Office of Procedures, Records, and Forms

60.57 Civil Service Employee Leave

PERSONNEL
60.57
Revised 10-20

For more information contact:
   Human Resource Services
   509-335-4521

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Civil Service Employee Leave

Overview

Leave rules address voluntary leave usage, leave needed for illness and care of family, as well as mandatory leave for reasons such as jury duty.

The civil service employee leave regulations included in this section are primarily based upon Washington Administrative Code (WAC) 357-31. Unless otherwise noted, definitions used throughout this section are in accordance with WAC 357-01.

Collective Bargaining Unit Employees

Employees covered by collective bargaining unit agreements refer to the applicable agreements for information regarding leave.

Types of Leave

Types of leave described in this section include:

Shared Leave

For information regarding shared leave, see BPPM 60.58.

Departmental Guidelines

In addition to the rules specified in the Business Policies and Procedures Manual (BPPM), WAC 357-31, and any applicable collective bargaining unit agreements, departments must develop internal processes for requesting and approving all leave. (WAC 357-31-100)

Assistance

Supervisors and employees may contact Human Resource Services (HRS) regarding leave issues and for interpretations of these regulations; e-mail 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
Reporting Leave

Overtime-eligible civil service and collective bargaining unit employees report leave use on the Time Report (see BPPM 60.60).

Overtime-exempt civil service or excepted collective bargaining unit employees report leave use on the Leave Report for Classified Employees (see BPPM 60.62).

Annual Leave

Earning Annual Leave

Full- and part-time civil service employees are eligible to accrue and use annual leave. A full-time civil service employee is scheduled to work 40 hours in a work week. A part-time civil service employee is scheduled to work any configuration of hours less than 40 hours, but is required to work 20 or more hours in a work week.

Annual leave is credited each month upon completion of the month.

Accrual Rates

A civil service employee progressively accrues annual leave throughout his or her years of state employment.

The accrual rates established for Washington State University are listed in the table below, in accordance with state rules. (WAC 357-31-166(2)). The accrual rates are based on full-time civil service employment. The accrual rates for a part-time civil service employee is based upon the percent of employment. (WAC 357-31-170(2)).

Full-Time Accrual Rate

The following table shows the accrual rates for full-time employees:

YearAccrual Per Year Accrual Per Month
1-2 (of continuous state employment)14 days 9.33 hrs.
3 (of continuous state employment)15 days 10.00 hrs.
4 (of continuous state employment)16 days 10.67 hrs.
5-6 (of total state employment)17 days 11.33 hrs.
7-9 (of total state employment)18 days 12.00 hrs.
10-14 (of total state employment)20 days 13.33 hrs.
15-19 (of total state employment)22 days 14.67 hrs.
20-24 (of total state employment)24 days 16.00 hrs.
25 and longer (of total state employment)25 days 16.67 hrs.

For years one through four, the accrual rate is based upon continuous state employment.

For years five and after, the accrual rate is based upon total state employment. See BPPM 60.19 for transferring service credit from other state agencies.

Contact HRS — Records for Accrual Rate Charts prior to July 1, 2017.

Part-Time Accrual Rate

The accrual rate for a part-time classified staff employee is based upon the percent of employment. (WAC 357-31-170(2)) NOTE: Percent of employment is also expressed as FTE (Full-Time Equivalent). Example: During the first and second years of employment, an employee who has an appointment of 75 percent FTE earns 75 percent of 9.33 hours, which equals 7 hours of annual leave per month. In the third year of employment, the employee earns 75 percent of 10 hours, which equals 7.5 hours of annual leave per month.

Change in FTE

If the FTE for a position changes or if an employee moves to a position with a different FTE, the annual leave accrual for the employee is based on the FTE of the employee’s permanent appointment on the last day of the month.

LWOP Rule

If an employee is on LWOP for more than ten full working days in a calendar month, he or she does not earn annual leave or service credit for the month. (WAC 357-31-175, WAC 357-31-180(2))

Exceptions

Employees on LWOP for the following reasons earn monthly service credits:

New Employees

A new or reappointed employee appointed between the first through the fifteenth of the month accrues annual leave at the appropriate rate based upon percent of employment. If the employee is appointed or reappointed on or after the sixteenth of the month, the employee receives no accruals for that month.

Terminating Employees

An employee who separates from WSU service effective the first through the fifteenth earns no accruals for the month of separation. An employee who separates effective the sixteenth through the end of the month accrues annual leave.

Maximum Accrual

The maximum annual leave accrual as of the employee’s anniversary date is 240 hours. (WAC 357-31-210)

The civil service regulations (WAC 357-31-215) allow exceptions to the maximum accrual of 240 hours for voluntary excess accrual and denials of requests for annual leave.

Voluntary Excess Accrual

An employee may accrue more than 240 hours between anniversary dates. For detailed information regarding this exception, see WAC 357-31-215(2).

Anniversary Date

Anniversary date is defined as the employee’s date of hire for the most recent period of unbroken service at WSU. (WAC 357-01-022) This date is shown as the Continuous Hire Date on the HEPPS or DEPPS Employee Screen.

Reporting Voluntary Excess Annual Leave

Indicate in the Comments space on either the Time Report (see BPPM 60.60) or the Classified Leave Report (see BPPM 60.62) that the annual leave hours were voluntarily accrued.

Prior State Service

An employee who transfers to WSU with no break in service transfers accrued annual leave hours if he or she transfers 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
  • The office of the Washington superintendent of public instruction

(WAC 357-31-110)

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 BPPM 60.19 for more information and instructions.

Using Annual Leave

Annual leave must be earned before it may be used. (WAC 357-31-195)

NOTE: Probationary employees are eligible to use annual leave.

Supervisor’s Approval

The employee must obtain the supervisor’s approval before using annual leave.

A supervisor considers the employee’s needs as well as the department’s operational schedule and requirements when approving annual leave requests. (WAC 357-31-205)

The supervisor must allow the employee to use annual leave for the reasons specified below, in accordance with WAC 357-31-200:

  • An employee’s serious health condition.
  • To care for a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency health condition.
  • To care for a minor/dependent child with a health condition that requires treatment or supervision.
  • For parental leave as provided in WAC 357-31-460 (see also Parental Leave below).

The supervisor must also allow the employee to use annual leave for the reasons specified below:

  • To report for active duty or to take part in active training duty in the armed forces of the U.S. (see also Military Leave below).
  • 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 Leave for Spouse of Member of Military below).
  • 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 Leave to Care for Service Member below for definition of the term “next of kin.” (WAC 357-31-525)
  • To recover from and cope with the effects of domestic violence, sexual assault, or stalking. (RCW 49.76) See also Victims of Domestic Violence, Sexual Assault, or Stalking below.
Denial of Request for Leave Causing Excess Accrual Balance

When a supervisor must deny an employee’s request to use annual leave, which then results in a leave accrual balance above 240 hours as of the employee’s anniversary date, the supervisor must:

  • Grant an extension as defined in WAC 357-31-215, and
  • Submit a Statement of Necessity to HRS, in accordance with the instructions in WAC 357-31-220. NOTE: The supervisor must submit the Statement of Necessity to HRS before the employee’s annual leave balance exceeds 240 hours.

If HRS approves the extension request, HRS notifies the employee and the supervisor of the date by which the employee must use the excess leave hours. HRS files the approved request in the employee’s personnel folder. Deferred leave hours are lost if the hours are not used before the date specified.

LWOP

Annual leave may not be used while on leave without pay. EXCEPTION: An employee who is on LWOP for one of the following reasons may schedule paid leave each month to maintain eligibility for WSU-sponsored employee benefits (see Benefits Eligibility below), in accordance with WAC 357-31-555, WAC 182-12-133, WAC 357-31-235, and RCW 49.76:

NOTE: Due to the multiple types of leave available for the above purposes, consult with HRS regarding appropriate use of such leave.

Annual Leave Payoff

Upon termination of employment, WSU pays employees who have completed at least six continuous months of service for all unused accrued annual leave hours. See BPPM 55.49 and WAC 357-31-225 for more information regarding annual leave payoff.

Bereavement Leave

A supervisor may approve the use of up to three days of bereavement leave to a civil service employee for a death in the family or household, as defined in WAC 357-01-172 and WAC 357-01-182. Upon request, the supervisor may approve additional leave to be charged against the employee’s available paid leave balances, or the supervisor may approve the use of leave without pay. (WAC 357-31-250)

To request additional leave beyond the three days of bereavement leave, the employee submits a written request to her or his supervisor.

Civil Leave

WSU grants employees leave of absence with pay to serve on jury duty, as trial witnesses or for other subpoenaed civil duties. Civil service employees refer to WAC 357-31-310, WAC 357-31-315, and WAC 357-31-320.

Public Hearings or Court Appearances

If the employee is representing WSU at a court appearance or before a public hearing the employee is not considered to be on leave. The activity is part of the employee’s regular assignment.

Civil Service Employee Leave With Pay

WSU must grant a civil service employee leave with pay for the employee to:

  • Receive assessment from the Employee Assistance Program (EAP) or the Employee Assistance Service (EAS) (see BPPM 60.86).
  • Take a state examination.
  • Interview for another state position, unless it interferes with operational necessity.

Employers may limit the number of occurrences or the total amount of paid leave to be granted to an employee to participate in interviews or take examinations during scheduled work hours.

Additionally, WSU may grant a civil service employee leave with pay for the reasons listed in WAC 357-31-325(2).

Citation

WAC 357-31-325

Compensatory Time

Overtime-eligible civil service refer to BPPM 60.59 and WAC 357-31-230 regarding compensatory time.

Disability Leave

In certain circumstances, supervisors must grant leave to permanent civil service employees who are unable to perform their job duties because they are disabled. WAC 357-31-500 specifically provides such leave for civil service employees who are sick or temporarily disabled because of pregnancy and/or childbirth.

Employees with other types of disabilities may be granted leave under the reasonable accommodation process (see BPPM 60.21).

Requesting Disability Leave

An employee reports inability to work due to a disability, including disability due to pregnancy and/or childbirth, to his or her supervisor. The supervisor then refers the employee to HRS to apply for disability leave.

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

For application advisory guidelines and more detailed information about disability leave, including disability leave due to pregnancy and/or childbirth, contact HRS or see the Medical Leave Information in the Manager’s Toolkit area of the HRS website at:

hrs.wsu.edu/

Leave Usage
Disability (Not Pregnancy, Childbirth, or FML-Related)

Disability leave not related to pregnancy, childbirth, or family medical leave (FML) may be a combination of sick leave, annual leave, personal holiday, compensatory time, and leave without pay. However, the employee may not move in and out of paid status during such disability leave. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

Disability Due to Pregnancy or Childbirth

Disability leave due to pregnancy and/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. (WAC 357-31-515)

Continuing Employer-Paid Benefits

If necessary due to disability, the employee is allowed to use a minimum of eight hours of accrued paid leave per month for up to four months of disability leave due to pregnancy and/or childbirth (or as long as medically certified) to provide for continuation of employer-paid benefits. (The total months of such disability leave include the twelve workweeks provided under the Family and Medical Leave Act, if eligible. See WAC 357-31-525.) 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 for more information.

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

Faith or Conscience Holidays

Civil service 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 would impose 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. The employee may not split an unpaid holiday by taking part of the hours on one day and the balance on another day.

See Accruals While on LWOP below for information about how leave without pay affects probationary or trial service periods and leave accruals.

Family Care Emergency

Civil service employees refer to WAC 357-31-285 through 357-31-305 regarding leave for family care emergencies and limits placed on such leave.

Civil service employees must be authorized to use emergency leave to care for:

  • Employee’s or spouse’s minor/dependent child care emergencies, such as:

    Unexpected absence of a regular care provider.
    Unexpected closure of a child’s school.
    Unexpected need to pick up a child at school earlier than normal.

  • Elder care emergencies, such as the unexpected absence of a regular care provider or the unexpected closure of an assisted living facility. Elder care applies to care of the employee’s spouse, household member, or employee’s or spouse’s parent or grandparent.

After a civil service employee has used all accrued compensatory time, the employee must be allowed to use up to three work days per calendar year of accrued annual leave, accrued sick leave, or leave without pay for the purpose of family care emergencies. Upon request, the supervisor may approve additional leave to be charged against the employee’s available annual and/or sick leave balances, or the supervisor may approve the use of leave without pay. (WAC 357-31-300, WAC 357-31-295)

The appropriate manager in a civil service employee’s supervisory chain may authorize the employee to work from home during family care emergency lasting less than a week. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of an unanticipated circumstance lasting less than a week that requires an employee to remain at home, such as care of a family member (see also BPPM 60.34).

Family Medical Leave (FML)

Upon request, an eligible civil service employee must be granted up to a total of 12 work weeks of absence during a rolling twelve-month period to:

  • Seek treatment and recover for an employee’s serious health condition; and/or
  • Care for an employee’s parent, spouse, or child who has a serious health condition; and/or
  • Provide care to an employee’s newborn, adopted, or foster child (see WAC 357-31-460).
Leave to Care for Service Member

Upon request, the University must grant an eligible civil service employee 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 armed forces of the U.S. For FML purposes, the term “next of kin” is defined as the nearest blood relative of the ill or injured individual.

Citations

Family and Medical Leave Act of 1993 (29 USC 2601 et seq.); WAC 357-31-525

Definition of Spouse

The 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.

Citations

29 CFR Part 825.102 and 825.122(b)

Eligible Employees

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. Paid leave does not count towards the 1,250 hours of work.
Citations

29 CFR Part 825, WAC 357-31-530

Provisions

The following family medical leave (FML) provisions apply to civil service employees:

  • HRS designates absences that meet the criteria of family medical leave. (WAC 357-31-535)
  • Designated paid or unpaid leave, excluding compensatory time, is counted towards the 12 weeks of family medical leave. (WAC 357-31-535)
  • The employee may choose to use accrued paid leave or leave without pay for family medical leave. (WAC 357-31-540)
  • The University must grant family medical leave to an employee on an intermittent or reduced schedule at the employee’s request when medically necessary. (WAC 357-31-545)
  • The employee must return to the same or equivalent position held prior to the FML absence. (WAC 357-31-550)
  • The University must continue an eligible employee’s employer-paid health insurance benefits during the FML period. The employee is still responsible for her or his portion of the premiums, and must make arrangements with Payroll Services to ensure that these premiums are paid. (WAC 357-31-555)
Application Guidelines

For application advisory guidelines and more detailed information about the FML program, contact HRS or see the Medical Leave Information in the Manager’s Toolkit area of the HRS website at:

hrs.wsu.edu/

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 ten holidays each fiscal year for civil service employees. Refer to the holiday schedule in BPPM 60.76 for current WSU holiday schedules for specified University locations.

Qualifications for Holiday Pay

Full-time and part-time civil service employees who are in pay status the entire work shift prior to the holiday qualify to receive pay for the holiday. (WAC 357-31-010)

Civil service employees refer to WAC 357-31-030 when a holiday falls on a scheduled day off.

A cyclic-year employee who is in full pay status on her or his last regularly scheduled working day prior to the cyclic break, qualifies for holiday(s) in that month.

An employee working a night shift schedule during which the holiday occurs is compensated her or his holiday leave as defined in WAC 357-31-050.

Holiday Hours Earned

A full-time civil service employee receives eight hours of holiday pay. Any differences between the scheduled shift for the day and eight hours may be adjusted by use of vacation leave, accrued compensatory time, or leave without pay.

Part-time employees calculate their percent of employment times eight hours to determine the number of paid holiday hours earned. Example: an employee on a 75 percent FTE appointment earns 75% x 8 hours = 6 hours of holiday pay.

Holiday Worked

See BPPM 60.60 and 60.62 to report a holiday worked.

Overtime-eligible civil service employees who are directed to work on a designated holiday must receive their regular rate of pay for the holiday, plus premium pay at the overtime rate for all hours worked on the holiday (see BPPM 60.59 and WAC 357-28-200).

Overtime-exempt civil service employees do not qualify for holiday premium pay.

Leave Due to Inclement Weather

A civil service employee may request the use of annual leave or personal holiday to cover absence due to inclement weather

A civil service employee 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.

A civil service employee may use up to three days of sick leave per calendar year for absence due to inclement weather after all other paid leave is exhausted.

Civil service employees may request to use leave without pay for absences due to inclement weather.

The appropriate manager in a civil service 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 inclement weather (see BPPM 60.34).

Refer to WAC 357-31-255 for more information regarding leave due to inclement weather.

Leave Due to Suspended Operations or Emergency Closures

Civil service employees refer to BPPM 50.40, 60.40, and WAC 357-31-260 regarding suspended operations and emergency closures.

The appropriate manager in a civil service employee’s supervisory chain may authorize the employee to work from home during a period of suspended operations. NOTE: A temporary telework arrangement is not required to accommodate work from home during a period of suspended operations (see BPPM 60.34).

Overtime-Eligible Civil Service Employees

Supervisors must allow overtime-eligible civil service employees to use personal holiday, accrued annual leave, or accrued compensatory time to cover work time lost as a result of suspended operations. (WAC 357-31-265)

Supervisors may allow overtime-eligible civil service employees to use leave without pay and give them an opportunity to reschedule work time lost as a result of suspended operations. The employee must reschedule lost work time within the same workweek as the suspension of operations.

If rescheduling lost work time causes an overtime-eligible employee to work in excess of forty hours in the workweek, compensation must be provided in accordance with WAC 357-28-255, 357-28-260, and 357-28-265. However, the amount of compensation earned must not exceed the amount of salary lost by the employee due to the period of suspended operations. Refer to WAC 357-31-265.

Leave for Life-Giving Procedures

Employees are eligible for paid leave for the sole purpose of participating in life-giving procedures. (Executive Order 02-01)

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.
  • Does not require the use of leave without pay.

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.

In order 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.

WSU takes into account provisions of collective bargaining agreements which cover leave usage. Employees covered by collective bargaining unit agreements should refer to the appropriate agreements. 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.

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, e.g., annual leave, to cover any or all of the fifteen days of leave per deployment for which he or she is entitled.

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.
Notifying Employer

An employee who seeks military spousal leave must provide HRS with notice:

  • 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.

Leave for Voting

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

Leave Without Pay (LWOP)

Uses for Authorized LWOP

Leave without pay (LWOP) may be allowed for any of the reasons listed below:

For any reason leave with pay may be granted, as long as the conditions for leave with pay are met;

Citation

WAC 357-31-330, WAC 357-31-525, WAC 357-19-295, RCW 49.76.

Requesting LWOP

To request leave without pay, a civil service employee submits a written request for LWOP to his or her supervisor specifying the leave dates and the reason for the leave request.

The employing official reviews and signs the request, if approved. See BPPM 60.10 for definition of employing official.

Route the approved written request to Human Resource Services.

More Than Ten Working Days

If the request is for more than ten full working days of LWOP, obtain approval from the employing official. Route a memorandum approved by the employing official to Human Resource Services to request leave without pay.

Effect of LWOP on Probationary or Trial Service Periods

A civil service employee’s probationary period or trial service period is extended by one work day for each work shift of leave without pay which the employee takes during this period. (WAC 357-31-355)

Accruals While on LWOP

LWOP may impact an employee’s accruals for annual leave, sick leave, and whether he or she receives compensation for University holidays.

Annual Leave

See Annual Leave above.

Sick Leave

See Sick Leave below.

Holiday Hours Earned

See Holiday above.

Benefits Eligibility

LWOP for a period which is equal to or greater than one calendar month requires personal payment of insurance premiums unless:

  • Employee is on approved FML and is paying her or his portion of the premiums (see Family Medical Leave above), and/or
  • Employee is on parental leave under FML for up to 12 weeks and is paying her or his portion of the premiums (see Family Medical Leave above); and/or
  • Employee is not eligible for FML, is on disability LWOP or parental leave, and

Employee is using eight hours of paid leave per month to keep benefits in effect for up to four months for her or his own condition or six months of parental leave.

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

An FML-eligible employee may use eight hours of paid leave for one additional month beyond the FML period in order to maintain benefits.

An employee may not move in and out of paid status during a disability leave not related to pregnancy, childbirth, or FML. Usually, the employee uses paid leave until such leave is exhausted and then uses unpaid leave for the remainder of the disability leave period.

Contact Payroll Services regarding personal payment of insurance premiums, as needed; telephone 509-335-4521.

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

Employee Return Rights

An employee returns from extended LWOP to the same position or to another position within the same class in the same geographical area and organizational unit if re-employment does not conflict with rules relating to layoff. (WAC 357-31-340)

Military Leave

Upon presentation of military orders to the supervisor, WSU grants civil service employees leave for active training duty with any of the armed forces of the United States.

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 and of the following:

  • Washington National Guard
  • Army reserves
  • Navy reserves
  • Air Force reserves
  • Coast Guard reserves
  • Marine Corps reserves of the United States
  • 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.

Military Leave Without Pay

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

No adjustments are made to the seniority date, leave accrual rate, or periodic increment date while an employee is on paid military leave or a military leave of absence without pay.

Shared Leave During Military Leave Period

See BPPM 60.58 for information regarding eligibility and application for shared leave to cover a period of military leave.

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.

Parental Leave

An eligible employee may request up to six months of parental leave 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. (WAC 357-31-460)

Civil service employees refer to RCW 49.78, WAC 357-31-460, and WAC 357-31-465 regarding conditions for requesting parental leave and eligibility criteria.

Refer to WAC 357-31-475 regarding circumstances in which the six-month period of leave may be denied or extended.

A total of 12 weeks of parental leave may be designated as family medical leave (FML) in addition to any FML taken for sickness or temporary disability due to pregnancy and/or childbirth. (WAC 357-31-480, WAC 357-31-495)

Parental Leave Request

The employee submits a written request to her or his supervisor for parental leave, providing a 30-day notice. In the event that the employee is unable to give 30 days notice due to the early birth or placement of a child, the employee is to submit a written request to the supervisor as soon as possible. (WAC 357-31-470)

The written request is to include the anticipated dates of the leave and the purpose of the leave.

If the requested period of parental leave exceeds the FML period, the supervisor must provide a written response within ten working days as to whether the request is approved or denied. Denial may be based on justifiable operational necessity only. (WAC 357-31-485)

Parental Leave Usage

Parental leave may be a combination of annual leave, personal holiday, compensatory time, and leave without pay. The employee chooses the combination and use of paid and unpaid leave during parental leave. (WAC 357-31-490) Sick leave may be used for parental leave only if such use meets the criteria specified in WAC 357-31-130.

A civil service employee may use a minimum of eight hours of paid leave each month of a leave without pay period to maintain eligibility for the WSU-sponsored employee benefits for up to six months of parental leave. (WAC 357-31-490(2))

The employee is responsible for her or his portion of the insurance premiums. NOTE: Eight hours of pay may not generate enough pay to cover the employee’s portion of the insurance premium. The employee may contact HRS with questions regarding her or his benefits.

Personal Holiday

A civil service employee who is scheduled to be or has been continuously employed for at least four months is entitled to a paid personal holiday.

The personal holiday is in addition to the designated legal holidays which all civil service employees receive in a calendar year. See BPPM 60.76 for the schedule of designated holidays.

Requirements

The civil service employee must take her or his personal holiday within the current calendar year or the holiday is forfeited. EXCEPTION: If the employee is denied use of the personal holiday during the current year, she or he may take the holiday the following year. (WAC 357-31-080)

Request

The employee provides the supervisor with a written request for a specific day in accordance with departmental leave guidelines.

The supervisor may deny use of the holiday on a particular date if the employee’s absence interferes with the operations of the department. (WAC 357-31-070)

Use

An employee must use his or her personal holiday as a full day or shift. (WAC 357-31-090) The employee may not split the personal holiday by taking part of the hours on one day and the balance on another day except as allowed for the following:

Compensation
Full-Time Employees

A full-time civil service employee receives eight hours pay for the personal holiday. An employee accounts for differences between the scheduled daily shift and eight hours by using accumulated annual leave, compensatory time, or leave without pay. (WAC 357-31-065(1))

Part-Time Employees

A part-time civil service employee receives personal holiday hours based upon the percentage of FTE (full time employment) times eight hours. Example: 75% FTE x 8 hours = 6 hours of personal holiday. (WAC 357-31-065(2))

Sick Leave

Earning Sick Leave

Sick leave is credited to the employee’s leave balances on a monthly basis, upon completion of the month. Civil service employees may accumulate unlimited sick leave hours. (WAC 357-31-115)

Accrual Rate
Full-Time Accrual

Full-time civil service employees earn eight hours of sick leave per month. (WAC 357-31-115(1))

Part-Time Accrual

The accrual rate for a part-time civil service employee is based upon the percent of employment. (WAC 357-31-115(3))

NOTE: Percent of employment is also expressed as FTE (Full-Time Equivalent). Example: An employee who has an appointment of 75 percent FTE will earn 75 percent of eight hours = 6 hours of sick time.

LWOP Rule

An employee who is on leave without pay for more than ten full working days in a calendar month is not eligible to earn sick leave for the month. (WAC 357-31-120)

Prior State Service

An employee who transfers to WSU with no break in service transfers accrued sick leave hours if he or she transfers 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
  • 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 BPPM 60.19 and WAC 357-31-110.

WSU restores unused sick leave balances, if any, for Washington state employees who are re-employed within five years of the termination of prior state employment. See BPPM 60.19 and WAC 357-31-160 for more details and limitations.

New Employees

A new or reappointed employee appointed between the first through the fifteenth of the month accrues sick leave at the appropriate rate based upon percent of employment. If the employee is appointed or reappointed on or after the sixteenth of the month, the employee receives no accruals for that month.

Using Sick Leave

Sick leave must be earned before it is used. (WAC 357-31-140)

The supervisor must allow the employee to use accrued sick leave for the reasons specified below, in accordance with WAC 357-31-130.

An employee may use sick leave as specified below, in accordance with WAC 357-31-130:

If an employee who is on approved annual leave were to have a condition arise that would be eligible for sick leave use under WAC 357-31-130(1), WSU may allow the employee to use sick leave in place of annual leave. The employee may request to adjust his or her leave balances by calling the supervisor notifying him or her of the need for sick leave. The employee may contact the supervisor with this request at the time the condition arises or upon his or her return from leave.

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

LWOP

Sick leave may not be used while on leave without pay.

EXCEPTION: An employee who is on leave without pay may use sick leave under the following conditions:

Requesting Leave/Notifying Supervisor

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

If the need to use sick leave causes the employee to miss more than three days of work, or is a chronic condition that requires ongoing treatment or ongoing intermittent leave, the employee must apply for disability leave or FML, if eligible.

For application advisory guidelines and more detailed information about disability leave or FML, contact HRS or see the Medical Leave Information in the Manager’s Toolkit area of the HRS website at:

hrs.wsu.edu/

Payment For Accrued Sick Leave

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

  • Attendance incentive (see BPPM 60.41 and WAC 357-31-150(1)).
  • Payment upon retirement or death (see BPPM 55.49 and WAC 357-31-150(2)).

    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. See BPPM 55.49 for more information.

NOTE: Employees who separate from WSU for any reason other than retirement or death are not eligible for payment of accrued sick leave. (WAC 357-31-155)

Training Release Time

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

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

Unauthorized Absence

Unauthorized absences will be treated as unauthorized leave without pay. Possible ramifications of unauthorized absences are addressed in WAC 357-31-105.

Victims of Domestic Violence, Sexual Assault, or Stalking

If an employee or an employee’s family member is a victim of domestic violence, sexual assault, or stalking, 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 parent, step-parent, sister, brother, parent-in-law, spouse, grandparent, grandchild, minor/dependent child, and child. For the purpose of leave for victims of domestic violence, sexual assault, or stalking, family member also includes a person with whom the employee has a dating relationship. (WAC 357-01)

For definitions of domestic violence and sexual assault, see RCW 26.50.010. For definition of stalking, see RCW 9A.46.110.

Documentation

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

Verification of Domestic Violence, Sexual Assault, or Stalking

When an employee or the employee’s family member is a victim of domestic violence, sexual assault, or stalking 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, or stalking;
  • A court order protecting or separating the employee or employee’s family member from the perpetrator of the act of domestic violence, sexual assault, or stalking;
  • 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, or stalking;
  • The employee’s written statement that the employee or the employee’s family member is a victim of domestic violence, sexual assault, or stalking; 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, or stalking:

    An advocate for victims of domestic violence, sexual assault, or stalking
    An attorney
    A member of the clergy
    A medical or other professional

Verification of Familial Relationship

If the victim of domestic violence, assault, or stalking 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 or court document
  • Other similar documentation

Work-Related Injury or Illness

In the event that a civil service employee sustains a work-related injury or illness and is approved to receive workers’ compensation from the Department of Labor and Industries, WAC 357-31-235 allows the employee to:

  • Receive workers’ compensation exclusively, and go on LWOP with WSU; or
  • Use accrued paid leave for his or her time off while receiving workers’ compensation; or
  • Use a combination of LWOP and accrued leave while receiving workers’ compensation.

    During the first three months in which an employee is off, he or she may use any combination of leave and LWOP.

    As of month four, University policy does not allow for an employee receiving worker’s compensation to move back and forth from a paid leave to LWOP status.

For more information regarding sick leave buy back, see the Employees–Worker’s Compensation area of the HRS website at:

hrs.wsu.edu/

See also Safety Policies and Procedures Manual SPPM 2.30.

Use of Accrued Leave While on Worker’s Compensation

For information regarding the implications of using sick leave while on worker’s compensation, see SPPM 2.30.

For information regarding the implications of using annual leave, compensatory time, or holiday pay while on worker’s compensation, see SPPM 2.30 and WAC 357-31-245.

NOTE: An employee may use any combination of leave and LWOP during the first three months he or she is off work.

For additional information, contact HRS; telephone 509-335-4521; or see the Employees–Worker’s Compensation area of the HRS website at:

hrs.wsu.edu/

BPPM Revision 543

BPPM Revision Memorandum

 

DATE: March 13, 2020
FROM: Office of Procedures, Records, and Forms
TO: Manual Users
SUBJECT: Business Policies and Procedures Manual
Revision Letter Number Five Hundred Forty-Three

 

This BPPM revision includes the following changes:

Civil Service Employee Leave 60.57

This minor amendment removes the list of allowable reasons for using sick leave and directs employees to WAC 357-31-130 for the current list.

Shared Leave 60.58

This minor amendment clarifies that only faculty members, administrative professional employees, and classified employees are eligible to request or donate shared leave.

BORM Revision 7

BOR Policy Manual Revision Memorandum

 

DATE: February 27, 2020
TO: Manual Users
SUBJECT: Board of Regents Policy Manual
Revision Letter Number Seven

 

The Washington State University Board of Regents have approved the following revision to the Board of Regents (BOR) Policy Manual.

Board of Regents Policy on Committee Charters BOR3

This revision updates the responsibilities of the Finance and Compliance Committee.

 

BOR3 — Policy on Committee Charters

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Board of Regents Policy #3
Revision Approved by Board of Regents, January 24, 2020

Board of Regents Policy on Committee Charters

Purpose

The Board of Regents (BOR) Committee Charters provide a structure to enhance the purpose and advance the productivity of the full board. The Charters are intended to work in tandem with the Regents’ schedule to allow the board to focus its work, which largely occurs in its committees, on discussions of key institutional issues and responsibilities that align with the board’s governance role.

In addition to an Executive and Governance Committee, there are three committees that meet concurrently — Research and Academic Affairs, Student Affairs and Student Life, and Institutional Infrastructure. These committees provide opportunities for board members to gain a deeper understanding of specific areas or issues, to leverage various board members’ expertise, and to maximize engagement of individual board members.

Additionally, there are two committees of the whole — Finance and Compliance, and Strategic and Operational Excellence — which are intended to engage the full board in strategic, direction-setting discussions and consider matters with significant financial implications, among other issues.

BOR Standing Committee Charters

Executive and Governance Committee
Purpose

The Executive and Governance Committee has three central responsibilities: first, act as a monitor of and advocate for best practices in higher education governance; second, act on behalf of the board between meetings to address emergency situations; and third, serve as a sounding board for the University president and facilitate presidential evaluation and compensation.

Composition

The Executive and Governance Committee shall consist of the chair of the board, the vice chair of the board, and the immediate past chair of the board. The University president shall serve as an ex officio member of the committee. Committee membership shall change concurrent with the schedule for board elections as outlined in Article I, Section 3, of the Board of Regents Bylaws.

Authority

The Executive and Governance Committee shall have a broad mandate from the board to work with the board chair and the University president to help the board function effectively and efficiently in service to Washington State University and to the public it serves. It shall be vested with the authority to act on behalf of the board on emergency matters that cannot or should not be delayed until the board’s next regularly scheduled meeting or until a special meeting of the full board is called, such action taking place at a meeting of the Executive and Governance Committee that has been properly noticed in accordance with the requirements of Washington law.

Three members of the Executive and Governance Committee shall constitute a quorum for the conduct of business of the committee. If three members of the committee are not available, the chair of the Board of Regents may designate any member of the board to temporarily fill the role as a member of the committee.

Responsibilities

The committee’s responsibilities shall, at a minimum, include:

  • Reviewing and recommending best practices in higher education governance to board members;
  • Ensuring that a substantive orientation program is provided to all new board members;
  • Encouraging all board members to continue to learn about the institution and their responsibilities and participate periodically in in-service education opportunities;
  • Overseeing the timing and process of periodic board self assessment;
  • Ensuring the board adheres to its policies, bylaws, and the Washington State Ethics in Public Service Law;
  • Serving as a sounding board for the University president, when needed; and
  • Monitoring the president’s performance and facilitating presidential assessment and compensation.
Research and Academic Affairs Committee
Purpose

The Research and Academic Affairs Committee facilitates the board’s ultimate responsibilities for the teaching, research, and service missions of the University. The committee provides guidance and recommendations to the board on matters essential to the advancement of its strategic research and academic priorities and ensuring educational quality for its students.

This committee may consider matters relating to the institution’s research enterprise; intellectual property; academic standards and requirements; the effectiveness and integrity of academic programs, including the assessment of student learning; the organization of departments, colleges, and statewide research and extension centers; research and academic policies, including those related to academic personnel.

Composition

There shall be at least three members appointed by the board chair as provided in the Board of Regents Bylaws. Additionally, the president shall appoint ex officio members from among the officers of the University who, in consultation with the committee chair, shall be responsible for development of committee agenda and for submitting recommendations to the board.

Responsibilities

This committee shall make recommendations and provide governance oversight on the following:

  • Advancement of Research. This committee shall consider matters related to strengthening and advancing research, scholarship, and creativity — statewide, nationally, and internationally. It shall also consider matters pertaining to economic development and engagement activities to enhance the University’s efforts in helping to build the state and global economies, including advancing the culture of innovation and entrepreneurship at the University.
  • Intellectual Property. This committee shall consider matters related to the University’s intellectual properties. It shall also review management of the institution’s intellectual property assets, as well as technology transfer activities conducted on behalf of the University by the WSU Office of Commercialization in support of the University’s goals of ensuring that innovations and discoveries by WSU researchers are evaluated, protected where possible, and prepared for potential third-party licensing or other actions.
  • Academic Policy. This committee shall consider matters relating to the educational policies of the University, including curriculum; instruction; educational technology; online education; research; public service; admission requirements; the establishment and discontinuation of educational and research departments, colleges, and units; and the establishment and discontinuation of degree programs.
  • Enrollment Management and Planning. This committee shall consider matters pertaining to enrollment management and planning for the University, including enrollment levels for each campus, overall levels of domestic and international undergraduate and graduate enrollment, and graduation rates.
  • Equity, Diversity, and Inclusion. This committee shall consider matters relating to equity and diversity and shall support the institution’s efforts to promote academic excellence through the pursuit of equity, diversity, and inclusion in its programs and operations.
  • Faculty Affairs. This committee shall consider matters relating to the faculty, including certain revisions to the Washington State University Faculty Manual and composition of the faculty.
Student Affairs and Student Life Committee
Purpose

The Student Affairs and Student Life Committee is responsible for policies and matters relating to student life and education outside the classroom. It advises the board on student affairs issues and topics to help the board make informed decisions on matters directly affecting the students and supports institutional efforts to improve the quality of the student experience. The committee shall also consider issues and policies related to intercollegiate athletics and other programs that promote school spirit and the quality of student life.

Composition

There shall be at least three members appointed by the board chair, one of whom shall be the student regent, as provided in the Board of Regents Bylaws. Additionally, the president shall appoint ex officio members from among the officers of the University who, in consultation with the committee chair, shall be responsible for development of the committee agenda and for submitting recommendations to the board.

Responsibilities

This committee shall make recommendations and provide governance oversight on the following:

  • Student Policies. This committee shall consider policies, practices, and procedures that create conditions to enhance student success, such as the institution’s standards of conduct, housing and food service policies, health and safety policies, and policies governing student organizations and extracurricular activities. Working with other committees, it shall also consider issues related to student service areas of the University, including admissions, registration, financial aid, student advising, and housing.
  • Student Experience. This committee shall develop an understanding of the nonacademic programs and services that create conditions for student success and shall advise the board in its decision making on matters affecting the students. It shall support programs that help create a diverse, vibrant learning environment and student-oriented campus culture, such as civic engagement and leadership activities, education abroad, academic support programs, career services programs, intramural and club sports, and recreation, and other cocurricular activities.
  • Athletics. This committee shall review matters related to intercollegiate athletics and athletic policies and planning.
Institutional Infrastructure Committee
Purpose

The Institutional Infrastructure Committee is responsible for ensuring that the necessary infrastructure is in place to support research, academic, residential, extra curricular, and cocurricular programs and services. The committee considers matters related to University buildings, grounds, facilities, roads, and related structures. It also considers matters related to the institution’s information technology infrastructure and campus safety and security.

Composition

There shall be at least three members appointed by the board chair as provided in the Board of Regents Bylaws. Additionally, the president shall appoint ex officio members from among the officers of the University who, in consultation with the committee chair, shall be responsible for development of the committee agenda and for submitting recommendations to the board.

Responsibilities

This committee shall make recommendations and provide governance oversight on the following:

  • Real Property. This committee shall consider the ownership, management, leasing, acquisition, and disposition of the University’s real property.
  • Physical Facilities. This committee shall consider the following:
    • Long-range physical planning, including capital and campus master plans;
    • Capital-asset preservation and renewal, including monitoring deferred maintenance and overseeing the repairs, replacements, modernization, and renovations of buildings and infrastructure systems (e.g., relating to roofs, electrical, and infrastructure technology systems, fire-protection, etc.);
    • Major capital projects, with focus on evaluating institutional needs, prioritizing projects, and exploring funding scenarios;
    • Research infrastructure, including major research facilities, core instrumentation laboratories, and other capabilities;
    • Plant operations and maintenance, with focus on ensuring adequate funding to maintain the physical plant at appropriate standards; and
    • Facilities-related policies and procedures, ensuring that the institution has appropriate policies and procedures in place (e.g., bidding processes); is in compliance with regulatory requirements (e.g., regarding safety and the Americans with Disabilities Act); and addresses other special issues, as appropriate (e.g., sustainability initiatives).
  • Information Technology. This committee shall consider the needs of, and coordination among, the various campuses in areas such as information technology, research computing, telephone services, and other technologies used or proposed for use by the University.
  • Campus Safety and Security. This committee shall consider safety and security matters in the exercise of its responsibilities to enhance the safety of its students, faculty, staff, and visitors, as well as to protect the institution’s infrastructure and information assets.
Finance and Compliance Committee
Purpose

The Finance and Compliance Committee is responsible for ensuring the institution is operating in a financially sustainable manner, balancing its long-term and short-term financial obligations. This committee works in coordination with other committees, where appropriate, and may consider matters and policies relating to the following: internal and external audits; the accounting and financial controls of the University; compliance; risk management; operating and capital budgets; debt management; and financial and investment policies. This committee may also consider matters related to the institution’s classified and administrative professional employees.

Composition

This committee shall operate as a committee of the whole. The President shall appoint ex officio members from among the officers of the University who, in consultation with the committee chair, shall be responsible for development of the committee agenda and for submitting recommendations to the Board.

Responsibilities

This committee shall make recommendations and provide governance oversight on the following:

  • Investments. Consistent with the Investment Policy Statement for the Washington State University Foundation Consolidated Endowment Fund (the Fund), this committee is responsible for:
  • Reviewing and recommending the Investment Policy, inclusive of the spending policy, and changes to the Investment Policy as it relates to the University endowed assets;
  • Reviewing and recommending Regents-appointed members to the WSU Foundation Investment Committee (the Committee);
  • Annually reviewing the operational performance of the Fund and the actions of the WSU Foundation, its Governors, and its Committee in their role as manager of University endowed assets in order to monitor performance and compliance with the scope of the delegation of management of University endowed assets; and
  • Reviewing and recommending the de-selection recommendations from the Committee of Regents-appointed members. De-selection does not include normal end-of-term roll-off of members.
  • Audit and Compliance. This committee shall assist the board in fulfilling its fiduciary oversight responsibilities relating to: the financial health of the University and the integrity of its financial statements, systems of internal control and risk management, the performance of the auditors and internal audit function, and the University’s compliance with legal and regulatory requirements. The committee shall review matters related to compliance, audit, and risk management, as appropriate, and will make recommendations when board action is required.
    • Management is directly responsible for the preparation, presentation, and integrity of the University’s financial statements and the appropriateness of the accounting principles and reporting practices used by the University. This committee, in its audit role, is responsible for overseeing management’s efforts to meet those responsibilities in a reasonable and appropriate manner. Sufficient opportunity for the independent external auditor to meet with the committee or the committee chair shall be provided.
    • This committee shall meet a minimum of two times per year with the University’s chief audit executive to discuss the effectiveness of the University’s systems of internal controls, significant updates on the status of corrective action plans, and the performance of the internal audit activity in carrying out audit-related responsibilities, including status of the Audit Plan and review of results of audit activities, and review of the internal audit charter, as needed. Sufficient opportunity for the internal auditors to meet with the committee shall be provided. This committee or the committee chair shall meet at least twice per year with the internal auditor in the absence of University officers.
    • This committee, in its compliance oversight role, is responsible for overseeing management’s efforts to meet compliance requirements. The committee shall meet a minimum of two times per year with the University’s chief compliance officer to receive updates, reports on the status of corrective action plans, presentations and/or recommendations on compliance issues to ensure individual and system-wide accountability for compliance. In addition, the committee will review the compliance charter as needed. Sufficient opportunity for the chief compliance officer to meet with the committee shall be provided. This committee or the committee chair shall meet at a minimum of once per year with the chief compliance officer in the absence of University officers.
    • This committee may investigate any matter brought to its attention with full access to all records, facilities, and personnel of the University and the authority to engage other individuals including professionals external to the University as necessary to carry out its duties, consistent with applicable laws. The committee will receive any required education and sign any necessary forms to review regulated, confidential and/or privileged records and information.
    • This committee may also consider policies regarding discrimination and harassment, Title IX, equal opportunity, and fairness and equality in all activities and practices at the University.
  • With guidance from Compliance, Internal Audit, and the Attorney General’s Office, the committee will receive reports regarding “significant” non-compliance issues including recommendations for making any necessary self-disclosures to the appropriate government agency.
  • Operating and Capital Budget Endorsement. This committee shall oversee the annual and long-range operating and capital budgets for the University and review and provide recommendations to the board concerning all proposed requests for appropriation of state funds for the University’s operating and capital budgets, prior to submission to the legislature or other state authorities.
  • Student Fees, Tuition, Policies, and Charges. This committee shall consider rates and resulting fees directly affecting students, such as tuition; Housing and Dining policies and fees; Student Health and Wellness policies and fees; Student Recreation Center policies and fees; the Student Technology fee rate and allocations; and Services and Activities fees, rates, and allocations.

    In accordance with RCW 28B.15.067, any proposal for tuition and fee increases must be made public 21 days before the Board considers adoption of such increases. Exceptions to the 21-day period shall be as provided in RCW 28B.15.067.

  • Borrowing and Debt Management. This committee shall consider the long-term financing of capital projects and any other borrowing, which may be required by the University.
  • Trust Lands. This committee shall consider matters related to the University’s trust lands and regularly review the management of these assets to ensure that they are being managed in appropriate ways to maximize income to the University over the long term.
  • Classified and Administrative Professional Employees. This committee considers matters relating to classified and administrative professional employees, including revisions to the Administrative Professional Handbook, composition of the University’s workforce; and collective bargaining agreements for those employees who are represented by an exclusive bargaining representative.
Strategic and Operational Excellence Committee
Purpose

The Strategic and Operational Excellence Committee shall ensure that the University is operating in fulfillment of its stated mission and goals and meeting broadly-accepted higher education standards of quality and excellence. This committee will facilitate the board’s engagement in strategic planning and oversight of the strategic plan and the accreditation process. It will also consider the University’s strategies for institutional advancement and reputational enhancement, statewide, nationally, and internationally. It may also consider matters pertaining to the efficiency and effectiveness of system-wide operations. This committee will work in coordination with other committees, as appropriate.

Composition

This committee shall operate as a committee of the whole. The President shall appoint ex officio members from among the officers of the University who, in consultation with the committee chair, shall be responsible for development of the committee agenda and for submitting recommendations to the Board.

Responsibilities

This committee shall make recommendations and provides governance oversight on the following:

  • Strategic and Organizational Planning. This committee will facilitate appropriate board engagement in the development and approval of the University’s strategic plan and overseeing its implementation, ensuring that the University’s goals are directly related to its mission. The committee will periodically monitor overall performance, including review of meaningful performance metrics. This committee will also participate, as appropriate, in the University’s accreditation process, as well as other processes that impact the institution’s ability to fulfill its mission and meet high standards of operational excellence. The committee will also discuss issues of strategic importance or major issues in higher education that will deepen the board’s understanding of and enhance its ability to make decisions on other key institutional issues.
  • Advancement. This committee will consider policies and plans for acquiring the financial support required to achieve annual and capital fundraising goals, ensuring alignment between fundraising efforts and the institution’s strategic priorities. This committee will also consider programs and activities for meeting the needs of alumni for involvement with the institution, and the institution for alumni support.
  • Government Affairs. This committee will consider the institution’s public policy agendas and long-range planning efforts aimed toward elevating the status of public higher education and the University’s strategic priorities to all local, state and federal constituencies and agencies, including the Washington Legislature and the general public.
  • Marketing and Communications. This committee will consider policies and plans for a broad program of public relations, marketing, and communications to represent WSU’s achievements and advance the WSU brand and support fulfillment of its strategic goals and objectives across all areas of the University.
  • System-wide operations. This committee will consider the efficiency, effectiveness, and quality of administrative services, including system-wide shared services, to ensure adequate support for fulfillment of the University’s strategic initiatives.

95.19 Travel Rates

TRAVEL
95.19
Revised 10-20

For more information contact:
   Travel Services
   509-335-2034

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Travel Rates

Introduction

This section is comprised of rate schedules applicable to travel for University business. Review other sections of the travel chapter (BPPM Chapter 95) for definitions of the rate structure and appropriate applications. Examples or other discussions may include former rates. Use the rates in this section when preparing the Travel Expense Voucher (BPPM 95.20).

Vehicle Rates

Motor Vehicles

Effective January 1, 2020, WSU reimburses a traveler at the rate of $ .575 per official travel mile when a privately-owned motor vehicle is used. (This rate does not apply to motorcycles. See below for the motorcycle rate.) See BPPM 95.11 for criteria for using a privately-owned motor vehicle.

Motor Pool Vehicles

Refer to the Motor Pool Rates website for the rate schedule.

Private Aircraft

Effective January 1, 2020, the private aircraft reimbursement rate is $1.27 per statute mile. NOTE: Convert airplane nautical miles (NMs) into statute miles (SMs) when submitting a TEV. Use the formula: 1 NM equals 1.15077945 SM. (See also BPPM 95.30).

Motorcycles

Effective January 1, 2020, WSU reimburses a traveler at the rate of $0.545 per official travel mile when a privately-owned motorcycle is used.

Meals and Lodging Per Diem Rates

Daily (per diem) rates include the total of the lodging rate plus the meals and incidentals (M&IE) rate. The rates are set by various federal departments based on the travel locations.

Lodging

For lodging rates by location, refer to the applicable per diem websites listed above.

Standard Continental USA (Not High Cost)

The maximum lodging amount applicable to non-high cost continental U.S. (CONUS) locations (also referred to as the standard per diem rate) is $96 per night plus tax.

Meals

For meal rates by location, refer to the applicable per diem websites listed above. To determine or verify the reimbursable amount for individual meals, use the following calculations rounded to the nearest dollar:

  • Breakfast – 25 percent of the total daily meals and incidentals (M&IE) rate
  • Lunch – 30 percent of the total daily M&IE rate
  • Dinner – 45 percent of the total daily M&IE rate
Continental U.S.

The rates listed on the following table are the maximum reimbursement allowed for specified meals in continental U.S. (CONUS) locations. Refer to the CONUS per diem website to determine which daily meal rate to apply.

If this message appears, the user should click on “add exception” or “continue to this website (not recommended)” on the certificate error blocking window to go to the website.

Meal Rates

The rates listed on the following table are the maximum reimbursement allowed for specified meals. Refer to the federal Domestic Per Diem website to determine which daily meal rate to apply.

High Cost Areas
All Other Areas
Breakfast15.0016.0018.0019.0014.00
Lunch18.0020.0021.0023.0016.00
Dinner28.0030.0032.0034.0025.00
TOTAL (daily meal rate) $61.00 $66.00 $71.00 $76.00 $55.00
Additional Information

The following websites contain additional information on per diem rates:

 

95.12 Rental Cars

TRAVEL
95.12
Revision 2-20

For more information contact:
   Travel Services
   509-335-2034

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Rental Cars

Authorization

University employees may be authorized to use rental cars in either of the following cases:

  • A motor pool vehicle or other state transportation is not available.
  • The use of a rental car is more economical than other conveyances and necessary for accomplishment of WSU business.
Justification

WSU employees may use rental cars when use of the rental car has been approved in advance by the authorizing official (see BPPM 95.01 and 95.05).

The University must be able to justify each use of a rental car. The alternatives to using a rental car may not be as convenient or attractively advertised; therefore, good judgment and discretion must be used when approving rental car use.

There are circumstances which may require the unanticipated use of a rental car (see Unanticipated Use below).

Incidental Personal Use

If personal use of the rental vehicle is more than incidental, the traveler is to keep track of personal time a rental vehicle is used. The traveler deducts the dollar amount of personal use from any amount owed the traveler. If the traveler charged the rental car expense on a rental car credit card, the traveler reimburses the University for the personal use by attaching a check to the Travel Expense Voucher. The traveler is to make the check out to Washington State University. (SAAM 10.50.35.e)

State Contract

The preferred sources for rental cars are Enterprise Rent-A-Car and National Car Rental at a state contract rate, which includes full insurance coverage for collision/loss or damage. This coverage is often referred to as a loss damage waiver in rental agreements (see Insurance Coverage below).

Enterprise Rent-A-Car and/or National Car Rental are located at the main terminal at most airports. Enterprise Rent-A-Car and National Car Rental provide rental services at most domestic locations.

The corporate contract number is available on the Travel Services website.  A WSU network ID is required to log in and obtain the contract number.

IMPORTANT: To avoid fraudulent use of the corporate discount, do not share the contract ID number with anyone who does not need it for official WSU business travel.

Restrictions

Use of the State Corporate Discount/Contract ID number for personal business is strictly prohibited. (SAAM 10.50.35)

Before First Rental

To obtain state contract rates and other benefits, Travel Services advises employees to enroll in the National/Enterprise Emerald Club prior to making rental car reservations. Contact Travel Services for information on how to enroll.

Reservations

See Reservations below.

Additional Information

Refer to the Travel Services website for further information.

Other Rental Firms

The traveler may rent vehicles from any other rental firm in any of the following cases:

  • Rates are lower than Enterprise Rent-A-Car/National Car Rental’s rates (including insurance).
  • Vehicles are more readily available.
  • Rental from the other firm is more efficient.

When renting from another firm, request the corporate rate. (University personnel should be prepared to display University identification cards when requesting the corporate rate.) See Non-Contract Rentals below.

The department determines whether or not to purchase loss damage waiver coverage (collision insurance) when renting a vehicle through a company not included in the state’s rental car contract. If the department does not obtain this coverage, the department may be liable for damage to the rental car.

If the department does not obtain liability coverage for a rental vehicle, the Washington Self-Insurance Liability Fund provides excess coverage for third-party liability claims, but does not cover damage to the vehicle. The department is responsible for all repair costs for a rented vehicle if loss damage waiver coverage is not acquired on the vehicle.

Unanticipated Use

When need for a rental car could not have been anticipated, reimbursement for the cost of the rental car, plus the cost of collision insurance, may be allowed, provided:

It is clear that the need could not have reasonably been anticipated, and no feasible alternative existed as evidenced by a statement in Travel Details on the Travel Expense Voucher.

A copy of the rental agreement is attached to the Travel Expense Voucher. (Also attach any gas receipts over $50, if gas is not included in the rental agreement.)

Paying for Rental Cars

University departments and travelers use the following methods, as appropriate, to rent automobiles:

University Travel Charge Card

A University traveler holding a University travel charge card (see BPPM 95.03) may use the card to rent cars from Enterprise Rent-A-Car and National Car Rental for official business. The traveler seeks reimbursement on the Travel Expense Voucher submitted after the trip.

The University travel charge card includes full comprehensive and collision damage insurance coverage for rental cars. If the traveler pays for the rental car with the University travel charge card, they are to decline the loss damage waiver insurance.

Personal Resources

A traveler may use their own personal resources to purchase the use of a rental car (see also Unanticipated Use above).

If the traveler pays for the rental car with their personal resources, and does not rent from Enterprise Rent-A-Car or National Car Rental, they should purchase the loss damage waiver insurance offered by rental car company. IMPORTANT: Unless full insurance is purchased, renters may be held personally liable for any loss or damage that occurs to the rental vehicle.

Reservations

The traveler may use any method for reserving rental cars as long as it is cost effective and efficient. Make reservations in any of the following ways:

  • Directly with the rental firm at the pick up point.
  • By telephone to Enterprise Rent-A-Car reservations at 1-800-261-7331; or National Car Rental reservations at 1-877-222-9058.
  • Online through the Enterprise Rent-A-Car or National Rental Car reservations websites.
Enterprise Rent-A-Car
enterprise.com/
Select Sign In / Join;
Click on Add Emerald Club; then
Log in with Emerald Club member number and password.
National Car Rental
nationalcar.com
Select Sign In / Enroll; then
Log in with Emerald Club member number and password.
Billing Code

When making reservations with Enterprise Rent-A-Car or National Car Rental, provide the Corporate Discount/Contract ID number or log in with an Emerald Club member number to ensure proper billing. See State Contract.

Guaranteed Vehicle

The state contract requires that Enterprise Rent-A-Car and National Car Rental provide a vehicle if reservations are made at least 24 hours in advance.

Vans

Vans and mini-vans may be rented from Enterprise Rent-A-Car and National Car Rental, subject to availability.

One-Way Drop Charges

Enterprise Rent-A-Car and National Car Rental require at least a seven-day advance reservation for rentals not returned to the point of origin.

One-way drop charges for Enterprise Rent-A-Car and National Car Rental are as follows:

Miles

Charge Per Mile

1-25

$ 0.00

26-50

$ 0.00

51-100

$ 0.00

101-250

$ 0.50

251-500

$ 0.50

501-1000

$ 0.25

1001-2000

$ 0.15

Enterprise Rent-A-Car and National Car Rental do not assess drop charges for one-way rentals, either direction, between the following pairs of cities:

  • Seattle and Olympia
  • Spokane and Pullman
  • Portland and Eugene
  • Port Angeles and Seattle

Checking Out and Using the Rental Car

A rental car agreement is prepared by the agency clerk.

Insurance Coverage
Contract Rentals (Enterprise Rent-A-Car and National Car Rental)

The Enterprise Rent-A-Car and National Car Rental contract includes comprehensive and collision, bodily injury, and property damage liability coverage. Do not request any additional insurance coverage when renting from Enterprise Rent-A-Car or National Car Rental.

Non-Contract Rentals

The rental company is required to include bodily injury and property damage liability coverage for the rental vehicle. Usually, the rental company does not provide comprehensive and collision coverage for damage to the rented vehicle.

Renters should obtain full comprehensive and collision coverage from the rental company if the rental is not being paid for using a University travel charge card. Unless full insurance is purchased, renters may be held personally liable for any loss or damage that occurs to the rental vehicle.

Supporting Account

The departmental budget pays for the comprehensive and collision coverage.

Driver’s License

Show a valid driver’s license and provide a home address.

Minimum Age

Under the terms of the state contract, drivers must be at least 18 years of age to avoid additional fees.

Passengers

Only passengers related to the official business of the travel are permitted to ride in cars rented by the University. If the traveler makes a personal decision to transport an unofficial passenger, the state of Washington does not provide excess liability protection to the unofficial passenger in the event of an accident. (SAAM 10.50.35.c)

Prohibitions

Under the state contract the rental vehicle may not be used in any of the following circumstances:

  • By a driver who is under the influence of alcohol or any prohibited drugs.
  • For any illegal purpose.
  • To push or tow another vehicle.
  • To carry passengers or property for hire.
  • In a test, race, or contest.
  • By an unlicensed driver.
  • By a person other than an authorized driver.
  • Outside the continental United States, except where such use is specifically authorized by the rental agreement.
  • Across international boundaries unless specifically authorized at the time of rental.
  • Off paved, graded, or maintained roads or driveways, except when Enterprise Rent-A-Car or National Car Rental has agreed to this in writing beforehand.
  • By a driver who allows more passengers to occupy the vehicle than there are seatbelts or who does not require all passengers to comply with applicable seatbelt and child restraint laws.
Gasoline

Be sure the gas tank is full. Do not accept a rental car with a partially empty gas tank.

The traveler should fill the gas tank before returning the vehicle in order to avoid additional charges.

To obtain reimbursement for gas purchased for rental cars, return the receipts to WSU with the Travel Expense Voucher.

State Contract Servicing Policy

Breakdown

Paid in full by the car rental agency.

Towing Charges

Paid in full by the car rental agency (includes starting and tire changing).

Other Charges

Reimbursement by the car rental agency for other such services is allowed if the service is included in the rental agreement.

In Case of Accident

Refer to SPPM 7.20 for WSU reporting requirements.

  • Don’t leave the scene.
  • It is recommended that the police are summoned in the event of any accident, especially if there are any injuries and/or damage to any vehicle or property that exceeds $50.00.
  • Record the facts of the accident on the form provided in the rental jacket.
  • Call the local Enterprise Rent-A-Car or National Car Rental office immediately to report the accident.
  • Make a full written report at the Enterprise Rent-A-Car or National Car Rental office.
  • If, after the above steps have been completed, it becomes necessary to contact Enterprise Rent-A-Car or National Car Rental for further assistance, telephone a customer service representative at 1-800-264-6350 (Enterprise) or 1-800-468-3334 (National).

70.29 Ordering Alcoholic Beverages

PURCHASING
70.29
Revised 2-20

For more information contact:
   Purchasing Services
   509-335-3541

PRINT SECTION

Ordering Alcoholic Beverages


Policy

Alcoholic beverages may be purchased with University funds if established University and state of Washington procedures are followed (see also Executive Policy 20).

NOTE: If an event is held out-of-state for which alcohol is purchased with University funds, that state’s procedures for purchasing and serving alcoholic beverages must be followed, in addition to established University procedures.

Funding

Only the following types of accounts, with indicated limitations, may be used to purchase alcoholic beverages.

  • Accounts in programs 09G or 14L (conference accounts). Only the conference account designated to pay costs of the event may be charged for the alcoholic beverages. Any income must be deposited back into that account.
  • Certain accounts in program 17A (discretionary funds). If the expenditure is from a discretionary account, the item purchased must conform with the donor’s intent as documented on an Establishment of Fund form (see BPPM 30.75).
  • Accounts in program 17C (agency accounts), 17F (WSU Foundation), or 17G (Alumni Relations).
  • Other accounts if the beverage is to be used for food preparation, e.g., state-supported accounts.
  • Accounts in programs 06A (special course fees) and 15F (special course fees–old) if the beverage is to be used as part of the curriculum and is approved by the Special Course Fee Committee (see BPPM 30.95).
Approval

After obtaining approval of the unit or campus administrator responsible for the location where the event occurs, University personnel may interact directly with the Washington State Liquor Cannabis Board (WSLCB) and vendors to obtain permits, licenses, and beverages.

NOTE: Alcohol is prohibited in the workplace (WAC 296-800-11025) with the following exceptions:

  • The event takes place before or after work hours.
  • Employees are not required or ordered by their employer to attend the event.
  • Employees are not compensated for any of their time while attending the event, except when the event is part of the curriculum.
Student Affairs

Student Affairs units or related student services units follow this procedure, but also obtain approval from the campus Student Affairs office before purchasing licenses/permits and beverages. Contact the applicable campus’ designated financial services office for the campus Student Affairs office’s approval procedures.

For the purposes of this section, the designated student organization financial services offices are:

  • WSU Pullman Registered Student Organizations (RSO) Financial Services Office; telephone 509-335-1085; room CUB G60.
  • WSU Spokane Student Affairs; telephone 509-358-7526; room Academic Center Suite 130.
  • WSU Tri-Cities Office of Student Affairs; telephone 509-372-7104; room West 269.
  • WSU Vancouver Office of Student Involvement; telephone 360-546-9530; room VFSC 118.
  • WSU Everett Student Affairs; telephone 425-405-1751; 915 North Broadway, Room 224.
Revenues

All income relating to the sale or use of alcoholic beverages is accounted for in accordance with receipting and depositing procedures in BPPM 30.52 and 30.53.

Storage

The unit administrator designates a custodian to be responsible for stored alcoholic beverages. The custodian ensures that alcoholic beverages are stored in a secure, preferably locked, location. Excess alcoholic beverages not used at an event are to be closely monitored and controlled.

Procedures

Obtaining the permits and purchasing the beverages are separate aspects of sponsoring an event. This section first describes how to obtain the required permits/licenses (see State Permits/Licenses) and then describes how to purchase beverages (see Purchasing Alcoholic Beverages below). This section describes how to carry out the following:

  • Obtain the required permits/licenses
  • Purchase beverages
  • Handle unused beverages after an event

State Permits / Licenses

State of Washington permits/licenses are required if alcoholic beverages are served at University events. Units are to refer to the WSLCB for complete information regarding rules and restrictions. Information is available on the WSLCB Special Licenses and Permits website at:

lcb.wa.gov/licensing/special-licenses-and-permits

Forms

Units must complete the appropriate WSLCB form to obtain state approval to serve or sell liquor.

Permit to Serve Liquor

A WSLCB-issued banquet permit authorizes the service and consumption of liquor at a private, invitation-only banquet or organized gathering in a public place or club at a specified date and place.

Restrictions

The following restrictions apply to a banquet permit:

  • Attendance must be by invitation only. The event may not be open or advertised to the general public.
  • The event may not be for business promotion purposes.
  • Liquor may not be served to anyone who appears intoxicated or is under 21 years of age.
  • Intoxicated persons or those under 21 years of age may not drink or possess liquor during the event.
  • All liquor must be purchased from a retail entity at retail price, and must be consumed between the hours of 6:00 a.m. and 2:00 a.m. (WAC 314-11-070)
  • The sale of liquor by the drink is prohibited. However, “package deals” are allowed that may include the cost of dinner, liquor, and entertainment.
  • Tickets exchangeable for drinks may be issued as part of the package price. No separate or additional charge may be made for liquor.

For further information, contact the WSLCB Licensing Customer Service desk; telephone 360-664-1600, or refer to the WSLCB website at:

lcb.wa.gov/licensing/banquet-permits

License to Sell Liquor

A special occasion license for a nonprofit society or organization authorizes a society or organization to sell individual services of alcoholic beverages for on-premises consumption at a special occasion on a specified date, time, and place.

Restrictions

The following restrictions apply to a special occasion license:

  • Spirituous liquor must be purchased from a Washington State liquor, beer, or wine distributor or retailer.
  • Special occasion licensees may not advertise or sell beer, wine, or spirits below cost.
  • Manufacturers or distributors may not provide goods or services to special occasion licensees, except as follows:

Draft beer dispensing equipment
Advertising services
Wine pouring or dispensing services
Event judging

  • Special occasion licensees may not make awards or gifts of liquor.
  • Liquor may not be sold or served to anyone who appears intoxicated or is under 21 years of age.
  • Intoxicated persons or those under 21 years of age may not drink or possess liquor during the event.
  • If the event is held at liquor-licensed premises, the licensed liquor entity may not sell or serve its liquor in the room where the event is being held.

For further information, contact the WSLCB Licensing Customer Service desk; telephone 360-664-1600, or refer to the WSLCB website at:

lcb.wa.gov/licensing/special-occasion-licenses

Permit/License for Each Event

Purchase a separate banquet permit or special occasion license for each event at which alcoholic beverages are served.

Obtaining Banquet Permit

The unit must purchase the banquet permit at least three days before the event. Banquet permits are available to order from the WSLCB website at:

lcb.wa.gov/licensing/banquet-permits

A purchasing card must be used to obtain the online banquet permit. The WSLCB accepts only credit or debit cards for this service.

NOTE: Purchasing cards may not be used to purchase special occasion licenses.

The cost for a banquet permit must be charged to an account in programs 09G, 14L, 17A, 17C, 17F, or 17G only. A state-supported account may not be used to purchase a banquet permit.

Banquet Permit Application

A WSU administrator or employee completes the online permit application. The information below is required to complete the permit application:

  • Name of department
  • Name, telephone number, e-mail address, and home address of the person responsible for arrangements
  • Date, beginning time, and ending time for the occasion
  • Location of the event, including address, building, and room number
  • Purpose of occasion
  • Number of attendees
  • Number of attendees under age 21
  • Whether or not attendees will bring their own liquor
  • Name, address, and telephone number of caterer (if event is catered)
WSU Approval

A WSU unit administrator responsible for the location where the event occurs signs the permit application. The unit administrator may authorize a subordinate employee to sign the form.

Permit Issued and Posted

The WSLCB issues the banquet permit to the WSU unit. The unit displays the permit at the event.

Obtaining Special Occasion License

To assure that the documentation arrives at the WSLCB at least 30 days in advance as required by Board regulations, begin the purchasing process at least 45 days before the event. Special occasion license applications are available from the WSLCB website at:

lcb.wa.gov/licensing/special-occasion-licenses

Units must use Departmental Requisitions to purchase special occasion licenses (see BPPM 70.10). Units may not use purchasing cards to purchase special occasion licenses or alcoholic beverages.

Possession of License

The applicant must be in possession of the special occasion license before alcoholic beverages may be purchased for resale.

Departmental Requisition

Prepare a Departmental Requisition.

  • The license cost is $60 per day, per location.
  • Indicate the Washington State Liquor Cannabis Board as vendor.
  • Indicate the applicant’s name and telephone number. The Controller’s Office contacts the indicated person when the check is ready.

If the applicant works for a WSU Pullman department, they pick up the check from the Check Distribution Section of the Controller’s Office. If the applicant works for a non-Pullman department, the Controller’s Office sends the check to their department.

License Application

A WSU administrator or employee completes the application. The following information is required to complete the indicated numbered lines on the license application:

  • Name and address of department. (1-2)
  • The organization’s UBI or tax identification number. Note: to obtain WSU’s UBI or tax identification number, contact the Controller’s Office; telephone 509-335-2022. (3)
  • Name, telephone number, date of birth, e-mail, and title of an employee/officer in the department or organization. (4)
  • Whether the department or organization has previously held a special occasion license. If so, that license number. (5)
  • Name of event and website address. (6)
  • Event location address, building, and room number, whether it will be held indoors or outdoors, and if it is inside or outside city limits. (7-9)
  • Whether or not the event is being held on church or school property, a military facility, or on liquor licensed premises. If so, name and signature of person authorized to sign on behalf of premises being used. (10)
  • Total number of attendees, and number of attendees under age 21. (11)
  • Time(s) and date(s) of the event, and description of event. (12)
  • Whether or not spirits, beer, or wine will be auctioned or sold for off-premises consumption. (13)
  • Whether any wineries, breweries, or distilleries are participating in the event. If so, the business names. (14)
  • Description of any product or goods donated to the event from a winery, brewery, distillery, distributor, or retailer. (15)
  • How monies from event will be distributed (16)
  • Name, address, and contact information of the person that the license is to be mailed to. (17)
  • The approving administrator/employee signs and dates the form.
WSU Approval

A WSU unit administrator responsible for the location where the event occurs signs the license application. The unit administrator may authorize a subordinate employee to sign the form.

License Issued and Posted

The WSLCB issues the special occasion license to the WSU unit. The unit displays the license at the event.

Purchasing Alcoholic Beverages

When purchasing alcoholic beverages for consumption at private events or for cooking, a department may use a Departmental Requisition, or use the confirming requisition procedures in BPPM 70.20 if Purchasing Services has granted prior approval.

Departmental Requisition

Complete a Departmental Requisition (see BPPM 70.10). (Do not use a direct buy procedure, such as a purchasing card, Department Order, or an existing blanket purchase order.)

Include quantities, prices, and descriptions on the Departmental Requisition. (Estimates for prices and totals are acceptable.) Enter the telephone number of an individual for Purchasing Services personnel to contact when the Purchase Order is ready. Indicate if the alcohol is to be used for cooking.

For non-Pullman departments, also enter the campus building and room number or mailing address.

Route the completed Departmental Requisition to Purchasing Services.

Purchase Order

Purchasing Services prepares a Purchase Order (field order), which may be used to obtain the beverages on a charge basis. Purchasing Services notifies the contact individual indicated on the Requisition when the Purchase Order is ready.

WSU Pullman Departments

WSU Pullman department personnel pick up the Purchase Order from Purchasing Services.

Department personnel who are at least 21 years old take the Purchase Order to the vendor and purchase the beverage.

Non-Pullman Department

For non-Pullman purchasers, Purchasing Services sends the Purchase Order to the department.

Department personnel who are at least 21 years old take the Purchase Order to the vendor and purchase the beverage.

Restriction on Out-of-State Purchases

If an event held in the state of Washington requires the use of either a banquet permit or special occasion license, the alcohol must be purchased in the state of Washington. (See State Permits/Licenses.)

Unused Alcoholic Beverages

Returning Unused Alcoholic Beverages

Departments may return remaining unopened bottles of beer, wine, and/or spirituous liquor originally purchased for an event, if the retailer it was purchased from will allow returns for alcoholic beverages. Return policies vary, so it may be necessary to telephone the retailer in advance to confirm that they offer refunds for returned beverages.

Request an itemized receipt for the returned alcohol.

Deposit the Money

Deposit the refund as a recovery of expenditure to the account that originally paid for the beverage. Follow deposit procedures in BPPM 30.53. Include the refund receipt with the deposit documentation.

Storing Unused Alcoholic Beverages

After the event, the department may store remaining unopened bottles of beer, wine, and/or spirituous liquor. The department custodian must ensure that the unopened alcoholic beverage bottles are stored in a secure, preferably locked, location. Excess alcoholic beverages not used at an event are to be closely monitored and controlled.

New Permit or License

The department must apply for a new permit or license in order to serve the remaining alcoholic beverages at another event held at a later date.

BPPM Revision 542

BPPM Revision Memorandum

 

DATE: February 21, 2020
FROM: Office of Procedures, Records, and Forms
TO: Manual Users
SUBJECT: Business Policies and Procedures Manual
Revision Letter Number Five Hundred Forty-Two

 

This BPPM revision includes the following changes:

Ordering Alcoholic Beverages 70.29

This revision:

  • Adds allowance to use accounts in special course fees Programs 6A and 15F if the beverage is to be used as part of the curriculum and is approved by the Special Course Fee Committee.
  • Updates the approval prohibition against alcohol in the workplace to allow an exception for events that are part of the curriculum.
  • Adds a designated student organization financial services location for WSU Everett.
  • Updates URLs and office names as needed.

Rental Cars 95.12

This revision:

  • Removes all instances of the Enterprise/National Corporate Discount/Contract ID number.
  • Instructs travelers to log into the Travel Services website to obtain the Corporate Contract number.
  • Add restrictions on the use of the Corporate Contract.
  • Updates the instructions for making online rental car reservations.
  • Changes the required gas receipt amount from $25 to $50.

Travel Rates 95.19

This minor amendment updates the mileage reimbursement rates for personal aircraft and motorcycles set by OFM as of January 1, 2020.

 

 

EP26 – Internal Investigations Training and Policy

PRINT

Executive Policy #26
Revised January 13, 2020

Internal Investigations Training and Policy

Policy

The University requires training of investigators and the documentation of investigation procedures.

Each University investigative unit is to develop and maintain internal investigative procedures. These procedures should, at a minimum, include:

  • Investigating unit’s scope of authority;
  • Processes for complaint analysis;
  • Protocols for referrals due to issues outside the scope of authority or shared authority, or due to conflicts of interest (including executive-level (dean or above) approval of the referrals);
  • Standards of documentation and reporting; and
  • Practices to maintain security of data and information obtained through the investigation.

Each investigative unit is to ensure that at least one supervisory level employee is trained through the Washington State Department of Enterprise Services Investigator Training Program or other comparable training program. Units are required to retain certification of successful completion of the training. See Training–>Instructor-Led Training on the Department of Enterprise Services website for further information and to schedule investigator training.

The scope of investigation activities for some units may require additional, specific training and certification. Each investigative unit is responsible to ensure appropriate and required trainings are acquired.

Investigations are not to be conducted without involvement and approval from the University department having jurisdiction in the identified area of investigation. See Investigation Units for a list of University units with jurisdiction for specific types of investigations.

Applicability

This policy applies to investigations conducted by university departments whose duties include interviewing witnesses, obtaining documents, or otherwise gathering information that may be used in enforcement or disciplinary actions or proceedings where there is potential for substantial civil or criminal remedies or penalties to be imposed.

This policy applies to University offices responsible for investigating accidents, in accordance with SPPM 2.26.

This policy does not apply to commissioned law enforcement officers, employees who conduct checklist inspections or review application materials for eligibility purposes, and employees whose investigative duties involve simply obtaining documents.

Investigation Units

The following areas have investigative functions and are responsible for complying with this policy. Other unlisted units meeting the requirements indicated under Applicability are also responsible for policy compliance. Links to related procedures are provided when available.

Center for Community Standards

Student Misconduct – apps.leg.wa.gov/WAC/default.aspx?cite=504-26

Compliance and Civil Rights

Discrimination and Sexual Harassment – policies.wsu.edu/prf/index/manuals/executive-policy-manual-contents/ep15-discrimination-sexual-harassment-sexual-misconduct/

Other related civil rights compliance requirements, including:

Environmental Health and Safety

Accident Investigation – policies.wsu.edu/prf/index/manuals/2-00-contents/2-26-investigating-accidents/

Human Resource Services

Faculty Misconduct – Faculty Manual

Staff Misconduct – policies.wsu.edu/prf/index/manuals/60-00-personnel/60-50-corrective-disciplinary-action/

Workplace Violence – policies.wsu.edu/prf/50-00-contents/50-30-workplace-violence/

Workplace Bullying – policies.wsu.edu/prf/50-00-contents/50-31-workplace-bullying-prevention-reporting/

Information Technology Services – Security Unit

Information System/Technology Investigations

Internal Auditor

Irregularity Investigations – policies.wsu.edu/prf/30-00-contents/30-12-internal-audits/

Whistleblower Investigations – policies.wsu.edu/prf/10-00-contents/10-20-improper-governmental-actions-whistleblower-act/

Ethics Investigations – policies.wsu.edu/prf/10-00-contents/10-22-possible-ethics-violations/

Office of the Provost

Faculty Misconduct in Research – Faculty Manual

Risk Management Services

Accident Investigations – policies.wsu.edu/prf/index/manuals/2-00-contents/2-26-investigating-accidents/

Office of the Vice President for Research

Misconduct in Research

Research Noncompliance – ora.wsu.edu/

 

55.62 Relocation Compensation

PAYROLL
55.62
Revised 12-19

For more information contact:
   Payroll Services
   509-335-9575

PRINT SECTION

Relocation Compensation

Forms:

Relocation Compensation Request


Overview

A WSU department or college may, within existing resources, authorize lump sum relocation compensation when it determines it is necessary to successfully recruit and retain a qualified candidate who will have to make a domiciliary move in order to accept the position. (A domicile is defined as a person’s fixed, permanent, and principal home for legal purposes.) Relocation compensation may also be authorized when the move of an existing WSU employee to another campus or location is in the best interest of the University. Any lump sum relocation compensation must be in compliance with this policy.

See also RCW 43.03.125.

The lump sum relocation compensation is intended to be used for all house-hunting, moving, and travel expenses associated with the employee’s relocation. The employee should not expect additional payments or reimbursements related to their move.

Taxation

All expenses paid by employers for relocation of household goods are taxable income to employees, in accordance with federal law. (P.L. 115-97) Relocation compensation payments are included as compensation on employees’ W-2 forms.

Expenses for the relocation of laboratory and/or other professional equipment used directly in an employee’s new position may be paid by the University without any taxable implications for the employee. (See BPPM 70.60.)

Taxes (federal withholding, Social Security, Medicare, and Paid Family and Medical Leave) are deducted from the relocation compensation amount requested. The employee receives a net amount which is less than the gross amount stated in the offer letter. (See Total Compensation/ Deductions.) To calculate the gross amount needed for the desired net amount, divide the desired net amount by 0.700967.

Laboratory Moves

The University offers another program for supporting laboratory moves (see BPPM 70.60). In addition to lump sum relocation compensation, this program may be used to assist an employee who relocates to accept a WSU position.

Timing of Payment

As long as payroll deadlines are met, lump sum relocation payments are included with, but separately identified in, the employee’s regular paycheck within the first month of employment. Payments are not made before the first date of employment.

Source of Funding

Relocation compensation may be supported by accounts in programs 1-10 and program 17A (discretionary accounts). Sponsored accounts (programs 11-14) may support relocation compensation if funding is specifically itemized in the approved budget.

Restrictions

Relocation payments in excess of 10 percent of the employee’s first year annual salary must be approved in advance by the dean, chancellor, or appointing authority for faculty and academic appointees, or the appropriate vice president, chancellor, or appointing authority for staff.

If relocation compensation is funded by federal accounts, any amount that exceeds 10 percent must be covered by other nonfederal funds.

Procedures

Payroll Services processes lump sum relocation compensation as additional compensation to the employee.

Request Form

The employing department processes a Relocation Compensation Request to request lump sum payment.

The gross amount requested on the form must match the gross amount authorized in the offer letter.

Faculty

The department is responsible for creating and retaining additional documentation for faculty relocation compensation which includes:

  • The offering letter to a faculty candidate mentions the relocation costs if the costs are a part of the offer. If applicable, the offering letter should also notify the candidate that expense compensation for relocation of household goods is taxable income.

    See Official Offer in BPPM 60.11 for offer letter procedures and retention requirements.

  • The personnel action appointing the candidate includes a statement in the remarks section which authorizes lump sum compensation. See BPPM 60.25.
Total Compensation/Deductions

Income taxes, Social Security, Medicare, and Paid Family and Medical Leave taxes are deducted from the total amount provided to the employee. The department indicates the total payment amount under Total Relocation Compensation.

NOTE: The relocation amount entered on the request form is the gross amount Payroll will process.

Payroll Services deducts the following from all relocation compensation payments:

  • Withholding tax will be calculated at the IRS supplemental rate (22% of gross)
  • Social Security (6.2% of gross)
  • Medicare (1.45% of gross)
  • Paid Family and Medical Leave (0.2533% of gross)

EXAMPLE: Payroll Services would generate a payment to the employee of $700.97 from a taxable gross relocation compensation payment of $1000. ($1000 minus 22% withholding, 6.2% Social Security, 1.45% Medicare, and 0.2533% of Paid Family and Medical Leave.)

NOTE: Employer contributions of 7.65% are charged to the department for Social Security and Medicare, and 0.1467% for Paid Family and Medical Leave.

Account

Enter the account code for the account that will support the relocation compensation and matching contributions for Social Security and Medicare.

Authorization

A dean, chancellor, vice president, appointing authority, or equivalent administrator approves payment.

Recipient Signature

The recipient of the compensation signs the form indicating that he or she understands that a minimum employment period of one full appointment term must be served in order to avoid repayment.

Routing

Route the completed and approved form to Payroll Services, mail code 1024.

Repaying Relocation Compensation

If a new employee terminates or causes termination with WSU before the first term of their appointment is completed (e.g., 9-month term; 12-month term), the University is entitled to reimbursement for household relocation compensation paid by the University.

NOTE: Repayment is not required if termination is for reasons of layoff, disability separation, or other good cause as determined by the Associate Vice President and Chief Human Resource Officer.

The University may withhold the amount of the household relocation compensation paid by the University from any amounts due the employee. (RCW 43.03.120, SAAM 60.10.30(c))

To withhold relocation compensation from the final paycheck, the department enters an explanation and the deduction amount on the separation Personnel Action Form. The department also routes a memorandum to the Director of Payroll Services, providing an explanation and requesting the deduction. Route this memorandum at least three weeks prior to the final pay date.