When one staff member faces a serious personal crisis—a medical emergency, natural disaster, or family tragedy—it often sends ripples through the whole office. Colleagues want to help, but don’t always know how. A leave donation program can offer a practical and compassionate way for staff to support each other during tough times by voluntarily donating their unused paid leave to coworkers in need.
What Is a Leave Donation Program?
A leave donation program allows employees to contribute their accrued paid time off (PTO) or vacation days into a shared pool, or directly to a specific coworker, to help someone who has exhausted their own leave due to a qualifying personal hardship. These programs can be especially meaningful in smaller law offices, where teamwork and trust are the bedrock of the workplace culture.
Step 1: Get Leadership Buy-In and Legal Guidance
Before rolling out the idea, check with leadership and your legal counsel to ensure the program aligns with company policies, employment laws, and payroll systems. The Fair Labor Standards Act (FLSA) doesn’t prohibit leave donation programs, but issues like taxation, leave accrual, and plan fairness can get tricky. Legal input is essential—especially if you’re dealing with salaried exempt employees or unionized staff.
Step 2: Define Clear Eligibility Criteria
Next, establish what types of situations qualify for leave donations. Common examples include:
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Major illness or injury (employee or close family member)
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Recovery from surgery
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Natural disaster or fire
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Domestic violence situations
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Loss of a family member
Decide whether employees must apply or be nominated, and whether documentation (such as a doctor’s note or insurance claim) is needed to verify eligibility.
Step 3: Decide on the Program Structure
There are two main types of leave donation programs:
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Individual-to-Individual: Employees donate hours to a specific coworker.
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Pooled Bank: Employees donate into a general bank, and qualifying individuals apply to use time from it.
Each approach has pros and cons. A pooled program is often easier to manage and protects employee privacy. Individual donations can feel more personal but may create inequities if one person receives much more support than another.
Step 4: Set the Rules
To keep things fair and compliant, establish clear program rules, such as:
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Minimum and maximum donation amounts
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How frequently donations can be made
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How donated time is used (e.g., only for full days, not hourly)
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Whether unused donated time is returned to donors or held for future use
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Whether participation is voluntary and confidential
You’ll also need to coordinate with payroll to track the movement of hours between employees accurately.
Step 5: Communicate with Compassion and Clarity
When you’re ready to introduce the program, provide a clear explanation of how it works, who qualifies, and how to participate. Make sure employees understand that donating time is entirely voluntary, and that personal details about the recipient will be handled with discretion.
This is also a good time to reaffirm the values behind the program—mutual support, compassion, and community.
Step 6: Handle Requests Privately and Respectfully
If someone applies for donated leave, respect their privacy. A small review committee—such as HR and a senior partner—can handle approvals discreetly. Keep any public messaging focused on the spirit of giving, not the details of the employee’s situation.
Step 7: Monitor and Adjust
Once the program is up and running, track how it’s used. Are people donating? Are requests being handled fairly? Are there administrative hiccups? Gathering feedback from employees can help you fine-tune the process so it remains sustainable and helpful long-term.
A Small Gesture, a Big Impact
A leave donation program isn’t just a policy—it’s a powerful expression of workplace solidarity. In a profession known for long hours and high stress, it sends the message that no one is alone in a crisis. By making it possible for coworkers to support each other in meaningful ways, your law office can foster a culture of generosity and care that benefits everyone.