Shared Leave Program
Table of Contents
The state of Washington’s Shared Leave Program allows employees to donate their accrued time off to another state employee who is experiencing a severe, extraordinary, or life-threatening health crisis or other qualifying circumstance. Donated time off is intended to help employees in these circumstances manage absences financially after they have exhausted their own paid time off.
Receiving shared leave
To receive shared leave, you must:
- Hold a position that accrues time off
- Have a qualifying reason
- Have used (or will soon deplete) your personal holiday, holiday credit, compensatory time, and discretionary time off
- Have used (or will soon deplete) other accrued or paid time off that you may be eligible to use based on the following:
|Qualifying reason:||You must have used (or will soon deplete) all of your:|
|You, a relative, or a household member has a severe, extraordinary, or life-threatening illness or injury.||Vacation and sick time off|
|You are a victim of domestic violence, sexual assault, or stalking.||Vacation time off|
|You are called to serve in the U.S. uniformed services.||Vacation time off and paid military leave|
|You are serving as an approved emergency worker.||Vacation time off|
Severe, extraordinary, or life-threatening illness or injury
The criteria for an illness or injury under shared leave is different from those for FMLA. Examples of “extraordinary or severe” situations that typically meet the criteria for shared leave include:
- Major surgery with inpatient hospital stay
- Outpatient surgery for severe condition
- Cancer and treatment
- Hospitalization for a severe physical or mental condition
- Enrollment in an ongoing behavioral health treatment program (inpatient or day) requiring continuous leave from work
- Bed rest due to high-risk, pregnancy-related complications
Conditions that do not typically meet the criteria include:
- Chicken pox
- Sprained ankle
- Elective cosmetic surgery
- Intermittent leave for chronic, ongoing medical conditions
The University uses the information provided by your health-care provider to determine whether your medical situation meets the definition of “severe, extraordinary, or life-threatening.”
A job-related injury or illness that is covered by workers’ compensation does not qualify for shared leave.
Request for shared leave
For campus staff: Submit an absence request for Shared Leave in Workday (“LOA-Shared Leave of Absence”). You can find instructions in the Shared Leave – Staff Campus user guide. Contact the ISC for additional assistance.
For medical center staff: Complete and submit to your supervisor the appropriate form for the reason you are requesting shared leave. (See the table below for the correct form.) Your supervisor completes the department portion and forwards the form to UW Medicine HR. HR notifies you and your supervisor of the request’s approval status.
Shared leave hours are paid at your regular rate of pay.
|Qualifying reason||Request form||Additional documentation requirements|
|You, a relative, or a household member has a severe, extraordinary, or life-threatening illness or injury.||Download (MS Word)||Shared Leave - Health Care Provider Certification (MS Word)|
|You are a victim of domestic violence, sexual assault, or stalking.||Download (MS Word)||Individual documentation may be required. See Leave Related to Domestic Violence, Sexual Assault, or Stalking.|
|You are called to serve in the U.S. uniformed services.||Download (MS Word)||Copy of your military orders|
|You are serving as an approved emergency worker.||Download (MS Word)||Proof that your offer of volunteer service has been accepted by 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|
Shared leave maximum
You may receive leave donations from multiple employees. However, you are limited to a maximum of 522 days during your lifetime of state employment. A day is equivalent to eight hours for a full-time employee. For part-time employees, a day is prorated according to their FTE. For example, a day for a 0.5 FTE employee is four hours. Shared leave received through the Uniformed Service Shared Leave Pool or the Organ Donor Shared Leave Program is not included in this total.
Time off accruals and use while on shared leave
You accrue both sick and vacation time off while using shared leave as long as you do not take unpaid time off for more than 10 equivalent days of your FTE in a calendar month. In other words, 80 hours for 1.0 FTE, 40 hours for 0.50 FTE.
Monthly time off accruals must be used as they are earned before applying shared leave.
When shared leave ends
Your eligibility to receive shared leave ends for any of the following reasons:
- You return to work
- The medical situation (your or your family member’s) changes so that it no longer qualifies for shared leave
- You separate from UW employment
Returning to work
You are expected to return to work on the date specified on your leave request form. If your return will be delayed for any reason, contact your supervisor as soon as possible.
If your health-care provider recommends a gradual return to work, you may be able to use additional shared leave for a reduced schedule or as intermittent time off, with HR approval.
Unused shared leave
Shared leave may be used only for the qualifying medical condition or reason approved in your shared leave request. Unused shared leave will be returned to the donor in accordance with state law. You may not cash out donated sick leave through the Attendance Incentive Program.
Donating shared leave
Any time off-accruing employee with adequate time off balances may donate vacation, sick, or personal holiday time off hours.
Time off must be donated in amounts of four or more hours of any eligible type.
Additionally, you must meet the following requirements:
|Type of time off:||Donation requirements:|
|Vacation time off||
|Sick time off
Requesting to donate
Your donation must be made to a specific individual who has been approved to receive shared leave donations. That individual may be a University employee or someone employed by another Washington state agency.
Follow these steps to donate:
For campus staff: Follow the Request Absence – Donating Sick, Vacation or Personal Holiday Time Off – Staff Campus user guide and make your donation in Workday. Contact the ISC for additional assistance.
For medical centers staff:
- Download and complete the Shared Leave - Donation (MS Word) form.
- Submit the form to your supervisor for completion. Then your supervisor will forward it on to your leave specialist.
- Human Resources will notify you, your supervisor, and your department’s timekeeper of the donation’s approval status. The hours you donate are deducted from your time off balance when the donation is processed by HR.
For separating employees, you may only donate as much time off as you could actually use between the time you request to donate and your last day with the University.
Returning unused donations
In accordance with state law, donated hours are rarely returned. However, if your unused hours are returned, you may use them for your own time off needs or donate them to someone else.
For personal holiday hours, HR returns unused hours only if the hours can be returned in the same calendar year in which they were accrued by you. You must use or re-donate those personal holiday hours before the end of that calendar year.
Other shared leave programs
Uniformed Services Shared Leave Pool Program
Though the general Shared Leave Program allows direct donations to specific employees in the uniformed services, the Washington Military Department maintains an additional shared leave program for state employees in the uniformed services who have been called to service. Donations go into a leave pool, not to a specific individual. Visit Uniformed Services Shared Leave Pool for more information about this program.
Organ Donor Shared Leave Program
The UW Organ Donor Shared Leave Program allows you to donate leave hours to or receive hours from another University employee for the purpose of organ donation. Visit Organ Donor Shared Leave for more information about this program.
Requests to receive leave
Follow these steps for processing a request to receive shared leave:
- When an employee submits the appropriate request form, review the employee section of the form for accuracy, then complete the departmental section.
- Forward the completed form to your leave specialist. If you believe approving the request may not be appropriate, contact your HR consultant to discuss your concerns.
- HR will send written confirmation of approval to you, the requesting employee, and your department’s timekeeper.
- You are responsible for ensuring that the receiving employee’s time off records are adjusted accordingly when the employee receives a shared leave donation.
Requests to donate leave
Follow these steps for processing a request to donate leave:
- When an employee submits a form, review the employee section of the form for accuracy, then complete the departmental section. The budget number specified on the form will be charged for the hours donated.
- If you approve the request, forward the completed form to your HR leave specialist. If you believe approving this donation may not be appropriate, contact your HR consultant to discuss your concerns.
- HR will send written confirmation of approval to you, the donating employee, and your department’s timekeeper.
- You are responsible for ensuring that the donating employee’s time off records are adjusted accordingly.
A shared leave donation is a monetary transfer between budgets. You should understand the impact on your department’s finances.
The dollar amount transferred is based on the:
- Number of hours donated
- Donor’s hourly equivalent pay rate including benefit load amount
HR calculates the amount to be transferred and transfers the funds.
Time off donation value is calculated as follows:
(donor’s hourly salary rate) x (total time off hours donated) = total donation value
The hours of shared leave credited to the 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:
- 21-70 Annual Leave Prov. S&W — debited budget
- 21-72 Shared Leave Rec. S&W — credited budget
- 21-74 Sick Leave Prov. S&W — debited budget
- 21-76 Per. Hol. Prov. S&W — debited budget
The benefit load rate will appear under the following Object/Sub-object codes:
- 21-71 Benefits for Annual Leave Prov.
- 21-73 Benefits for Shared Leave Rec.
- 21-75 Benefits for Sick Leave Prov.
- 21-77 Benefits for Per. Hol. Prov.
Grant and Contract Accounting and Internal Audit have determined that shared leave donations are an allowable cost to grants and contracts.
Processing unused shared leave hours
In accordance with state law, donated hours will rarely be returned. In those rare cases, unused hours must be returned at their original value to the donor(s). HR calculates any hours to be returned to the donating employee and notifies the department’s timekeeper. The timekeeper makes the appropriate adjustments to the employee’s work/time off records and payroll.
An employee is considered an “approved” emergency worker when all of the following apply:
- The federal or any state government has declared a state of emergency anywhere within the United States
- The employee has the skills needed to assist in responding to the emergency or its aftermath and volunteers their services to either a governmental agency or nonprofit organization
- The governmental agency or nonprofit accepts the employee’s offer of volunteer services
A person who resides in the same home and who provides reciprocal personal and financial support to the employee
A spouse, registered domestic partner, child, stepchild, grandchild, parent, or grandparent
- Air Force
- Coast Guard
- Marine Corps
- National Guard
- Public Health Service Commissioned Corps
- National Oceanic and Atmospheric Administration Commissioned Corps
- APS 45.10 Shared Leave Program for Classified Non-Union and Contract-Classified Staff, Professional Staff Employees, and Librarians
- APS 11.7 Policy on Domestic Violence in the Workplace and Leave Related to Domestic Violence, Sexual Assault, and Stalking
- APS 45.4 Leave Related to Active Military Duty
- APS 45.5 Family and Medical Leave Act (FMLA) Coverage for University Employees
- RCW 41.04.650 to 670 Washington State Shared Leave Program
- WAC 357-31-380 to 460