Discretionary time off
Last updated: July 16, 2025
Discretionary time off is a type of paid time off awarded to eligible employees for noteworthy achievements or efforts that contribute to the unit’s mission, goals, or objectives. The following personnel are eligible to receive discretionary time off:
- Professional staff in salaried regular and fixed term positions
- Staff in regular positions represented by SAG-AFTRA
- Staff in regular positions represented by SEIU 925 Libraries
Department or division heads may award up to six days of discretionary time off per calendar year per eligible employee. Once awarded, discretionary time off:
- may be taken in partial or full days of time off work.
- must be used before vacation time off.
- may not be donated as shared leave.
- may only be used while the employee works in the unit that has awarded the time off.
Expiration of discretionary time off
Discretionary time off must be used by March 31 of the calendar year following the calendar year in which it was awarded. Discretionary time off from the prior calendar year that is not used by the March 31 deadline will be forfeited and deducted from the employee’s time off record. The March 31 deadline for discretionary time off use cannot be extended under any circumstances. Discretionary time off has no cash value if unused and cannot be paid.
Unused discretionary time off is lost when an employee moves to a different organizational unit or when an employee leaves University employment.
The UW Professional Staff Program offers details about awarding and using discretionary time off. Eligible represented employees should refer to their respective collective bargaining agreements for information about awarding and using discretionary time off.
Awarding process
- Managers submit a written request to the department/division head for each employee they wish to award. The request should include:
- the nature and duration of the assignment for which the discretionary time off is to be awarded, and
- the number of days that are recommended.
- Department or division heads are responsible for approving, denying or modifying the request.
- Departments are responsible for preparing and sending official award letters for each employee being awarded discretionary time off. Award letters should include the reason for the award, the number of days being awarded, and the first day of the month in which the balance is to be awarded. Departments retain a copy of the employee’s award letter in the employee’s personnel file.
- Departments must forward a copy of the award letters to hrhelp@uw.edu, requesting to add the balance to the employee’s Workday absence records.
- HCM Operations or Medical Centers WMS staff adds the awarded discretionary time off balance to the employee’s available absences in Workday. The added balance will then be available for the employee’s use.
Resources
Additional details about awarding and using discretionary time off is available in applicable employment program documents and collective bargaining agreements.