(Approved by the Vice President for Human Resources by authority of Executive Order No. 9)
The purpose of this policy is to comply with WAC 357-31-100 by establishing the basic requirements for requesting, approving, and using paid and unpaid leave for classified non-union staff. Each University unit may develop its own leave request and approval policy and procedure so long as any specific entitlements included in this policy are not altered by the unit policy. If a unit-specific policy does not exist, then this policy governs the requirements for requesting and approving leave for University of Washington classified non-union staff.
|A.||Vacation Leave Accrual
Vacation leave accrues in accordance with WAC 357–31–165. Vacation leave does not accrue until the end of the month in which it is earned. Full-time and part-time employees who have more than ten workdays of leave without pay in a month do not accrue vacation leave for the month.
|B.||Requesting Approval for Vacation
Use of vacation leave is subject to the supervisor's approval. An employee may request to use vacation leave at any time. However, where the use of vacation leave is planned and foreseeable, an employee should provide at least as much notice of the request to use vacation leave as the length of leave to be taken. Where use of vacation leave is requested because of an emergency, the employee must provide as much notice as possible of the request to use leave. Vacation leave use is administered in accordance with the provisions of WAC 357-31-200. The supervisor must approve leave as provided in WAC 357-31-200 and may require verification of the necessity for such leave. There are specific legal entitlements that employees may have, therefore employing units must review proposed vacation leave verification practices with their Human Resources Consultant before implementing them.
|C.||Responding to Vacation Leave Requests
Supervisors should respond to an employee's request to use vacation leave as soon as possible and consistent with operational necessity. If an employee's request to use vacation leave cannot be approved, the supervisor should work with the employee in an attempt to approve vacation leave at the earliest date convenient to the employee and consistent with operational needs.
|A.||Sick Leave Accrual
Sick leave accrues in accordance with WAC 357-31-115. Sick leave does not accrue until the end of the month in which it is earned. Full-time and part-time employees who have more than ten workdays of leave without pay in a month do not accrue sick leave for the month.
|B.||Sick Leave Use
Sick leave may be used for the reasons specified in WAC 357-31-130. In addition, an employee may use up to 30 days of sick leave for parental leave taken under the Family and Medical Leave Act (FMLA). This is equivalent to 240 hours of sick leave for employees with full-time appointments. For employees with part-time appointments, the number of sick leave hours that an employee may use is prorated based on the appointment's percent time; e.g., 120 hours for a half-time appointment.
|C.||Requesting to Use Accrued Sick Leave
Use of sick leave is subject to the supervisor's approval. Where the need to use sick leave is foreseeable, as for medical appointments, the employee must notify the supervisor of the need to use sick leave as soon as the need becomes known. The employee will use the leave request process/form designated by the employing department. Where the need to use sick leave cannot be foreseen, the employee must notify the supervisor no later than the start of the shift on which the employee is scheduled to work, following the employing department's notification procedure.
|D.||Sick Leave While On Vacation
If an employee becomes ill while on vacation or an employee needs to care for a family member who becomes ill while the employee is on vacation, the employing department may allow the employee to use accrued sick leave in place of vacation leave. The employee must notify the employing unit of the need to use sick leave as soon as the need arises or as soon as practicable thereafter.
|E.||Sick Leave Certification
An employee may be required to provide certification of the need to use sick leave. There are specific legal entitlements that employees may have, therefore, employing units must review proposed sick leave certification practices with their Human Resources Consultant before implementing them.
An employee is entitled to three days of bereavement leave in accordance with the provisions of WAC 357-31-250. A supervisor may require verification of the death of the person for whom bereavement leave is taken. The employee should make the supervisor aware of the need for leave as soon as possible.
A supervisor may approve the use of vacation leave, sick leave, compensatory time, leave without pay, or personal holiday for bereavement or condolence.
|A.||Family Care Emergency Definition
A family care emergency is defined in WAC 357-31-290(1) and (2).
|B.||Family Care Emergency Leave Approval
Leave for a family care emergency must be approved as specified in WAC 357-31-285(1), 357-31-300, and 357-31-305. A supervisor may approve a family care emergency leave for family members or for relatives of household members.
|C.||Leave Use for Family Care Emergencies
The types of leave that may be used for family care emergencies are specified in WAC 357-31-295.
|D.||Family Care Emergency Verification
An employee may be required to provide verification of the need to take leave, that the situation was such that it qualified as a family care emergency, and that advance notice of the need for leave was not possible.
|A.||Leave Without Pay Use
Leave without pay may be approved for any of the reasons for which leave with pay is approved. Normally, eligible paid leave should be used before a unit approves leave without pay.
|B.||Requesting Leave Without Pay
A request for leave without pay is submitted according to the procedure used for the corresponding paid leave type for which it is being substituted (e.g., vacation leave, sick leave, bereavement leave, etc.).
|C.||Approved Leave Without Pay
Leave without pay for which the supervisor has specifically granted approval is considered "approved leave without pay."
|D.||Unapproved Leave Without Pay
Leave without pay may be considered "unapproved" when an employee is placed on leave without pay for reasons such as, but not limited to, unauthorized absence from work, tardiness, failure to provide required verification for an absence.
|A.||Parental Leave Entitlement
An employee is entitled to be off work for parental leave for six months in accordance with the provisions of WAC 357-31-460 through 357-31-495. In accordance with Section 3.B above, up to ten days of sick leave may be used for parental leave taken under the provisions of the FMLA.
|B.||Requesting Parental Leave
An employee must provide at least 30 days' notice when requesting parental leave, except when a child's birth or placement requires leave to begin in less than 30 days, in which case the employee must provide notice as soon as is practicable. A request to use sick leave for parental leave under the FMLA should be made at the same time the employee submits an FMLA parental leave request.
When the University or employing unit determines that inclement weather conditions exist, and an employee is unable to report to work, the employee may use accumulated compensatory time, accrued paid leave, and/or unpaid time off work in the following order:
|#3||Up to three days of sick leave.|
Upon the employee's request, the employee must be allowed to use leave without pay in lieu of paid leave.
Contact the appropriate Human Resources Service Team Member listed on the Human Resources Service Team Assignments web page.
January 19, 2006; June 16, 2014; December 1, 2016 [Effective January 1, 2017].