Section 3 Personnel
Policy 3-13 LEAVE BANK
DISTRIBUTION: All Departments
SUBJECT: Leave Bank
PURPOSE: To establish procedures for a leave bank
BACKGROUND: Employees facing catastrophic medical situations often exhaust
leave but have need of additional assistance to return to the workplace. Chapter 17 of the Lawton
City Code authorizes the City Manager to establish a leave bank program This policy
establishes a voluntary leave bank program under which certain accrued leave can be transferred
to a central leave bank or to a specific employee who has been designated a leave bank recipient.
It also establishes procedures whereby eligible City employees can receive leave from the leave
a. Leave bank means the record keeping system established by the Personnel
account for donation and use of leave bank leave.
b. Leave donor means a regular employee or regular part-time employee, who has
voluntary written authorization for transfer of leave to the leave bank.
c. Leave recipient means a regular employee or regular part-time employee who
all other available forms of leave and for whom the city manager has approved
to receive leave from the leave bank.
d. Medical emergency means a medical condition of an employee or his or her immediate
family, as defined in Chapter 17 of the Lawton City Code, which would require an employees
absence from duty for a minimum of a calendar month and/or results in a substantial loss of
income to the employee because of the unavailability of paid leave.
e. Leave bank status means the administrative status while the employee is using
leave from the
a. An employee who has been affected by a medical emergency or who has an immediate
family member who has been affected by a medical emergency may submit written application to
the employees immediate supervisor to become a leave bank recipient. Employees
of making application may have an employee of the same division make application on his or her
behalf. However, prior to making such an application, written authorization must be obtained
from a member of the incapacitated employee's immediate family, or from a person legally
designated to act on the employee's behalf.
b. The application may be submitted as an internal memorandum or letter and must
and signed by the applicant or an employee or other person filing and acting on the employee's
c. Each application must include the following information in order to be considered:
(1) Name, position, title, division, and pay grade of the potential leave recipient.
(2) Reasons why the employee does not have sufficient leave to cover the medical
(3) The reasons why leave bank leave is needed including a brief description
of the nature,
severity, and anticipated duration of the medical emergency; and if it is a recurring one, the
approximate frequency of the medical emergency affecting the potential leave recipient.
(4) Appropriate medical documentation (i.e., doctor's report, diagnosis, prognosis,
(5) A statement as to whether or not the applicant gives permission, if the request
to inform the work force that the application has been approved and to disclose the nature of the
3. Application Review Procedures
a. All applications will be forwarded from the employee's immediate supervisor
division supervisor, department director, and Personnel Director, to the City Manager for
approval or denial.
b. The applicant will normally be notified of the actions of the City Manager
by the Personnel
Director within five (5) working days after the application is acted upon by the City Manager.
c. Final action may be delayed pending additional documentation as may be required
policy or the City Manager (i.e., second opinion on medical condition).
d. If denied, the reasons for denial will be provided in writing to the applicant.
e. Approved applications will be processed through the Personnel Department for
4. Criteria for the use of leave bank.
The following criteria shall be used to determine approval of applications for leave bank use:
a. Hours must be available in
the leave bank.
b. The eligible applicant employee must have been employed
by the city for the last twelve
(12) consecutive months and performed at least 1,250 hours of service during
exclusive of vacation and sick leave hours.
c. The City Manager must be satisfied that the applicant did not abuse or unwisely
time during prior years of employment.
5. Donation of leave
a. Donations of leave may be made by contacting the Personnel Department and
Leave Bank Donor Authorization Form.
b. The completed form will be sent to the Personnel Department for processing
c. All donations of leave will be made to the central leave bank established
by the Personnel
Department. Donors may specify, if they desire to do so, an individual to whom the donated
leave may be transferred.
d. Types of leave which may be donated are restricted to accrued vacation and
leave. Program restrictions prevent employees from donating more than one half of the leave the
donor employee would accrue during any one fiscal year. This restriction shall not apply to
excess vacation transferred in accordance with paragraph e. below.
e. Accrued vacation hours in excess of 280 hours not used or
taken by July 1 of each fiscal
year will be automatically transferred to the leave bank unless the employee
Personnel Department, in writing, requesting otherwise.
6. Limitations for individual recipient. The amount of leave which an individual
receive shall be limited to four hundred and eighty (480) hours provided, however, that
additional hours may be granted by the City Manager upon the receipt of a recommendation from
a qualified treating physician.
7. Accrual of vacation, sick leave. An approved leave recipient will not
accrue vacation or sick
leave while absent and utilizing leave from the leave bank.
8. Monitoring. The leave recipient's immediate supervisor is responsible
for monitoring the
medical emergency of a leave recipient assigned to him or her. While the extent of the
monitoring will be determined on a case-by-case basis, as a minimum, the supervisor will
communicate with the leave recipient (or someone acting on behalf of the leave recipient) at least
once during each pay period to ascertain the status of the medical emergency. The supervisor
shall then forward written documentation of the recipient's status to the Personnel Director.
Medical documentation may be requested to determine that the medical emergency continues to
9. Termination of eligibility
a. Use of leave bank leave will terminate when one or more of the following occurs:
leave recipient's employment is terminated;
leave recipient retires from city employment;
(3) The leave recipient's immediate supervisor receives notice that the recipient
is no longer
affected by a medical emergency; or
is insufficient leave in the leave bank.
employee returns to work.
b. When the supervisor receives information that the medical emergency has ended,
supervisor will immediately notify the Personnel Department by telephone and will follow up
that notice in writing the next day.
10. Restoration of leave to the leave bank. Any transferred leave
remaining to the credit of a
leave recipient when the medical emergency terminates shall be restored to the leave bank.
11. Prohibition of Coercion. No employee or supervisor shall directly or
threaten, or coerce any employee for the purpose of interfering with any right such employee
may have with respect to participation or non-participation in the leave bank program.
12. Annual Report. The Personnel Director shall prepare an annual report
on the status of the
Leave Bank which shall include the number of hours in the bank and the number of hours
transferred to Leave Bank Recipients. The report shall be sent to the City Manager not later than
August 1 of each year. A copy of the report shall be provided to the Employee
REFERENCE: Chapter 17, Lawton City Code, 1995, as amended.
RESCISSION: This policy is effective March 7,
2005, and will remain in effect until
(AP 3-13, Amended, 03/07/2005, Prior Text)