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HR/Payroll Modernization Labor Discussions

Through the HR/Payroll Modernization project, the UW is replacing its 32-year-old payroll system with a single, comprehensive human resources/payroll ("HR/P") system called Workday. Workday will offer a more uniform, streamlined, and reliable experience for employees across the University, and is planned to launch in late-December 2015.

In anticipation of this transition, UW has invited all unions representing University employees to a series of meetings to discuss the features and potential implications of this new system.

Weeks in Review: November 9 – 22, 2014

The first union-specific bargaining meetings began during the past two weeks, commencing with the Service Employees International Union, Local 925 (SEIU 925), and the Washington Federation of State Employees, Local 1488 (WFSE). For a summary of the matters discussed and the materials exchanged, please find attached the following documents:


Meeting Summary: August 22, 2014

Topics Covered:

UW walked through the anticipated effects of HR/Payroll Modernization on the calculation of leaves of absence and employee length of service.

Present State

Under UW's current system, employees accrue sick leave, vacation leave, and length of service credits on a monthly basis. With the move to a biweekly payroll, the month will no longer be a viable unit of measurement.

Sick and Vacation Leave – Employees earn sick and vacation leave at the end of the month, prorated according to an employee's full-time equivalent (FTE).

Length of Service – Among other things, an employee's length of service determines the rate at which an employee accrues vacation leave. Currently one length of service credit is measured as a month of service.

Complexities – Sick and vacation leave accruals and length of service credits are earned at the end of each month, provided that:

  • Leave without pay does not exceed 10 days during that month.
  • A new employee begins on or before the 15th of the month.
  • A separating employee leaves on or after the 16th of the month.

Future State

In Workday, accruals will would be calculated and updated on a biweekly basis. Sick leave, vacation leave, and length of service accruals would be calculated every pay period based on actual time worked, allowing employees to earn and use accrued leave sooner.

Sick and Vacation Leave – Sick and vacation leave accruals would be calculated by multiplying an employee's regular hours worked and paid time off applied during a pay period by an accrual rate. The accrual rates would be formulated by translating current annual sick and vacation accruals into an hourly metric.

Length of Service – Hours that count toward length of service will be all regular hours worked, paid time off, and applicable unpaid time off. To earn one length of service credit in a pay period, these eligible hours must comprise at least 54 percent of an employee's FTE (this equates to at least 43.2 hours in an 80-hour pay period for a full-time employee).

Next Steps

Questions that have arisen throughout these discussions can be found in the HR/P Labor Relations Frequently Asked Questions, and full details on the project are located on the HR/Payroll Modernization website. The date of the next HR/P Labor Discussion is currently being determined. Union participation and input in these meetings is strongly encouraged, and the University is providing paid release time for designated employees to attend.


Meeting Summary: July 22, 2014

Status of Project

UW provided an overview of the current status of the HR/P Modernization project. The project is currently in the middle of the design phase, which consists of three periods:

  1. Initial design (completed)
  2. Detail design sessions (currently in its third week)
  3. Design reviews (slated to begin in late-September)

The design phase will conclude on October 31.

Accruals – UW introduced potential future changes to how leave is accrued. UW explained that while employees currently accrue on a monthly basis, in an actual time reporting method, leave balances will accrue based on eligible hours (e.g., hours worked and other paid times off). Under this method, sick leave and vacation leave would be available sooner, at the end of each pay period, but the accrual would vary based on how much the employee worked/used paid time off.

Union Engagement

Informational Sessions: While this was the last of the scheduled informational sessions, the parties agreed on the need to schedule additional sessions to discuss how employees will accrue leave and what the University's official work week will be with Workday.

Notice and Demands to Bargain: UW announced its intent to initiate discussions and bargaining over issues specific to each of the unions in the near future.

Next Steps

Questions that have arisen throughout these discussions can be found in the HR/P Labor Relations Frequently Asked Questions, and full details on the project are located on the HR/Payroll Modernization website. The date of the next HR/P Labor Discussion is currently being determined. Union participation and input in these meetings is strongly encouraged, and the University is providing paid release time for designated employees to attend.


Helpful Resources

To ensure that all stakeholders are well-informed, the following materials will be maintained and continually updated:

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