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Shared Leave

UNDERSTAND

The shared leave program allows a University of Washington (UW) employee to receive donations of annual leave, sick leave, or personal holiday hours from other employees if the UW employee will need to take leave without pay or separate from UW 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 UW procedures to request to receive or donate shared leave. In accordance with these requirements and procedures, 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.

Shared Leave Maximum

Eligible employees may receive and use a maximum of 522 days of shared leave during their lifetime of qualifying employment.

Receiving and Using Shared Leave

Conditions and Eligibility

An employee is eligible to receive shared leave donations if he or she has or meets a qualifying condition and meets the corresponding eligibility and process requirements listed below. All requests to donate and receive shared leave are subject to the supervisor's or administrator's approval.

Qualifying Condition Eligibility Requirements Forms to be Completed & Verification Required

Personal severe, extraordinary, or life-threatening illness or injury

Verification of a qualifying condition, and the employee has used or will soon deplete the employee’s eligible annual leave, sick leave, personal holiday, compensatory time, and/or discretionary leave. (NOTE: Shared leave cannot be used for job-related illness or injury that is covered by workers compensation.)

Shared Leave Request Because of a Serious Health Condition  (pdf )

Health Care Provider Certification form (form is returned to UW Human Resources, not the employing department).

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

Verification of a qualifying condition, and the employee has used or will soon deplete the employee’s eligible annual leave, sick leave, personal holiday, compensatory time, and/or discretionary leave.

Shared Leave Request Because of a Serious Health Condition  (pdf)

Health Care Provider Certification form (form is returned to UW Human Resources, not the employing department).

Victim of domestic violence, sexual assault, or stalking

The employee has used or is about to deplete the employee’s eligible annual leave, sick leave, personal holiday, compensatory time, and/or discretionary leave.

Shared Leave Request Because of Domestic Violence, Sexual Assault, or Stalking  (pdf) - Confer with your Human Resources Consultant regarding verification.

Being called to serve in the Uniformed Services of the United States

The employee has used or will soon deplete the employee’s eligible annual and paid military leave, personal holiday, compensatory time, and/or discretionary leave.

Shared Leave Request Because of Military Service or Approved Emergency Work (pdf) and a copy of the employee's military orders.

The employee may also request leave from the Washington State Uniformed Services Shared Leave Pool  (pdf)

Serving as an approved emergency worker

The employee is serving as an approved emergency worker, and has used or will soon deplete the employee’s eligible annual leave, personal holiday, compensatory time, and/or discretionary leave.

Shared Leave Request Because of Military Service or Approved Emergency Work  (pdf). Employee may be required to provide proof of having volunteered for a governmental agency or 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 the employee's offer of service.

Leave Use and Accrual While on Shared Leave

An employee continues to accrue sick leave and annual leave as long as he or she is not off the payroll for more than ten (10) working days in a month. Timekeepers should apply monthly leave accruals against an employee’s absence as they are earned before applying shared leave. However, an employee who has received 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 unused shared leave must be returned at its original value to the donor(s) when the leave is no longer needed. Before unused shared leave for illness or injury is returned to the donor(s), the UW must receive a statement from the health care provider for the shared leave recipient verifying that the illness or injury is resolved.

Leave donations to the Uniformed Services Shared Leave Pool are irrevocable and are never returned to a donating employee.

Donating Leave

Employee donations of leave must meet the following requirements specific to the type of leave being donated.

Leave Donation Requirements
Annual Leave

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

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

Sick Leave

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

Personal Holiday

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

Shared Leave Donation Forms

Administrative Considerations

A shared leave donation is a monetary transfer between budgets and managers should understand how these charges will affect the employing department’s finances. Leave donated to an employee in another department or to an employee of another employer involves the transfer of the value of the salary and the benefit load amount. UW Human Resources calculates the dollar amount to be transferred, and the UW Payroll Office processes the transfer of funds.

Leave donation value is calculated as follows:

(donor's hourly salary rate) x (total leave hours donated) = total donation value

The hours of shared leave credited to the shared leave recipient is calculated as follows:

(total donation value)/(recipient's hourly salary rate) = total shared leave hours received

Leave Transfer Reporting

Salary and benefit transfers appear on the Transaction Summary of MyFinancial.desktop (Budget Activity Report) as follows:

The salaries will appear as Journal Vouchers under the following Object/Sub-object codes:

The benefit load rate will appear under the following Object/Sub-object codes:

Grant and Contract Accounting and Internal Audit have determined that shared leave donations are an allowable cost to grants and contracts.

Returning to Work

Eligibility to receive shared leave ends when an employee returns to work, separates from employment, or a medical condition improves to the point where it no longer qualifies for shared leave. If the employee’s medical provider recommends a gradual return to work, additional shared leave use may be approved according to the individual situation.

When the receiving employee is able to return to work, the employee will need to take the following steps to resume regular work status:

Unused shared leave hours donated to an individual employee will be returned to the donor(s) on a pro rata basis. If any personal holiday hours are returned, they may only be used or re-donated in the calendar year in which the personal holiday was earned.

ACT

Processing Requests to Receive Shared Leave

Processing Requests to Donate Leave

LEARN MORE

Shared Leave Topics

View shared leave information presented for employees by going to the Employee Leave/Holidays web page, selecting an employment program, then selecting the "Shared Leave" link in the page's right side navigation.