Blood Donation Process
Per UCLA Procedure 2.210, Administrative Leave, non-exempt (hourly) employees are allowed leave with pay, up to a maximum of two (2) hours to make a whole blood donation or up to four (4) hours to make an Apheresis (platelet or plasma) donation during regularly scheduled hours of work when donating for the UCLA Blood & Platelet Center.
This leave with pay to donate blood must be recorded in the Time Reporting System (TRS) in order for the employee to receive payment for these hours. In order to be paid, the employee must complete the Blood Donation Verification Form and attach a scanned copy of the “Certificate of Blood Donation” and email the Payroll Coordinator and copy the supervisor so that the department can be reimbursed for the Administrative leave paid to the employee (must follow the steps below for recording purposes).
How to Record Paid Time to Donate Blood
After obtaining supervisor’s approval to donate blood, the employee must enter the time absent from work (up to two hours for whole blood donation) as a daily entry with the time code: “Admin.” In addition, a comment indicating that a donation was made at the UCLA Blood & Platelet Center and the duration of the time absent from work should be entered.
Supervisors are responsible for reviewing these entries and comments for accuracy.
Employees who donate blood for the UCLA Blood & Platelet Center, will receive a “Certificate of Donation.” This serves as their proof of donation and entitles them to four hours of an additional four (4) hours of paid time off which can be used at a later date.
NOTE: the maximum paid administrative leave paid time an employee can accrue in a 12 month period is 24 hours.
How to Use a Certificate of Donation Received After Donating Blood
The employee is responsible for keeping the “Certificate of Donation” until employee is ready to use the paid time off.
Please Note: The certificate expires 12 months from the date of issuance. We encourage employees to use within the first six months after the Certificate of Donation is issued.
When ready to use the four hours (or 8 hours for exempt employees) of administrative leave awarded by the certificate, the employee should get the time off approved by the supervisor first, and then submit the Blood Donation Verification Form and certificate by emailing the Payroll Coordinator.
How to Enter Paid Administrative Leave Time When Redeeming the Certificate of Blood Donation
Time Reporting System (TRS) does not have entry codes specifically for blood donation-related time off. Such time off should be coded as approved administrative leave time under the code “Admin.” Additional comments must be entered to explain the reason of the paid Administrative leave (Blood Donation).
To report approved paid Administrative leave due to Blood Donation follow these steps:
- Add “Admin” for the specified time off on the approved date.
- In the comments section, indicate the date and time away —
Example: Using Blood donation time off on 06/01/2022 for 4 hours.