University Policies and Procedures Manual (previously Business Policies and Procedures Manual)

Faculty and Administrative Professional Personnel Leave

UPPM 60.56

For more information contact:
   Human Resource Services
   509-335-4521 / hrs@wsu.edu

Contents

1.0    Overview and Purpose

This policy establishes Washington State University’s official guidelines for managing faculty and administrative professional personnel leave. It ensures compliance with state and federal laws, including the Fair Labor Standards Act (29 USC 201), and aligns with the Faculty Manual, Administrative Professional Handbook, and the University Policies and Procedures Manual (UPPM).

1.1       Definition of Family Member

For purposes of using sick leave and annual leave, individuals considered to be family members are spouse, parent, sibling, parent-in-law, registered domestic partner, grandparent, grandchild, minor/dependent child, and child. Child also includes a child’s spouse or registered domestic partner.

Family member also includes any individual who regularly resides in the employee’s home or the relationship creates an expectation that the employee care for the person, and that individual depends on the employee for care. It does not include an individual who resides in the same home with no expectation that the employee care for the individual.

Some of the leave provisions identified in this document may have different family member definitions since they are identified under state or federal programs.

1.2      Types of Leave

1.3      Ineligible for Leave

The following categories of faculty and AP employees do not earn leave:

  • Retired faculty who are rehired on FTE appointments that are less than half-time;
  • Visiting faculty on summer appointments;
  • Temporary faculty employed less than half time;
  • Temporary faculty employed less than one semester (academic appointment) or less than six months (annual appointment); and
  • Adjunct or Adjoint faculty.

1.4      Ineligible for Annual Leave

Faculty on academic-year appointments do not earn annual leave.

1.5      Departmental Guidelines

In addition to the rules specified in the University Policies and Procedures Manual (UPPM), the Faculty Manual, the Administrative Professional Handbook, and the Fair Labor Standards Act (29 USC 201), departments should develop internal processes for:

  • Employees to submit time worked and request leave/time off; and
  • Managers/time approvers to verify hours worked and leave taken has been recorded accurately.
    • Time worked and leave taken should be approved, at a minimum, each pay cycle. 

1.6      Overtime-Ineligible Employees

Overtime-ineligible employees do not enter hours worked but must record all leave taken. When leave is taken, the employee must record the type and amount of leave used and submit it to their Workday Manager or Time Approver. The Manager or Time Approver is responsible for validating and approving that:

  • The leave submitted is in accordance with policies;
  • The leave submitted is accurate and true; and
  • All leave taken has been recorded.

1.7      Overtime-Eligible Employees

Overtime-eligible employees must record time worked and leave taken. By submitting their time for approval, the employee is certifying the hours submitted have been worked and are true and accurate. The Workday Manager or Time Approver is responsible for validating and approving that:

  • All hours reported have been worked;
  • All time off is recorded; and
  • Any pay-impacting activity such as overtime or leave without pay has been recorded.
    • Time worked and leave taken should be approved, at a minimum, each pay cycle. 

Managers or Time Approvers should not approve hours worked until the employee completes working their hours for the pay period.

1.8      Reporting Leave

Faculty or AP employees report all leave taken on the Absence Calendar in Workday (see the applicable Workday Time and Absence reference guide).

Annual leave cannot be taken before it is earned.

1.9      Assistance

Supervisors and employees may contact Human Resource Services (HRS) regarding leave issues and for interpretations of these regulations; email hrs@wsu.edu, or telephone the campus HRS office at:

  • Pullman: 509-335-4521
  • Spokane: 509-358-7566
  • Tri-Cities: 509-372-7302
  • Vancouver: 360-546-9587
  • Everett: 509-335-9436

2.0   Annual Leave

2.1      Earning Annual Leave

AP employees earn annual leave at the rate of 16.67 hours per month of completed service, based on full-time equivalent (FTE). Part-time appointments earn annual leave based on their full-time equivalent, e.g. 50 percent FTE earns 8.34 hours annual leave per month. AP appointments are not established for less than 50 percent FTE and/or for less than a six-month term.

See the Administrative Professional Handbook for more information.

Faculty on annual appointments earn annual leave at the rate of 16.67 hours per month of completed service, based on full-time equivalent. Faculty on academic-year appointments do not earn annual leave.

During the month of hire and separation, employees receive leave on a prorated basis based on number of days worked. Prorated annual leave for the month is calculated as follows:

Number of days worked ÷ number of working days in the month = Fraction

Fraction x 16.67 x Percent FTE = Annual leave accrual

2.1.a   Maximum Accrual

The maximum annual leave accrual is 352 hours (44 working days).

2.1.b   Accrual During LWOP

Faculty and AP employees accrue annual leave on a prorated basis based on the number of hours worked in months that include leave without pay.

2.1.c   Prior State Service

An employee who transfers to WSU with no break in service transfers accrued annual leave hours if they transfer from:

  • A state of Washington agency;
  • A state of Washington higher education institution;
  • A state of Washington educational service district;
  • A state of Washington school district; or
  • The office of the Washington superintendent of public instruction.

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

See UPPM 60.19 for more information and instructions.

2.2     Using Annual Leave

An employee may not use annual leave before the leave is earned.

Exception: The annual leave hours earned during the final month of the appointment may be used in the final month.

Leave is scheduled with the approval of the unit administrator.

Faculty members moving from an annual to an academic year appointment must use any accrued annual leave within one year to avoid loss of earned leave.

Faculty or AP employees on a fixed-term appointment must use accumulated annual leave prior to the termination date of their appointment unless the employee receives a written exception from the appointing authority.

2.2.a  Required Allowed Use

The unit administrator must allow an employee to use annual leave in the following circumstances:

  • Serious health condition of employee;
  • Emergency or serious health condition of employee’s eligible family member;
  • Care for employee’s minor/dependent child with a health condition which requires treatment or supervision;
  • Parental leave (see Section 18.0 below);
  • Active duty or to take part in active training duty in the armed forces of the U.S. (see Section 17.0 below);
  • An employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see Section 14.0 below);
  • Care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see Section 10.2 below for definition of the term “next of kin”);
  • If the employee or the employee’s family member is a victim of domestic violence, sexual assault, stalking, or a hate crime, as defined in RCW 49.76.020. Verification to support the request may be required (see Section 24.0 and RCW 49.76);
  • Absence due to inclement weather, suspended operations, or emergency closures (see Section 12.0 below);
  • When requested as a supplemental benefit while receiving a partial wage replacement for paid family and/or medical leave under Title 50A RCW as provided in WAC 357-31-248; or
  • When a high-risk employee seeks an accommodation to protect themselves from the risk of exposure to an infectious or contagious disease and the University determines no other accommodation is reasonable besides the use of leave.
2.2.b  Use of Annual Leave While on LWOP

An employee may not use annual leave while on leave without pay (LWOP). Once a person moves to LWOP status, they may not move back into paid annual leave status to maintain benefits.

Exception: An employee on LWOP for the following reasons may schedule a minimum of eight hours of paid leave each month, typically up to a maximum of four consecutive months, to maintain eligibility for WSU-sponsored employee benefits:

  • Family medical leave (see Section 10.0) and Paid Family Medical Leave up to 12 weeks;
    • Employees maintain benefits even on full LWOP, but during FML and PFML leave an employee can use their leave as they designate, and may move between annual leave and LWOP.
  • Disability leave (see Section 5.0) up to four months, and if eligible for FML or PFML, the 12 week period would be included in the four months;
  • Disability leave due to pregnancy or childbirth (see Section 5.0), as long as medically certified;
  • Parental leave (see Section 18.0), up to 12 weeks;
  • Workers’ Compensation (see Section 25.0);
  • Military leave service in the uniformed services of the United States or the state of Washington (see Section 17.0), as long as required to serve;
  • Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see Section 14.0);
  • Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see Section 10.2), up to 26 weeks; or
  • Leave for domestic violence, sexual assault, stalking, or hate crime (see Section 24.0).

Note: Due to the multiple types of leave available for disability, maternity, or parental leave, or Workers’ Compensation, as well as leave for military spouses or victims of domestic violence, consult with HRS regarding appropriate use of leave. Eligible family members may differ depending on the leave type.

2.2.c  Sponsor Restrictions

Some sponsored agreements require that annual leave earned on a given contract be used during the contract. Leave balances earned while the employee is supported by any other source of funds may not be used during such a contract.

2.2.c.i International Contracts

International contracts include the above restriction. When a WSU employee is appointed to an international contract, the employee’s existing annual leave balance is frozen. The employee must use all annual leave earned while abroad within the effective dates of the appointment or forfeit any unused hours. Upon completion of the assignment abroad by assignment to a domestic project or to a state-funded appointment, the previously frozen annual leave balance is unrestricted and available in accordance with WSU policies.

2.3     Payment Upon Separation

See UPPM 55.49.

3.0   Civil Leave

WSU grants employees leave of absence with pay to serve on jury duty, as trial witnesses, or for other subpoenaed civil duties.

3.1      Jury Compensation

The employee may keep any compensation they receive for serving as a member of a jury.

3.2     Official Capacity

If an employee is appearing in court or at a hearing in a WSU official capacity, the employee is not on leave from the University. The activity is considered part of the employee’s regular assignment. The employee is reimbursed for any incurred expenses in accordance with University policies.

3.3     Voluntary Expert Testimony (Faculty Only)

Voluntary expert testimony by faculty members is governed by University policies regarding compensated outside service and extended professional activities for faculty (see UPPM 60.44 and the Faculty Manual).

4.0   Compensatory Time (AP Employees Only)

Full-time overtime-eligible AP employees receive time and one-half regular pay for all hours worked in excess of 40 hours per week.

Part-time overtime-eligible AP employees receive straight time pay up to forty hours per week. These employees are eligible to receive time and one-half regular pay for hours worked in excess of 40 hours per week.

Overtime eligible AP employees receive cash payment for overtime hours worked in excess of 40 hours in one work week. However, at the employee’s request, an employing official may approve compensatory time off in lieu of cash payment. All compensatory time remaining at the end of each biennium must be paid to the employee as a cash payment.

All paid holidays during an overtime-eligible AP employee’s regular work schedule are considered hours worked for purposes of determining overtime.

Leave with pay taken during the employee’s regular work schedule is not considered hours worked for purposes of determining overtime.

5.0   Disability Leave

Faculty and AP employees may be qualified to receive disability leave, including leave due to pregnancy and/or childbirth. If eligible for Family Medical Leave (FML), both types of leave run concurrently (see Section 10.0 below). Disability leave is only applicable to individuals on full-time leave and not used for part-time or intermittent leave needs.

5.1      Requesting Disability Leave

An employee submits a request for disability leave through Workday (see the Workday Request a Leave of Absence reference guide).

The employee must submit medical certification or verification to HRS for the period of disability.

For advisory guidelines and more detailed information about disability leave, including disability leave due to pregnancy and/or childbirth, contact HRS.

5.2     Leave Usage

5.2.a  Disability Due to Pregnancy or Childbirth

Disability leave related to pregnancy or childbirth may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. The employee chooses the combination and use of paid and unpaid leave during such disability leave.

5.2.b  Disability (Not Pregnancy, Childbirth, or FML-Related)

Disability leave not related to pregnancy, childbirth, or covered by FML may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. The employee may not, however, move in and out of paid status during such disability leave unless to maintain benefit eligibility, as identified below. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

5.3     Continuing Employer-Paid Benefits

If necessary due to disability, the employee may use a minimum of eight hours of accrued paid leave per month for up to four months of disability leave to provide for the continuation of WSU-paid benefits. (The total months of such disability leave include the twelve work weeks provided under FML if eligible.) Paid leave used to maintain benefits must be designated on the first working day(s) of the month or run continuously; once the individual moves to LWOP, they are not able to move back into paid leave status until the first of the following month of the period of disability leave.

During the fourth month following the FML period, or if the employee is not eligible for family medical leave under FML or PFML, the eight hours paid leave should be used on the first working day of the month.

Note: If using LWOP, eight hours of paid leave per month may not be sufficient to cover the employee’s portion of the insurance premiums. Contact HRS Benefits for more information.

6.0   Emergency Leave for Bereavement

Faculty and AP employees may use up to five days of emergency leave for bereavement for a death or other comparable emergency in the family or of a household member/partner. Comparable emergency is defined as severe or life-threatening illness or injury which may result in death.

Employees must use emergency leave for their full work day/shift based on their FTE.

Refer to the Faculty Manual and the Administrative Professional Handbook for definitions of family members and household members/partners.

Deans or principal administrative officers grant emergency leave up to the allowed five days.

6.1      Extended Emergency Leave

6.1.a   Faculty

The Provost or the Provost’s designee may extend emergency leave up to five additional days for faculty employees. See the Faculty Manual regarding procedures for requesting extended emergency leave.

6.1.b   AP Employees

The employee’s administrative officer and the Director of HRS may extend emergency leave by up to five additional days for AP employees. See the Administrative Professional Handbook regarding procedures for requesting extended emergency leave.

7.0    Faculty Leave with Pay

Leave with pay for purposes of official duties or services on behalf of the University may be authorized for faculty employees by the dean or principal administrative officer. For deans and principal administrative officers, leave may be authorized by the Provost. (See the Faculty Manual.)

7.1      Special Leave with Pay

Ten days of special leave with pay may be requested by faculty members after two years of completed service. Additional requests may be made after each two-year period of completed service. Route written requests to the Provost and Executive Vice President through the intermediate administrative supervisors.

7.2     Faculty Retraining Leave

Faculty members may request retraining leave for up to two semesters or one year, respectively, for academic- or annual-year appointments.

Faculty members are eligible for retraining leave provided they expect to serve WSU for at least five years following the leave and before retirement.

Procedures for applying for retraining leave are available from the Provost’s Office.

8.0   Faith or Conscience Holidays

Faculty and AP employees are eligible to take two unpaid holidays per calendar year for reasons of faith or conscience or to engage in organized activity conducted under the auspices of a religious denomination, church, or religious organization. (RCW 1.16.050)

Employees may select the days desired for the unpaid holidays. Employees must provide reasonable advance notice to the employing official. The employing official must allow the requesting employee to take the unpaid holidays on the selected dates unless the employee’s absence imposes an undue hardship on the University or the employee’s attendance is necessary to maintain public safety. HRS is available to assist in making hardship determinations.

Employees must take each unpaid holiday as a full day or full shift. Employees may not split an unpaid holiday by taking part of the hours on one day and the balance on another day.

See Section 16.5 below for information about how leave without pay affects leave accruals.

9.0   Family Care Emergency

Faculty and AP employees must be authorized to use annual leave, sick leave or leave without pay, for up to three days per fiscal year, for family care emergencies. Additional leave may be granted at the employer’s discretion.

Childcare emergencies include unexpected absence of regular care provider, unexpected closure of child’s school, or unexpected need to pick up child at school earlier than normal. Childcare applies to employee’s or spouse’s minor/dependent child.

Elder care emergencies include unexpected absence of a regular care provider or unexpected closure of an assisted living facility. Elder care applies to employee’s spouse, employee’s parent or grandparent, and spouse’s parent or grandparent.

10.0  Family Medical Leave

Faculty and AP employees may use any combination of annual leave, sick leave, or leave without pay for family medical leave. Family medical leave benefits are provided concurrently with University leave benefits, in accordance with the federal FML. 

10.1    Requirements

In accordance with the Family and Medical Leave Act (FML) of 1993 (29 USC 2601 et seq.), an employer must grant eligible employees a total of 12 work weeks or 480 hours for full-time employees, and prorate for non-full-time employees, of absence during a rolling 12-month period for any of the following reasons:

  • To seek treatment and recover from the employee’s serious health condition;
  • To care for the employee’s parent, spouse, or child who has a serious health condition; or
  • To provide care for the employee’s newborn, adopted, or foster child.
10.1.a  Eligible Employee

An eligible employee is an employee who has:

  • Worked for the state for at least 12 months; and
  • Worked at least 1,250 hours during the previous 12-month period. Note: Paid leave is not counted toward the 1,250 hours of work.
10.1.b Definition of Spouse

The FML regulatory definition of “spouse” includes all individuals in legal marriages, in all locations in the United States. Legally married couples, whether opposite-sex, same-sex, or common law, have family leave rights regardless of whether the state in which they currently reside recognizes such marriages (29 CFR Part 825.102 and 825.122(b)).

10.2    Leave to Care for Service Member

Upon request, the University must grant eligible faculty or AP employees up to a total of 26 work weeks of absence during a rolling 12-month period to care for an allowed individual. Allowed individuals include a spouse, son, daughter, parent, or next of kin who is suffering from a serious injury or illness arising from injuries incurred in the line of duty in the U.S. armed forces. For FML purposes, the term “next of kin” is defined as the nearest blood relative of the ill or injured individual.

10.3    FML Provisions

The following provisions apply to the granting and use of family medical leave under FML:

  • HRS designates which employee absences meet the criteria of FML;
  • Designated paid or unpaid leave is counted toward the 12 weeks of FML;
  • The employee may choose to use accrued paid leave or leave without pay during the period of FML;
  • The employee is to return to the same or equivalent position which they held prior to the FML absence; and
  • The University continues an eligible employee’s University-paid health insurance benefits during the FML period. (Contact HRS Benefits if the employee does not return to work at the end of the FML period.) The employee is responsible for their portion of the premiums and must make arrangements with HRS Benefits to ensure the premiums are paid.

10.4   Application Guidelines

For advisory guidelines and more detailed information concerning family medical leave, see the HRS website.

10.5    Additional Information

Faculty and AP employees may refer to the family medical leave rules in accordance with FML in the Faculty Manual and the Administrative Professional Handbook regarding such disability leave.

11.0   Holiday

A holiday is a day when all University offices and departments on a WSU campus are closed except for certain essential service units.

The University provides eleven holidays each fiscal year for faculty, AP, and civil service employees. Refer to the holiday schedule in UPPM 60.76 for WSU holiday schedules.

An employee on a less than 12-month appointment is eligible for holidays scheduled within the appointment term.

Note: A faculty member or AP employee must be in pay status the work day prior to the holiday to receive pay for the holiday.

11.1     Academic Faculty Only

For academic faculty on less than 12-month appointments, a break in the academic calendar when classes are not taught is not considered a holiday unless the break coincides with a designated University holiday (see UPPM 60.76). Academic faculty positions include instructional and research positions.

Note: The University expects academic faculty with ongoing responsibilities to perform those duties during academic breaks.

12.0  Leave Due to Suspended Operations, Emergency Closures, or Inclement Weather

The University administration determines whether to implement periods of suspended operations or closures due to emergencies or inclement weather (see UPPM 50.40).

12.1     AP Employees

AP employees may request the use of annual leave, personal holiday, compensatory time (if overtime-eligible), or leave without pay to cover absence due to suspended operations, emergency closure, or inclement weather. As an alternative to using leave, AP employees must be given an opportunity to reschedule work time lost, which must be rescheduled and worked within the workweek.

The appropriate manager in an AP employee’s supervisory chain may authorize the employee to work from home during inclement weather. Note: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or an unanticipated circumstance lasting less than a week that requires an employee to remain at home, such as care of a family member. (See UPPM 60.34 regarding telework arrangements.)

AP employees may use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted.

12.1.a  Overtime-Eligible AP Employees

Overtime eligible AP employees may be required to use compensatory time for absence due to inclement weather before using annual leave hours, unless this requirement would result in a loss of accumulated annual leave.

12.2    Faculty

The department chair or director may authorize a faculty employee to work from home during inclement weather. Note: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations, inclement weather, or an unanticipated circumstance lasting less than a week that requires an employee to remain at home, such as care of a family member (see UPPM 60.34 and the Faculty Manual).

Faculty who are not required to work use annual leave or leave without pay for absence due to inclement weather, suspended operations, or emergency closures.

Faculty who accrue sick leave may use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted.

12.3    All Employees

All employees refer to UPPM 50.40 regarding suspended operations and emergency closures.

All employees refer to UPPM 60.40 regarding staffing during suspended operations and emergency closures.

13.0  Leave for Life-Giving Procedures

Employees are eligible for paid leave for the sole purpose of participating in organ donation and other life-giving procedures. Paid leave for participation in life-giving procedures:

  • Is not to exceed five days in a two-year period;
  • Is not charged against sick leave or annual leave; and
  • Does not require the use of leave without pay (Executive Order 02-01).

A life-giving procedure is defined as a medically supervised procedure involving the testing, sampling, or donation of blood, platelets, organs, fluids, tissues, and other human body components for the purposes of donation, without compensation, to a person or organization for medically necessary treatments.

Employees must provide reasonable advance notice of a desire to take paid leave time to participate in live-giving procedures. Supervisors may take into account program implementation and staffing replacement requirements in determining whether or not to grant such leave time.

To be credited with organ/blood donation leave time, an employee must provide written proof from an accredited medical institution, physician, or other medical professional that the employee participated in a life-giving procedure.

Any additional time needed for life-giving procedures is subject to University leave policies and collective bargaining agreements. Supervisors may also continue or implement informal, flextime, or other leave arrangements for these purposes.

The University’s life-giving procedures leave policy does not create any entitlement or other right which may be converted to cash, other compensation, or any other benefit. The policy is intended only to encourage altruistic life-giving procedures, and to allow paid leave to participate in such procedures.

To request leave for life giving procedures, an employee submits the request in Workday. See the Workday Request a Leave of Absence reference guide.

14.0  Leave for Spouse of Member of Military

During a period of military conflict, an employee whose spouse is a member of military who has been notified of an impending call or order to active duty or who has been deployed is entitled to a total of fifteen days of unpaid leave per deployment. Applicable military units are the Armed Forces of the United States, National Guard, or reserves.

The employee may choose to use accrued paid leave, to cover any or all of the fifteen days of leave per deployment.

The employee is entitled to fifteen days of military spousal leave:

  • After the military spouse has been notified of an impending call or order to active duty and before deployment; or
  • When the military spouse is on leave from deployment.

14.1    Requesting Leave for Spouse of Military Member

An employee who seeks military spousal leave requests the leave through Workday. See the Workday Request a Leave of Absence reference guide.

The employee must provide HRS with notice in either of the following cases:

  • Within five business days of the employee’s spouse receiving official notice of an impending call or order to active duty; or
  • Within five business days of the employee’s spouse receiving official notice of leave from deployment.

15.0  Leave for Voting

Supervisors may allow the use of annual leave, compensatory time, flexible scheduling, and/or LWOP on the day of a primary, general, or special election to allow employees reasonable time for in-person voting.

16.0  Leave Without Pay

Faculty employees may refer to the Faculty Manual for more information about faculty leave without pay availability, restrictions, and procedures.

AP employees may be granted up to 12 months of leave without pay upon approval of the appointing authority. An extension for up to an additional 12 months may be granted upon the approval of the appointing authority and the Director of HRS. Refer to the Administrative Professional Handbook.

16.1    Requesting LWOP

Employees are to submit requests for extended LWOP in Workday. See the Workday Request a Leave of Absence reference guide.

16.2    Family Medical Leave and Paid Family Medical Leave

If the LWOP request is for the employee’s serious medical condition, maternity or parental leave, or to attend to the serious medical condition of a family member, refer to the FML rules (see Section 10.0 above). Other provisions may be allowed under PFML provisions.

16.3    Reasonable Accommodation

If the LWOP request was initially designated as FML or Disability Leave and the employee needs to take additional leave, they may request extended medical leave as a reasonable accommodation for consideration. For the employee’s serious medical condition, maternity or parental leave, or to attend to the serious medical condition of a family member, refer to the FML rules in UPPM 60.21.

16.4   Domestic Violence, Sexual Assault, Stalking, or Hate Crime Leave

Employees may use LWOP for the employee or the employee’s family member who is a victim of domestic violence, sexual assault, stalking, or hate crime, as defined in RCW 49.76.020. Verification to support the request may be required (see Section 24.0).

16.5    Accruals While on LWOP

Faculty and AP employees do not earn annual or sick leave while on full leave without pay, i.e., not working any days in a calendar month.

Faculty and AP employees who are on partial LWOP, i.e., working one or more days in a calendar month, accrue annual and sick leave on a prorated basis based on the number of hours worked in the month.

16.6    Benefits Eligibility

Leave without pay for a period which is equal to or greater than one calendar month will result in loss of employer-provided benefits, and the employee will be provided with information on how to make personal payments of insurance premiums unless one or more of the following apply:

  • Faculty or AP employee is on approved FML or protected PFML and is using paid leave to cover their portion of the premiums. If not using leave, the employee will need to make arrangements to pay the premiums for the FML/PFML period;
  • Faculty or AP employee is on parental leave under FML for up to 12 weeks and is using paid leave to cover their portion of the premiums. If not using leave, the employee will need to make arrangements to pay the premiums for the FML period; or
  • Faculty or AP employee is not eligible for FML, not on protected PFML, is on disability LWOP or parental leave, and is using eight hours of paid leave per month to keep benefits in effect for up to four months for their own condition or parental leave.

Note: Eight hours of pay may not generate enough pay to cover the employee’s portion of the insurance premium. Contact HRS Benefits to inquire how much leave must be used each month to cover employee’s portion of the insurance premiums.

An FML-eligible or protected PFML eligible employee may use eight hours of paid leave for one additional month of disability leave beyond the FML period in order to maintain benefits. The leave must be used on the first working day(s) of the month. 

An employee may not move in and out of paid status except during periods of FML, PFML, and disability leave where leave may be used to maintain benefit eligibility, with the exception of using at least eight hours of leave per month on the first working day(s) of the month, for up to the period allowed under the leave type. Moving in and out of paid to unpaid leave status is not allowed during periods of leave without pay for personal reasons. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period. (See Section 5.0.)

Contact HRS Benefits regarding personal payment of insurance premiums, as needed.

Review the following for more information regarding eligibility for benefits during periods of LWOP:

  • Family Medical Leave (Section 10.0)
  • Disability Leave (Section 5.0)
  • Parental Leave (Section 18.0)
  • Paid Family Medical Leave is administered by the state Employment Security Department (ESD). If ESD informs WSU of an approved PFML request, and the person meets the protected leave criteria, they are able to maintain benefit eligibility during the period, similar to FML benefit protections. 

17.0  Military Leave

The University grants leave with pay and LWOP for military leave to employees called to active duty or to take part in any active training duty with any of the armed forces of the United States.

17.1     Military Leave with Pay

Employees must be granted military leave with pay not to exceed 21 working days during each year in order to report for active duty or to take part in active training duty in any of the following:

  • Washington National Guard;
  • Army reserves;
  • Navy reserves;
  • Air Force reserves;
  • Coast Guard reserves;
  • Marine Corps reserves of the United States; or
  • Any organized reserve or armed forces of the United States.

For purposes of calculating military leave, the year begins October 1st and ends the following September 30th.

The employee receives paid military leave in addition to any annual or sick leave to which they are entitled. Paid military leave is not to result in any reduction in employee benefits, performance rates, privileges, and pay.

17.1.a  Physical Examination

Employees are not charged leave hours for time used to take a physical examination to determine fitness for military service.

17.2    Military Leave Without Pay

If the leave exceeds 21 working days, the University must grant employees a military leave of absence without pay for service in the uniformed services of the United States or the state, and reinstatement as provided in RCW Chapter 73.16.

17.3    Benefit Eligibility

If an employee is on extended military leave and wishes to maintain benefit eligibility for the period, they can elect to use their 21 days of Military Leave over the course of the period instead of as a one-time consecutive usage. They must use at least eight hours of military leave per month to maintain benefit eligibility, resulting in a maximum of 21 months. If they go on full LWOP and do not distribute the Military Leave, they will lose benefit eligibility the first month they are not in paid status.

17.4    Shared Leave During Periods of Military Leave

Refer to UPPM 60.58 for information regarding eligibility and application for shared leave during military leave.

17.5    Requesting Military Leave

Upon presentation of military orders to the appropriate dean or principal administrative officer, the University grants employees leave with pay and/or leave without pay for active armed forces training duty and active service duty.

18.0  Parental Leave

An eligible employee may request parental leave for up to 12 weeks for the birth and care of the employee’s newborn child or the placement of a child with the employee for adoption or foster care. This leave may be in addition to any leave for illness or temporary disability due to pregnancy and/or childbirth. (See Pregnancy and Parental Resources.)

Contact HRS Benefits Services for additional information regarding benefits during parental leave and to add children to employee insurance coverage.

19.0  Personal Holiday

Faculty and AP employees on annual appointments are entitled to one personal holiday to be used each fiscal year (July 1-June 30). The personal holiday is eight hours for full-time employees. Part-time employees earn a prorated personal holiday based on their full-time equivalent.

If the personal holiday is not used during the fiscal year, it does not carry forward and is lost.

Employees must take all personal holiday hours on one day. Exception: Employees may take personal holiday hours as a partial day if some of the personal holiday hours are:

20.0 Professional Leave

Faculty and AP employees are eligible for professional leave. Refer to the written instructions from the Provost’s Office and the Faculty Manual for more information.

21.0  Sick Leave

21.1     Earning Sick Leave

21.1.a  Faculty

Faculty on full-time, annual appointments earn sick leave at the rate of eight hours per month of completed service.

Faculty on part-time, annual appointments earn sick leave based on their percent of full-time employment; e.g., half-time employees earn four hours per month of completed service.

Faculty on academic-year appointments earn sick leave at the rate of one working day (eight hours) per month of completed service for a total of nine working days per year. Academic faculty accrue four hours of sick leave for the months of May and August, which when combined with the rest of the academic year add up to nine working days of sick leave per year. One additional working day of sick leave is earned for each completed month of full-time summer employment.

21.1.b AP

Full-time AP employees earn sick leave at the rate of eight hours per month of completed service.

See the Administrative Professional Handbook for more information.

Part-time AP employees earn sick leave based on a percent of full-time employment; e.g., half-time employees earn four hours per month of completed service.

21.1.c  Prorated Accrual

Employees hired or separated within the month receive sick leave on a prorated basis. Prorated sick leave is calculated as follows:

Number of days worked ÷ number of working days in the month = Fraction

Fraction x 8.00 x %FTE = Sick leave accrual

Employees may accumulate an unlimited number of sick leave hours.

21.1.d Accrual During LWOP

Faculty and AP employees accrue sick leave on a prorated basis for portions of months that include leave without pay.

21.2    Prior State Service

An employee who transfers to WSU with no break in service transfers accrued sick leave hours if they transfer from any of the following:

  • A state of Washington agency;
  • A state of Washington higher education institution;
  • A state of Washington educational service district;
  • A state of Washington school district; or
  • The office of the Washington superintendent of public instruction.

Employment by a state of Washington educational service district and a state of Washington school district is not considered to be state service. Employees may transfer accumulated leave from the educational service district or school district. However, such employees do not receive credit for state service.

See UPPM 60.19 and WAC 357-31-110.

The University restores unused sick leave balances for any state of Washington employee listed above who is reemployed within three years of the termination of prior state employment.

21.3    Using Sick Leave

Employees must earn sick leave before it can be used.

Employees must be allowed to use sick leave under the following conditions:

  • Illness, injury, health condition or temporary disability of the employee or the employee’s family member;
  • Personal medical, dental, or optical appointment or a family member’s appointment;
  • When an employee’s place of business has been closed by order of a public official for any health-related reason, when the employee’s child’s school or place of care has been closed for any health-related reason, or after the declaration of an emergency by a local or state government or agency or by the federal government, per RCW 49.46.210;
  • Qualified FML (see Section 10.0) and PFML and Worker Compensation payments as possible supplemental benefits to those programs;
  • To allow the employee to prepare for, or participate in, any judicial or administrative immigration proceeding involving the employee or employee’s family member;
  • Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see also Section 14.0 above); or
  • If the employee or the employee’s family member is a victim of domestic violence, sexual assault, stalking, or hate crime as defined in RCW 49.76.020. Verification to support the request may be required. (See also Section 24.0.)

Employees may use up to three days of sick leave per calendar year for absence due to suspended operations, emergency closures, or inclement weather after all other paid leave is exhausted.

The University may require medical verification or certification of the reason for sick leave use upon the employee’s return to work.

21.3.a AP Employees Only

AP employees may use sick leave for condolence or bereavement.

21.3.b Use of Sick Leave While on LWOP

An employee may not use sick leave while on leave without pay (LWOP).

Exception: An employee on LWOP for one of the following reasons may schedule a minimum of eight hours of sick leave each month, normally up to a maximum of four months to maintain eligibility for University-sponsored employee benefits and/or to cover their portion of the insurance premiums:

  • Workers’ Compensation from the Department of Labor and Industries (see Section 25.0 below), as long as medically certified;
  • Disability leave (see Section 5.0 above) for up to four months;
  • Parental leave (see Section 18.0 above) for up to 12 weeks;
  • Leave for an employee whose spouse is a member of the military who has been notified of an impending call or order to active duty or who has been deployed (see Section 14.0 above), up to 15 days;
  • Leave to care for a spouse, son, daughter, parent, or next of kin who is suffering from a serious illness or injury arising from injuries incurred in the line of duty in the armed forces of the U.S. (see Section 10.2 above and WAC 357-31-525); up to 26 weeks; or
  • Leave for domestic violence, sexual assault, stalking, or hate crime (see Section 24.0 below).

Employees on FML and protected PFML maintain benefit eligibility and are not required to use leave to maintain benefit eligibility. 

21.3.c Requesting Leave/Notifying Supervisor

An employee reports inability to work due to illness or disability to their supervisor at the beginning of any period of sick leave and daily thereafter unless the employee and the supervisor make other arrangements.

The employee should apply for FML, or another type of medical leave if not eligible for FML, if the sick leave usage:

  • Causes the employee to miss more than three days of work; or
  • Is a chronic condition that requires ongoing treatment or ongoing intermittent treatment.

For advisory guidelines and detailed information regarding family medical leave, see the HRS website.

21.4   Payment For Accrued Sick Leave

The following two options allow an eligible employee to be paid for accrued sick leave:

  • Attendance incentive (see UPPM 60.41); or
  • Payment upon retirement or death (see UPPM 55.49)
    • At retirement, an eligible employee may either receive benefits from the Voluntary Employee’s Benefit Association Medical Expense Plan (VEBA MEP) or receive payment for accrued sick leave. The employee does not personally choose between VEBA MEP or sick leave payment, which is determined by the most recent sick leave incentive designation/vote. (See UPPM 55.49 for more information.) If an individual participated in the annual attendance incentive, it reduces the amount of the VEBA MEP benefit at retirement.

Teaching and/or research faculty are not eligible, in accordance with RCW 41.04.340.

Note: Employees who separate from WSU for any reason other than retirement or death are not eligible for payment of accrued sick leave.

22.0 Training Release Time

Employees are entitled to 96 hours of training release time per year to attend training sessions (see UPPM 60.72). Applicable training sessions may include management-assigned Skillsoft online classes.

Training leave is considered time worked for purposes of computing overtime for overtime-eligible employees.

23.0 Unauthorized Absence

Unauthorized absences are treated as unauthorized leave without pay. Possible ramifications of unauthorized absences are addressed in the Faculty Manual and the Administrative Professional Handbook.

24.0 Victims of Domestic Violence, Sexual Assault, Stalking, or Hate Crime

If an employee or an employee’s family member is a victim of domestic violence, sexual assault, stalking, or hate crime, the employee may take unpaid leave or use any accrued leave to recover from and cope with the effects of such violence.

Individuals considered to be family members are parents, siblings, parents-in-law, spouse, registered domestic partner, grandparent, grandchild, minor/dependent child, and child, or a person with whom the employee has a dating relationship (see WAC 357-01-172).

For definitions, see the following:

24.1    Documentation

Employees seeking to use accrued leave or unpaid leave may be required to submit the following documentation to HRS.

24.1.a Verification of Domestic Violence, Sexual Assault, Stalking, or Hate Crime

When an employee or the employee’s family member is a victim of domestic violence, sexual assault, stalking, or a hate crime, and the employee is seeking to use accrued leave or leave without pay, HRS may require verification to support the request. If verification is required, the employee provides HRS with one or more of the following:

  • A police report indicating that the employee or the employee’s family member was a victim of domestic violence, sexual assault, stalking, or hate crime;
  • A court order protecting or separating the employee or employee’s family member from the perpetrator of the act of domestic violence, sexual assault, stalking, or hate crime;
  • Evidence from the court or prosecuting attorney that the employee or the employee’s family member appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, stalking, or hate crime;
  • The employee’s written statement that the employee or the employee’s family member is a victim of domestic violence, sexual assault, stalking, or hate crime; and/or
  • Documentation from any of the following persons from whom the employee or employee’s family member sought assistance that the employee or the employee’s family member is a victim of domestic violence, sexual assault, stalking, or hate crime:
    • An advocate for victims of domestic violence, sexual assault, stalking, or hate crime
    • An attorney
    • A member of the clergy
    • A medical or other professional
24.1.b Verification of Familial Relationship

If the victim of domestic violence, assault, stalking, or hate crime is the employee’s family member, verification of the familial relationship between the employee and the victim may include but is not limited to:

  • A statement from the employee;
  • A birth certificate;
  • A court document; or
  • Other similar documentation.

25.0 Work-Related Injury or Illness

If a faculty or AP employee sustains a work-related injury or illness and is approved to receive Workers’ Compensation from the Department of Labor and Industries, the employee may:

  • Receive Workers’ Compensation exclusively, and go on LWOP with WSU;
  • Use accrued paid leave for their time off while receiving Workers’ Compensation; or
  • Use a combination of LWOP and accrued leave while receiving Workers’ Compensation.

During the first three months the employee is off, they may use any combination of leave and LWOP.

As of month four, an employee who is on LWOP may schedule a minimum of eight hours of paid leave to maintain eligibility for University-sponsored employee benefits and/or to cover their portion of the insurance premiums. Other than this exception, University policy does not allow an employee to move back and forth from paid leave to LWOP status.

When an employee is on a Workers’ Compensation claim, it is expected they are designating their leave per normal WSU processes, as identified in this policy.

See also SPPM 2.30.

25.1    Use of Accrued Leave While on Workers’ Compensation

For information regarding the implications of using sick leave, annual leave, compensatory time, or holiday pay while on Workers’ Compensation, see SPPM 2.30.

Note: An employee may use any combination of leave and LWOP during the first three months they are off work.

For additional information, contact HRS; telephone 509-335-4521; or see the HRS website.

_______________________
Revisions:  July 2026 (Rev. 657); July 2021 (Rev. 571); Dec. 2020 (Rev 559); Oct. 2020 (Rev. 557); Mar. 2020 (Rev 544); Oct. 2017 (Rev 501); Sept. 2015 (Rev 454); Oct. 2014 (Rev. 439); Mar. 2013 (Rev 411); Jan. 2013 (Rev 409); July 2010 (Rev 363); Feb. 2010 (Rev. 356); Dec. 2008 (Rev 332); June 2006 – new policy (Rev 281).