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Classified Non-Union Leave
Annual Leave

UNDERSTAND

Annual leave, sometimes referred to as vacation leave, is leave accrued by all monthly-paid classified non-union staff, and may be used for such reasons as:

All monthly-paid classified non-union employees earn annual leave hours for each month of service. Employees become eligible to use accrued annual leave following the completion of six (6) months of service calculated from the date of hire.

Annual Leave Accrual

The annual leave accrual rate depends on the employee's length of classified service.

Leave accrues at the end of the month in which it is earned and is available for use by eligible employees the following month. Since leave hours do not accrue until the end of the month, they cannot be used until the following month.

Classified Non-Union
Service Accrual Rate
Years Months Hours per Month Days/Hours Per Year
1st 0-12 8.00 12/96
2nd 13-24 8.67 13/104
3rd-4th 25-48 9.33 14/112
5th-7th 49-84 10.00 15/120
8th-10th 85-120 10.67 16/128
11th 121-132 11.33 17/136
12th 133-144 12.00 18/144
13th 145-156 12.67 19/152
14th 157-168 13.33 20/160
15th 169-180 14.00 21/168
16th & above 181 & above 14.67 22/176

Accrual for Part-Time Employees

Part-time classified non-union employees accrue annual leave hours on a prorated basis, based on their monthly FTE and length of service.

Annual Leave Accrual Month

The annual leave accrual month is the annually recurring calendar month during which an employee’s annual leave accrual rate changes in accordance with the accrual schedule for the employee’s appointment type.

The initial annual leave accrual month is the month in which an employee first accrues annual leave, and is established as follows:

The annual leave accrual month may change if an employee has leave without pay for more than ten (10) days in a month, or separates from employment. The annual leave accrual month may also change if an employee is credited with prior state service.

Annual Leave Accrual for Newly Hired UW Employees

Newly hired classified non-union employees who start work on or before the 15th of the month will accrue full leave hours during the first calendar month of employment. Newly hired classified non-union employees who start work on or after the 16th of the month do not accrue leave hours for that month; they begin accruing leave hours at the end of the second calendar month of employment.

Annual Leave Accrual for Employees Who Change Status

Annual Leave Accrual when there are Mid-Month Changes in FTE or Appointment Type
Classified non-union employees whose FTE changes during a calendar month will receive leave hours based upon the overall average percent of time worked in the month.

Classified non-union employees who move during the month into a new appointment type with a different annual leave accrual rate will accrue leave hours for the month at an average rate. The average rate is based upon the percent of the month spent in each of the two appointment types.

Leave Accrual - Effect of Leave of Absence Without Pay (LWOP)
Classified non-union employees do not accrue any leave hours during a calendar month in which they are on leave without pay status for more than ten (10)working days, including holidays.

Transferring Between Departments or Agencies
A classified non-union employee's annual leave balance will transfer with the employee when moving from a staff position in one department to another department within the University. The annual leave balance will also transfer when the employee moves without a break in service to a staff position at another state agency or institution of higher education.

Leave accrual considerations for Cyclic Year Positions
Cyclic or instructional year appointments sometimes begin and end mid-month (e.g., September 16 through June 15). In some instances, employees would not accrue annual leave and sick leave in either the first or last month worked in the cyclic year due to being on leave without pay for more than ten (10) working days in both months. It is intended that employees in cyclic/instructional year appointments receive annual leave and sick leave accrual for the overall number of months worked. For example, a September 16 through June 15 schedule should receive nine (9) months of annual leave and sick leave accrual. In this example, the employee would receive credit in June but not September, provided that the employee is in pay status through the end of the regular appointment in June (i.e., through June 15).

Maximum Annual Leave Balance

Classified non-union staff employees may carry a maximum annual leave balance of 240 hours from anniversary date to anniversary date. The 240 hour maximum is per employee and not per number of appointments.

There are two circumstances in which a classified non-union employee's annual leave balance may exceed the 240 hour maximum:

  1. A classified non-union employee may voluntarily accumulate annual leave hours above the 240 hour maximum as long as the excess hours are used by the employee's anniversary date. If the excess hours are not used by the anniversary date, they are forfeited and must be deducted from the leave record on the anniversary date. This restriction is specified in the RCW 43.01.044 and cannot be waived under any circumstances.
  2. A classified non-union employee may involuntarily accumulate annual leave hours above the 240 hour maximum when a supervisor or manager cannot approve an employee's request for annual leave use due to department staffing needs. If departmental denial of an employee's annual leave request will force the employee's leave balance to exceed 240 hours, the supervisor must request Human Resources’ approval of an extension when the department reviews the employee’s leave use request and before the employee exceeds the 240 hour maximum. Extension requests submitted to Human Resources after the employee’s leave balance goes over 240 hours cannot be approved.

Employees should be aware of their annual leave balances and make arrangements to use their leave before exceeding the 240 hour maximum.

Annual Leave Accrual and Payment for Separating Employees

Converting from Staff Positions to Faculty, Student, or Hourly Positions
Classified non-union employees who move from a staff position to a faculty, student, or hourly position will be paid for their unused annual leave balance, if they have been employed at least six (6) months.

Separating Employees
Classified non-union employees who separate from the University will be paid for their unused annual leave balance if they have been employed at least six (6) months. Classified non-union staff will be paid for all unused annual leave hours. Payment is based upon the salary at the time of separation. Employees who have not completed six (6) months of employment are not eligible for annual leave compensation.

Leave Accrual during an Employee's Last Month of Work
Classified non-union employees who separate from UW employment on or after the 16th of the month will accrue full leave hours for the month of separation. Classified non-union employees who separate from UW employment prior to the 16th of the month do not accrue any leave hours for the month of separation.

Leave Record

Each classified non-union staff employee's record of annual leave accrual and use is maintained using the Online Work Leave System (OWLS) or an authorized alternative system.

ACT

Requesting Use of Annual Leave

If you would like to use accrued annual leave hours, you will need to consider the following items in order to request and use annual leave:

  1. Determine your annual leave balance. If your department uses OWLS to maintain its employees' leave records, visit the “Vacation and Sick Leave” tab in Employee Self-Service (ESS). If your department uses another authorized alternative system, check with your department’s timekeeper.
  2. Follow your department's normal leave request procedures to obtain written approval from your supervisor in advance of the effective date(s) for use of annual leave.

Requesting an Extension to Annual Leave Use

To request approval for carrying more than 240 hours of annual leave past your anniversary date due to involuntary leave accrual, your supervisor should:

EXPLORE

Employees should be aware of their annual leave balance and make arrangements to use annual leave before exceeding the 240 hour maximum. Employees in departments that use OWLS to maintain its employees’ leave records should visit the “Vacation and Sick Leave” tab in Employee Self-Service (ESS) to view their leave balances. Employees in departments that use another authorized alternative system should check with their department’s timekeeper to determine their annual leave balance.

Upon separation from the University, eligible employees may be paid out for their unused annual leave balance. The Employee Separation Payment Authorization form, which will be generated when ending an employee’s OWLS record, must be completed and submitted to the Payroll Office in order for annual leave to be paid out.

Prior state service credit can affect annual leave accrual rates and may allow for reinstatement of sick leave. To learn how to request Prior Service Credit, visit the Crediting of Previous Washington State Employment page.

Classified Non-Union
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