action.
Any full-time regular employee who is disabled must apply for Family Medical Leave prior to applying for long term disability benefits. (See FMLA policy for an explanation of return to work rights and responsibilities.) When an employee is unable to work for more than one hundred and eighty (180) days because of injury or illness (in accordance with the definition of “disability” specified in the disability insurance plan documents), the employee is eligible to apply for long-term disability leave. (Call the Benefits Office at x3051 for details of the current insurance plan.)
When an employee who has been on disability leave is ready to return to work, the College will, if possible, return that employee to a position for which he or she is qualified and which resembles his or her former position as dictated by the Family Medical Leave Act or as closely as circumstances permit. However, the College cannot guarantee that such an employee will be returned to the same job as before. If no suitable positions are available, it may be necessary to terminate the employment.
Employees who have been on disability leave more than twelve (12) months are automatically terminated, as is any other employee absent from work this long, for any reason. Disabled employees terminated under this policy have the right to reapply at such time as they are able to work again.
EMERGENCY EVENT AND WEATHER POLICY
The Berea College campus has occasionally faced a serious emergency. In order to ensure the safety of our students, faculty, staff, guests, and visitors, it has on rare occasions been necessary to close the campus due to such emergencies as crisis, severe snowstorm, tornado, fire, water damage, etc. When an emergency arises, the President of Berea College or his or her designee may decide to close the campus in order to preserve the safety of students, employees, guests, and visitors. This policy specifies how Berea College will respond in such circumstances. The policy also specifies that employees throughout the campus community have a personal responsibility to consider individuals with disabilities in their area. [Revised: 2007]
Those Affected by this Policy
Students, employees, guests, and visitors of Berea College.
Policy and Procedures
The President of Berea College or his or her designee will decide as early as possible before or during the work day that the College campus will be closed.
If the decision to close the College is made before or after the regular workday, the Director of Public Relations will inform the news media of the emergency situation, who is and who is not to report for class and/or work, and, if known, the expected duration of the emergency. Employees should listen to radio channels WKXO (AM 1500 and FM 106.7) or WEKU (FM 88.9) or watch Lexington TV channels for official notification of an emergency closing of the campus. If information is not available on these media, the employee should call the head of his or her department or division, People Services (ext. 985-3050), Public Relations (ext. 3018), or, only if none of these can be reached, a campus operator (985-3000) for appropriate information.
If the decision to close the College is made before or after the regular workday, College faculty, staff, and student employees will also be notified through the College calling tree. When the decision has been made to close the College, the President’s Office will immediately activate the College calling tree as follows:
• The President’s Office will notify the Vice Presidents, the Director of Public Relations, and the Director of People Services.
• Each Vice President will contact the employee in each department and office in the Vice President’s division who has been designated in advance as the “contact person” for that department or office.
• The designated “contact person” in each department or office will activate the calling tree of that department or office. It is imperative that each division, department, and office develop its own calling tree.
• The Directors of Facilities Management and Public Safety will notify their emergency response teams and convey instructions on actions to be taken.
• The Director of Public Relations will advise the Phone Center staff on appropriate responses to callers’ inquiries.
• The Director whose area is primarily responsible for handling the incident will maintain close contact with their divisional Vice President, who will keep the President’s Office informed about the situation. The President or his or her designee will keep Public Relations staff informed of developments, and Public Relations will update media information and the Phone Center accordingly.
If the emergency occurs during the regular workday, the President, the Provost, or a designee may direct People Services staff to notify all campus departments of the situation and action to be taken. Or the President, the Provost, or a designee may direct the Vice Presidents to notify the various departments and offices within their divisions through the designated department and office “contact persons” and calling trees.
EMPLOYEE RESPONSIBILITY IN EMERGENCY EVACUATION PROCEDURES
During an evacuation, if you are aware of a person with a disability being in the area, you should advise responding emergency personnel of the presence of that person and, if possible, give their name, the nature of the disability, and their location within the building. If there are no emergency response personnel in the immediate area, locate the nearest telephone and call “911”. Report the nature of the emergency, the name and location of the person and, if known, the type of disability.
Elevators should not be used to transport a person with a disability unless accompanied by emergency response personnel.
The choice to remain in an area to assist a person during an evacuation is a voluntary decision, not a College requirement.
(This section is an Addendum to the policy; effective 01/07)
Essential employees, described as those persons involved with the required operations of the campus, will be expected to staff their positions during an emergency. During a short-term emergency closure, non-exempt essential employees will be paid at their overtime hourly rate for the hours they work during the emergency closure. When the College re-opens, these employees will again be compensated at their regular hourly rate until the point at which they have worked forty hours that week. As always, they will be paid at their overtime hourly rate for time worked above forty hours. Such essential employees may include the heat plant crew, electric and plumbing shops, grounds crew, safety officers, residence hall staff, telecommunications and telephone operators, food service, housekeeping, and custodial and maintenance crews, and/or others whose expertise makes their services essential due to the nature of the particular emergency. Every effort will be made to inform essential employees immediately of their role in the emergency. If the situation becomes long-term (three or more days), the College’s Administrative Committee may decide to change the rates of compensation described above. Employees will be informed as soon as possible if such a change is made.
Non-exempt employees whose work is not essential during an emergency closure will be compensated at their regular rate of pay for regularly scheduled hours whether or not they work during a short-term emergency closure of the College. If the situation becomes long-term (three or more days), the College’s Administrative Committee may decide to change the rate of compensation described above. Employees will be informed as soon as possible if such a change is made.
TIME OFF TO VOTE IN ELECTIONS
All College employees are encouraged to exercise their voting rights at all national, state and local elections. Work schedules will normally permit adequate time for employees to exercise their voting rights, either before or after normal working hours, or during the employee’s lunch hour, and it is suggested that they utilize this period of time to vote whenever possible. Employees who vote in distant communities are encouraged to exercise their right to vote by absentee ballot so as to avoid absences from work. When this is not possible, employees may be excused from regular duties for up to one (1) hour for the purpose of voting, provided that a formal request is made in advance to the immediate supervisor. Your supervisor has the discretion to decide when employees may take time off to vote.
Leaves of absence without pay for military duty are granted to full-time regular and part-time regular employees. If you are called to active military duty or to Reserve or National Guard duty or training, or if you volunteer for the same, you must notify your supervisor in advance and submit copies of your military orders to your supervisor as soon as practicable. You will be granted a military leave of absence without pay for the period of military service, in accordance with applicable federal and state laws. Your eligibility for reinstatement after your military duty or training is completed is determined in accordance with applicable federal and state laws and your reinstatement benefits will be coordinated with you by the Office of People Services.
VACATION LEAVE DONATION POLICY
Berea College will assist staff employees working in a part-time or full-time regular status position who experience an illness, pregnancy, or injury by providing a mechanism for the donation of vacation leave hours from co-workers. Employees may apply to receive leave donations at their current rate of pay once they have exhausted all personal sick leave and vacation leave. Employees must be able to demonstrate eligibility for Family Medical Leave in order to receive a vacation leave donation.
Donated hours will be considered gifts and, therefore, will not require any repayment of hours once the employee recovers sufficiently to return to an active employee status.
Staff members who wish to donate vacation hours may do so in 8-hour increments, provided they have an existing balance of 48 or more hours at the time of the donation, and must complete a Vacation Leave Donation Form in the Office of People Services/Payroll. Donations may not be made in excess of 40 hours per person per year. The Vacation Leave Donation Form may be obtained at
In the event that a donation is made and the receiving employee either returns to work or becomes eligible for/approved for long term disability insurance, any donated hours that are unused will be returned to the donating employee.