Human Resource Services
Payment for Unused Sick Leave
Annual Attendance Incentive
Each year eligible employees may request payment for 25 percent of the unused sick leave accrued during the year if the employee maintains a 480 accrued hour balance. (WAC 357-31-150 and RCW 41.04.340)
At retirement, an eligible employee or the employee’s beneficiaries may receive either benefits from the Voluntary Employee’s Benefit Association Medical Expense Plan (VEBA MEP) or payment for the accrued sick leave. (WAC 357-31-375, RCW 41.04.340) See Retirement Attendance Incentive below and BPPM 55.49.
- Teaching and research faculty are not eligible.
- Employees must earn sick leave.
- Accurate records of sick leave records must be maintained.
- Sick leave subject to compensation is not accumulated at a rate in excess of one day per month.
Civil Service Employees
All civil service employees are eligible.
Collective Bargaining Unit Employees
Employees covered by a collective bargaining unit agreement are to refer to the appropriate agreement for eligibility information.
All administrative professional (AP) employees are eligible.
Research and teaching faculty are ineligible for the sick leave payment program.
Sick Leave Balance
The employee or the employing department deducts the sick leave hours which are the basis of the claim from the employee’s sick leave balance.
480 Hour Minimum
Employee’s December 31st sick leave balance must exceed 60 days (480 hours).
The employee must maintain a 480 hour minimum sick leave balance. The claim cannot reduce the sick leave balance below 480 hours (see the table below).
Pay Rate for Eligible Hours
Employees receive one hour’s pay for each four hours of eligible sick leave. Payroll Services determines the hourly rate by dividing the employee’s January monthly salary by 174.
WSU honors only those claims for payment for unused sick leave which meet the January Payroll Documents Calendar deadline. Claims are processed only in January.
Employees may not claim less than the number of eligible hours, e.g., an employee who earned but did not use 24 hours during the previous year may not base his claim on 20 hours.
The January Payroll Documents Calendar includes the deadline for submitting a claim for unused sick leave payment.
To view the January Payroll Documents Calendar, go to the Payroll Services website at:
Select DEPTPAY Users, then
Select Payroll Documents Schedule Fall/Spring.
Employees use the applicable report form to initiate claims for payment of unused sick leave:
- Overtime-eligible civil service, collective bargaining unit, and administrative professional employees use the Time Report.
- Overtime-exempt civil service and collective bargaining unit employees use the Leave Report for Excepted Work Period Classified Staff.
- Overtime-exempt faculty and administrative professional employees use the Leave Report.
Complete the WSU ID Number, Name, Title Code, Year, Employing Department, and Title fields.
Indicate that the report is for “Sick Leave Payment” in Month.
Indicate the sick leave accrual balances after deducting the compensated hours in the space for sick leave accrual balances. Use this figure when preparing January’s Time or Leave Report.
In Comments, indicate the balance as of December 31, hours earned during the year, hours used during the year, and hours that are the basis of the claim (refer to the table below).
The employee signs the report.
The employee’s supervisor verifies and approves the report.
- Civil Services and Collective Bargaining Unit Employees
After verification, the employing department routes the report to Payroll.
- Faculty and AP Employees
After verification, the employing department routes the report to HRS.
HRS routes the report to Payroll.
Payroll calculates the payment and includes it on the employee’s second January paycheck.
The employee does not personally choose between the VEBA MEP and sick leave payment. The decision to participate in the VEBA MEP is decided by a simple majority vote of each employee group and is binding each succeeding year until a request for a new vote is submitted. Contact HRS for information regarding participating employee groups.
Ten percent of employees eligible for sick leave payout, in any one of the eligible groups, may request a new vote for the ensuing year. Contact Human Resource Services to initiate the voting process.
Collective bargaining unit employees refer to the applicable bargaining unit agreement regarding payment of accrued sick leave.
Refer to BPPM 55.49 for additional information regarding sick leave payment.
CALCULATING ELIGIBILITY FOR SICK LEAVE PAYMENT
Sick Leave Balance
|Hours Earned |
|Sick Leave |
(480 + 166)
|+96 - 64 = 32||32/ 4||8||646 - 32 = 614||All 32 hours were above the 480 hour minimum.|
|446||+96 - 64 = 32||0||0||446 - 0 = 446||No payment indicated because Dec. 31 balance is less than 480 hours.|
(480 + 16)
|+96 - 64 = 32||16/ 4||4||496 - 16 = 480||Only 16 of the 32 hours exceed the 480 hour minimum.|
(480 + 126)
|+96 - 108 = -8||0||0||606 - 0 = 606||No payment because year's use exceeds previous year's accrual.|
|476||+96 - 0 = 96||0||0||476 - 0 = 476||No payment because Dec. 31 balance is less than 480 hours.|