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Classified Non-Union Leave
Shared Leave

UNDERSTAND

The shared leave program allows you to receive donations of annual leave, sick leave, or personal holiday hours from other employees if you will need to take leave without pay or separate from employment because of a qualifying situation. These leave donations are termed "shared leave".

Shared leave recipients and donors must meet certain eligibility requirements and follow University of Washington (UW) procedures to request to receive or donate shared leave. UW employees may receive shared leave from and donate leave to UW employees, Washington state agency employees, and employees of Washington state school districts and educational service districts. All requests to donate and receive shared leave are subject to the supervisor's or administrator's approval. You may receive and use a maximum of 522 days of shared leave during your entire period of state employment.

Eligibility to Receive Shared Leave

To be eligible to receive shared leave:

  1. You must have or experience a qualifying condition listed in the table below, and
  2. You must have used or will shortly deplete your personal holiday, compensatory time, and/or discretionary leave, and
  3. You must have used or will shortly deplete the paid leave you are eligible to use based on the qualifying condition (see table below).
Qualifying Conditions You must have used or be about to use all of your:

You have a severe, extraordinary, or life-threatening illness or injury

Annual and sick leave

You have caregiver responsibilities for a relative or a household member with a severe, extraordinary, or life-threatening illness or injury

You are a victim of domestic violence, sexual assault, or stalking

You are called to serve in the uniformed services of the United States

Annual and military leave

You are serving as an approved emergency worker

Annual leave

Uniformed Services Shared Leave Pool - Eligibility

When you are called to serve in the uniformed services of the United States, in addition to shared leave that you may receive from another employee, you may request to receive leave hours from the state's Uniformed Services Shared Leave Pool (USSLP). The following requirements must be met to receive shared leave from the pool:

Regardless of your monthly state salary and your military salary, you may be eligible for up to eight hours per month of shared leave to continue your insurance coverage under the Public Employee's Benefit Board.

Leave Use and Accrual While on Shared Leave

Your departmental timekeeper will normally schedule the use of monthly annual and sick leave accruals as they are earned before using donated shared leave. Employees who are on the payroll for at least eight hours in the month will continue to receive employer-paid insurance benefits. Employees who receive shared leave may retain up to 32 hours of it to use over a four (4) month period, at eight (8) hours per month, specifically for the purpose of retaining insurance benefits.

Returning Unused Shared Leave

Any donated shared leave that is not used and will no longer be needed must be returned to the donor(s) at its original value. The UW must receive a statement from the employee's health care provider verifying that the illness or injury is resolved before unused shared leave for illness or injury is returned.

Donating Leave

You may donate leave to another eligible UW employee, Washington state agency employee, or Washington state school district or educational service district employee. Leave donation requirements are as follows:

Type of Leave Leave Donation Requirements
Annual Leave

You may donate four (4) or more hours of annual leave, as long as you retain an annual leave balance of at least ten (10) days after the donation is deducted.

Classified employees may not donate any annual leave hours accrued in excess of the 240-hour annual leave maximum balance if they would otherwise not have had sufficient time to use the hours before their next anniversary date.

Sick Leave

You may donate four (4) or more hours of sick leave as long as you retain a sick leave balance of at least 176 hours after the donation is deducted.

Personal Holiday

You may donate four (4) or more hours of the personal holiday. Any personal holiday hours not donated must be used at one time within the current calendar year.

Uniformed Services Shared Leave Pool Donations

You may request to donate leave hours to the state's Uniformed Services Shared Leave Pool (USSLP). Donations of leave to the state's uniformed services shared leave pool are permanent and are never returned to a donating employee.

ACT

Request to Receive Shared Leave

If you meet the requirements outlined above, download and complete the shared leave request form below that is appropriate for the reason you are requesting shared leave. Submit the request form to your supervisor for completion and forwarding to your unit's Human Resources Operations Office. Human Resources will notify you and your supervisor of the request's approval status. When a shared leave donation is made to you, Human Resources calculates the hours of shared leave that will be credited to you and notifies your unit's timekeeper who will update your leave records.

Reason for Requesting Shared Leave Form Download Certification Form or Documentation Requirements

Personal severe health condition, or
caring for a family or household member with a severe health condition

MS Word Form
PDF Form

Health Care Provider Certification Form
Download, complete, and submit form.

Domestic violence, sexual assault, or stalking victim

MS Word Form
PDF Form

Individual documentation may be required

Active duty in uniformed service of U.S.

MS Word Form
PDF Form

A copy of your military orders

Uniformed Services Shared Leave Pool request form
(PDF version)

Serving as an approved emergency worker

MS Word Form
PDF Form

You may be required to provide proof that you volunteered your services to a governmental agency or a nonprofit organization engaged in humanitarian relief in an area of the United States where a state of emergency has been declared, and proof that a governmental agency or nonprofit organization has accepted your offer of service

Returning to Work After Being on Shared Leave

If you have been on shared leave because of a serious health condition and are now able to return to work, submit your healthcare provider’s return to work authorization to the Human Resources Operations Office, including confirmation from the health care provider that the illness or injury is resolved. If your health care provider recommends a gradual return to work, partial use of shared leave may be approved according to your individual situation. Any unused hours of shared leave will be returned to the donors, and your leave records adjusted accordingly.

If there is a reason to again request shared leave, you will need to submit a new shared leave request form.

Request to Donate Leave

Donate Leave to an Individual

  1. If you meet the eligibility requirements outlined above, download and complete the Shared Leave Donation form (pdf), and;
  2. Submit the form to your supervisor for completion and forwarding to the appropriate Human Resources Operations Office.

Human Resources will notify you, your supervisor, and your unit’s timekeeper of the donation's approval status.

Donate Leave to the Uniformed Services Shared Leave Pool

Download, complete, and submit the special Uniformed Services Shared Leave Pool Leave Donation form (pdf) according to the form's instructions.

LEARN MORE

Classified Non-Union
Leave Topics