|Subchapter 4630 - Absence and Leave
Section J - Leave Transfer Programs
Subsection b - Emergency Leave Transfer Program (ELTP)
Note: All January 2006 "Updates" to this subsection are due to Departmental Notice 4070-001, Emergency Leave Transfer Program - Hurricane Katrina, dated December 13, 2005.
| Purpose of the ELTP
||The Emergency Leave Transfer Program (ELTP) is used when the President declares a major disaster or emergency and a substantial number of Federal employees are severely and adversely affected. The President has the authority to declare the emergency and effect the ELTP for that emergency. Federal employees can donate unused annual leave to any employees of Executive agencies or the Judicial Branch who are adversely affected by the disaster or emergency.|
For an employee to be eligible for the ELTP, these conditions must be met:
A leave recipient is not required to exhaust his/her accrued annual or sick leave before receiving donated leave under this program.
| How to Apply As a Recipient
||Any employee who meets the eligibility requirements may apply to become an ELTP recipient. The following table briefly describes the application process:
|Approval of Application||Applications to the ELTP will be forwarded to the immediate supervisor for concurrence and signature. The supervisor will forward the signed application to the appropriate approving office as indicated below:
|Seeking Leave Donors||
Upon declaration of a disaster or emergency, HR will:
Programs/supervisors may assist by advertising for leave for the ELTP. They may not solicit donated leave for a particular affected employee accepted into the ELTP. Employees may not be directly or indirectly intimidated, threatened, or coerced, nor may attempts be made to intimidate, threaten, or coerce any other employee for the purpose of interfering with an employee's right to donate, receive, or use donated annual leave.
Employees wishing to donate annual leave are subject to the following criteria:
|How to Apply As A Donor||
Employees may donate annual leave to the ELTP by completing an OPM Form 1638 and sending it to the office designated under "Approval of Application". Employees may not donate sick leave, compensatory time, restored annual leave, or credit hours to the ELTP.
Employees donating annual leave must indicate the name of the emergency,but may not specify a leave recipient (5 CFR 630. 1106 [a]).
|Waiver of Donor Limitation||The limitation on the amount of annual leave that may be donated in a leave year may be waived under unusual conditions ( i. e. , if there is insufficient donated annual leave and there is a clearly demonstrated need for the ELTP). A donor may request a waiver of the limitation by submitting a written request describing the unusual conditions to the appropriate approving office (as designated under "Approval of Application").|
|Using Donated Leave||
An employee may:
Note: For each emergency, OHCM, USDA, determines the deadline for employees to apply to the ELTP. This deadline is the closing date of the ELTP for a particular declared emergency.
Donated annual leave may only be used for purposes related to the disaster or emergency.
Donated annual leave may be:
Donated annual leave may not be:
|Advancing Leave||For the immediate emergency, affected employees typically will be granted excused absence by MRP, USDA, or OPM. In addition, approved leave recipients may request to be advanced annual or sick leave, as appropriate (even if the employee has available accrued annual and sick leave) so that the recipient is not forced to use his or her accrued leave before donated annual leave becomes available. Donated leave would then be substituted for any advanced leave (5 CFR 630.1105[d]).|
|Accruing Leave While in the ELTP||While in the ELTP, annual and sick leave will continue to accrue at the same rate as if the employee were in a paid leave status. Any annual leave accrued that causes an employee to be in a use/lose annual leave category at the end of the leave year will continue to be subject to the same rules on carry over and restoration of annual leave.|
| Termination of the Emergency
At the time of application, employees must indicate an expected termination date for the emergency. Upon termination of the emergency, employees must immediately notify their appropriate approving office (designated under "Approval of Application") to terminate participation in the ELTP.
The disaster or emergency status terminates at the end of the biweekly pay period when one or more of the following occurs:
| Annual Leave Donations From Other Agencies
If there is not enough donated annual leave to meet the needs of approved recipients, HR will contact OPM for assistance. OPM will solicit and facilitate the transfer of donated annual leave from other Federal agencies to MRP. OPM determines the time frame for which donations of leave may be accepted for transfer to MRP. HR will equitably distribute donated leave to ELTP participants. Amounts may vary due to individual needs expressed in the application.
Any unused leave will be returned to OPM for restoration to the donating employee(s). The unused leave restored to the donor:
Note: Unused leave donations received within MRP from MRP employees will be restored to the donator(s) in the same manner as described above.
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