{"id":22391,"date":"2020-12-15T19:17:20","date_gmt":"2020-12-16T03:17:20","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22391"},"modified":"2025-11-06T10:55:32","modified_gmt":"2025-11-06T18:55:32","slug":"bppm-60-41","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-60-41\/","title":{"rendered":"60.41 Payment for Unused Sick Leave"},"content":{"rendered":"\n<h1 class=\"wp-block-heading wsu-font-size--xxmedium\">University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n<h2 class=\"wp-block-heading\">Payment for Unused Sick Leave<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>UPPM 60.41<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br>&nbsp; &nbsp;Human Resource Services<br>&nbsp; &nbsp;509-335-4521<br>&nbsp; &nbsp;Payroll Services<br>&nbsp; &nbsp;509-335-9575<\/p>\n<hr>\n<h3>Annual Attendance Incentive<\/h3>\n<p>Each year eligible employees may request payment for 25 percent of the unused sick leave accrued during the year if the employee maintains a 480 accrued hour balance. (<a href=\"http:\/\/apps.leg.wa.gov\/WAC\/default.aspx?cite=357-31-150\">WAC 357-31-150<\/a> and <a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=41.04.340\">RCW 41.04.340<\/a>)<\/p>\n<p>At retirement, an eligible employee or the employee&#8217;s beneficiaries may receive either benefits from the Voluntary Employee&#8217;s Benefit Association Medical Expense Plan (VEBA MEP) or payment for the accrued sick leave. (<a href=\"http:\/\/apps.leg.wa.gov\/WAC\/default.aspx?cite=357-31-375\">WAC 357-31-375<\/a>, <a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=41.04.340\">RCW 41.04.340<\/a>) See <a href=\"#VEBA\">Retirement Attendance Incentive<\/a> and <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-55-49\/\">UPPM 55.49<\/a>.<\/p>\n<h4>Employee Eligibility<\/h4>\n<p>The Office of Financial Management has approved classes of eligible employees who satisfy the following criteria, in accordance with <a href=\"https:\/\/ofm.wa.gov\/sites\/default\/files\/public\/legacy\/policy\/25.40.htm\">SAAM 25.40.30<\/a> and <a href=\"http:\/\/apps.leg.wa.gov\/RCW\/default.aspx?cite=41.04.340\">RCW 41.04.340<\/a>.<\/p>\n<ul>\n<li>Teaching and research faculty are not eligible.<\/li>\n<li>Student and non-student hourly employees are not eligible.<\/li>\n<li>Employees must earn sick leave.<\/li>\n<li>Accurate records of sick leave records must be maintained.<\/li>\n<li>Sick leave subject to compensation is not accumulated at a rate in excess of one day per month.<\/li>\n<\/ul>\n<h5>Civil Service Employees<\/h5>\n<p>All civil service employees are eligible.<\/p>\n<h5>Collective Bargaining Unit Employees<\/h5>\n<p>Employees covered by a collective bargaining unit agreement are to refer to the appropriate agreement for eligibility information.<\/p>\n<h5>AP Employees<\/h5>\n<p>All administrative professional (AP) employees are eligible.<\/p>\n<h5>Faculty<\/h5>\n<p>Research and teaching faculty are ineligible for the sick leave payment program.<\/p>\n<h5>Hourly and Student Employees<\/h5>\n<p>Hourly employees, student and non-student hourly, are ineligible for the sick leave payment program.<\/p>\n<h4>Sick Leave Balance<\/h4>\n<p>The employee or the employing department deducts the sick leave hours which are the basis of the claim from the employee&#8217;s sick leave balance.<\/p>\n<h4>480 Hour Minimum<\/h4>\n<p>Employee&#8217;s December 31st sick leave balance must exceed 60 days (480 hours).<\/p>\n<p>The employee must maintain a 480 hour minimum sick leave balance. The claim cannot reduce the sick leave balance below 480 hours (see the <a href=\"#table\">table<\/a> below).<\/p>\n<h4>Pay Rate for Eligible Hours<\/h4>\n<p>Employees receive one hour&#8217;s pay for each four hours of eligible sick leave. Payroll Services determines the hourly rate by dividing the employee&#8217;s January monthly salary by 174.<\/p>\n<h4>January Claim<\/h4>\n<p>WSU honors only those claims for payment for unused sick leave which meet the January Payroll Documents Calendar deadline. Claims are processed only in January.<\/p>\n<h4>Partial Claim<\/h4>\n<p>Employees may not claim less than the number of eligible hours, e.g., an employee who earned but did not use 24 hours during the previous year may not base his claim on 20 hours.<\/p>\n<h3>Procedures<\/h3>\n<h4>January Claim<\/h4>\n<p>The January Payroll Documents Calendar includes the deadline for submitting a claim for unused sick leave payment.<\/p>\n<p>To view the January Payroll Documents Calendar, go to <a href=\"https:\/\/payroll.wsu.edu\/\">Payroll Services<\/a>.<\/p>\n<p style=\"padding-left: 60px\">Select <strong>Departmental Payroll Users<\/strong>, then<br>Select <strong>Workday Payroll Documents Schedule<\/strong>.<\/p>\n<h4>Applicable Workday Process<\/h4>\n<p>Employees use the Workday Time and Absence business process to initiate claims for payment of unused sick leave.<\/p>\n<p>See the&nbsp;<a href=\"https:\/\/confluence.esg.wsu.edu\/display\/WKB\/Workday+Materials\">Workday Annual Attendance Incentive Payout reference guide<\/a>&nbsp;for completion and routing instructions regarding claims for payment of unused sick leave.<\/p>\n<h4>Payment<\/h4>\n<p>Payroll calculates the payment and includes it on the employee&#8217;s second January paycheck.<\/p>\n<h4><a name=\"VEBA\"><\/a>Retirement Attendance Incentive (VEBA MEP)<\/h4>\n<p>The employee does not personally choose between the VEBA MEP and sick leave payment. The decision to participate in the VEBA MEP is decided by a simple majority vote of each employee group and is binding each succeeding year until a request for a new vote is submitted. Contact HRS for information regarding participating employee groups.<\/p>\n<p>Ten percent of employees eligible for sick leave payout, in any one of the eligible groups, may request a new vote for the ensuing year. Contact Human Resource Services to initiate the voting process.<\/p>\n<p>Collective bargaining unit employees refer to the applicable bargaining unit agreement regarding payment of accrued sick leave.<\/p>\n<p>Refer to <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-55-49\/\">UPPM 55.49<\/a> for additional information regarding sick leave payment.<\/p>\n<p><\/p>\n<table>\n<caption style=\"text-align: left\"><a name=\"table\"><\/a><b>Calculating Eligibility for Sick Leave Payment<\/b><\/caption>\n<tbody>\n<tr>\n<th scope=\"col\">Dec 31<br>Sick Leave Balance<\/th>\n<th scope=\"col\">Hours Earned<br>Minus Hours<br>Used<\/th>\n<th scope=\"col\">Eligible<br>Hours<\/th>\n<th scope=\"col\">Paid<br>Hours<\/th>\n<th scope=\"col\">Sick Leave<br>Balance After<br>Payment<\/th>\n<th scope=\"col\">Comments<\/th>\n<\/tr>\n<tr>\n<td style=\"text-align: center\">646<br>(480 + 166)<\/td>\n<td style=\"text-align: center\">+96 &#8211; 64 = 32<\/td>\n<td style=\"text-align: center\">32\/ 4<\/td>\n<td style=\"text-align: center\">8<\/td>\n<td style=\"text-align: center\">646 &#8211; 32 = 614<\/td>\n<td>All 32 hours were above the 480 hour minimum.<\/td>\n<\/tr>\n<tr>\n<td style=\"text-align: center\">446<\/td>\n<td style=\"text-align: center\">+96 &#8211; 64 = 32<\/td>\n<td style=\"text-align: center\">0<\/td>\n<td style=\"text-align: center\">0<\/td>\n<td style=\"text-align: center\">446 &#8211; 0 = 446<\/td>\n<td>No payment indicated because Dec. 31 balance is less than 480 hours.<\/td>\n<\/tr>\n<tr>\n<td style=\"text-align: center\">496<br>(480 + 16)<\/td>\n<td style=\"text-align: center\">+96 &#8211; 64 = 32<\/td>\n<td style=\"text-align: center\">16\/ 4<\/td>\n<td style=\"text-align: center\">4<\/td>\n<td style=\"text-align: center\">496 &#8211; 16 = 480<\/td>\n<td>Only 16 of the 32 hours exceed the 480 hour minimum.<\/td>\n<\/tr>\n<tr>\n<td style=\"text-align: center\">606<br>(480 + 126)<\/td>\n<td style=\"text-align: center\">+96 &#8211; 108 = -8<\/td>\n<td style=\"text-align: center\">0<\/td>\n<td style=\"text-align: center\">0<\/td>\n<td style=\"text-align: center\">606 &#8211; 0 = 606<\/td>\n<td>No payment because year&#8217;s use exceeds previous year&#8217;s accrual.<\/td>\n<\/tr>\n<tr>\n<td style=\"text-align: center\">476<\/td>\n<td style=\"text-align: center\">+96 &#8211; 0 = 96<\/td>\n<td style=\"text-align: center\">0<\/td>\n<td style=\"text-align: center\">0<\/td>\n<td style=\"text-align: center\">476 &#8211; 0 = 476<\/td>\n<td>No payment because Dec. 31 balance is less than 480 hours.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p style=\"font-size: .8rem\">_______________________<br><strong>Revisions:<\/strong>&nbsp; December 2020 (Rev. <a href=\"https:\/\/policies.wsu.edu\/prf\/bppm-manual-revisions\/bppm-revision-559\/\">559<\/a>); Aug. 2008 (Rev. 326); Sept. 2007 (Rev. 304); July 2005 (Rev. 262); Mar. 1987 (Rev 66); Mar. 1983 (Rev 51); Nov. 1980 (Rev. 41); Dec. 1979 &#8211; new policy (Rev 37).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>University Policies and Procedures Manual&nbsp;(previously Business Policies and Procedures Manual) Payment for Unused Sick Leave<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22391"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22391"}],"version-history":[{"count":39,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22391\/revisions"}],"predecessor-version":[{"id":68707,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22391\/revisions\/68707"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22391"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22391"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22391"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}