HR Reference Guide


As of July 1, 2021, some State employees are covered under Collective Bargaining Agreements (CBA), see the Division of Human Resource Management, Labor Relations Unit page for more information.  If you are in a job classification currently covered under a CBA, some of the terms and benefits of your employment may be different than the provisions outlined on this page. Please consult your CBA or agency's human resource for further information.


Up to 1,040 hours of donated paid leave in a calendar year due to a catastrophe.

A catastrophe is defined as an employee being unable to perform the duties of his or her position because:

  • Of the employee's own serious illness, accident or motor vehicle crash which is life threatening or will require a lengthy convalescence (expected to exceed ten consecutive weeks);
  • The employee is needed to care for an immediate family member because of a serious illness, accident or motor vehicle crash which is life threatening or will require a lengthy convalescence (expected to exceed ten consecutive weeks); or
  • The employee's immediate family member has died.

Click on below headings for more information on this topic


Donations may be received from:

  • Fellow employees in any branch of State government; and/or
  • If available, the agency's catastrophic leave bank.

Donations may be made from:

The maximum number of hours that may be donated by an employee in one calendar year is 120 and the minimum number is eight. An employee may not donate sick leave if after the donation the employee's sick leave balance will be less than 240 hours.

Employees may donate to an employee approved for catastrophic leave or their agency's bank by filling out the Notice of Intent to Donate Leave (NPD-25) form and submitting it to the appropriate agency group (e.g., human resources).


  1. Provide the employee or the employee's representative (e.g., family member) with the Request to Receive Catastrophic Leave Donations (PAY-23) form and the appropriate medical certification form (i.e., PAY-23CE or PAY-23CF) or if the employee is unable to fill out the form and has no representative, contact your agency's human resources.
  2. When the employee or the employee's representative (e.g., family member) completes Section I and returns the PAY-23 form, fill out Section II and immediately forward to the appropriate group in your agency (e.g., human resources).


Catastrophic leave is approved by your agency's appointing authority or designee (e.g., human resources, agency catastrophic leave committee).


Technical (step-by-step) guide: See the NEATS Timekeeping Module procedure (01.30.10) and NEATS tutorials.

When determining whether to APPROVE or REJECT a leave request or a leave entry on a timesheet, consider the following factors:

  • Does the employee have sufficient leave of the type being requested?
  • Do the notes (yellow sticky note image link on the timesheet) agree with the hours requested and information entered in the Additional Description: field?
  • Will you be violating any regulations or policies by approving or rejecting the leave?

 See your agency's policies, procedures or regulations for any agency specific processes (e.g., required hard copy form).  See the NEATS Handbook for applicable payroll code(s).


An employee may appeal the catastrophic leave decision of his or her agency by filing a completed Formal Appeal to Committee on Catastrophic Leave (PAY-23B) form with the State's Committee on Catastrophic Leave within ten days of receiving the decision.