HR Operations

Uniformed Services Shared Leave Pool

The Washington State Military Department maintains a shared leave pool specifically for those state employees called to service in the U.S. uniformed services.

The Uniform Services Shared Leave Pool Program allows UW employees called to service to maintain a level of compensation and employee benefits equal to the amount they would have received if they had not been called to service.

The program also allows UW employees to show their support for our servicemen and women by donating leave to the shared pool.

Receiving shared leave

Since this program uses a shared pool, there must be donated leave available in the pool in order to grant individual requests for leave.

Leave you receive from the pool is paid at your UW regular rate of pay.

Eligibility

To receive shared leave from the pool, you must meet the following requirements:

  • You have been called to service in one of the U.S. uniformed services.
  • You have used (or will soon deplete) your available paid military leave, compensatory time, annual leave, and personal holiday.
  • Your monthly military salary is less than your UW monthly salary. (However, you may use up to eight hours per month from the pool to continue your UW health insurance coverage, regardless of your military and monthly UW salaries.)

Uniformed services is defined as:

  • Armed Forces
  • Army National Guard
  • Air National Guard of any state, territory, commonwealth, possession, or district
  • Commissioned Corps of the Public Health Service
  • Coast Guard
  • Any other category of persons designated by the president of the United States in time of war or national emergency 
Requesting shared leave

Though the program is administered through the state’s Military Department, you apply through UW Human Resources. Complete the Shared Leave - Uniformed Services - Request to Receive (MS Word) and Shared Leave - Request to Receive - Uniformed Services or Emergency Worker (MS Word) forms and submit them to your supervisor, who will review them and forward them on to your department’s leave specialist. You also may be asked to provide a copy of your military orders and your military leave and earnings statement.

Human Resources will submit your request to the state Military Department.

Abuse of the pool

Please note that the University investigates alleged abuse of the Uniformed Services Shared Leave Pool. If wrongdoing is found, the employee may be required to repay all of the shared leave received from the pool.

Additional shared leave

Even if you receive leave from the Military Department’s shared leave pool, you may still request leave through the general Shared Leave Program.

Donating shared leave

Your donation to this shared leave program is to a pool, not an individual. If you would like to donate to a specific service member, you should instead donate to the general Shared Leave Program.

Additionally, to donate, you must meet the following requirements:

Type of leave: Requirement:
Annual leave You have at least 80 hours of annual leave after the donation is deducted. For part-time employees, this minimum balance is prorated. Classified employees may not donate hours in excess of the 240-hour annual leave maximum if they would otherwise not have sufficient time to use the hours before their next anniversary date.
Sick leave You have at least 176 hours of sick leave after the donation is deducted. For part-time employees, this balance is not prorated.
Personal holiday Any personal holiday hours remaining after donation must be used at one time and within the current calendar year.

To donate, complete the Shared Leave - Uniformed Services - Donation (MS Word) and Shared Leave - Donation (MS Word) forms and submit them to your supervisor. Contact your leave specialist if you have any questions about donating.

Once donated, the hours are deducted from your leave balance. Donations to the Uniformed Services Shared Leave Pool are permanent and will not be returned to the donating employee.

Supervisor responsibilities

Requests to donate leave

Follow these steps for processing a request to donate leave:

  1. When an employee submits the Shared Leave - Uniformed Services - Donation (MS Word) and Shared Leave - Donation (MS Word) forms, review the employee section of the forms for accuracy, then complete the departmental section. The budget number specified on the forms will be charged for the hours donated.
  1. If you approve the request, forward the completed forms to your leave specialist. If you believe approving this donation may not be appropriate, contact your HR consultant to discuss your concerns.
  1. HR will send written confirmation of approval to you and the donating employee.
  1. HR will work with the Payroll office to transfer the value of the leave donation to the state Military Department’s shared leave pool.
Requests to receive leave

When an employee submits the two leave request forms, review them for completeness and forward them on to your leave specialist. HR will submit the request to the state Military Department.

Additional resources

APS 45.10 Shared Leave Program for Classified Non-Union and Contract-Classified Staff, Professional Staff Employees, and Librarians

WA State Uniformed Service Shared Leave Pool

WAC 357-31-640 to 725