HR Operations

PFML eligibility and benefits

The Paid Family and Medical Leave program is a mandatory statewide insurance program that provides paid family and medical leave to eligible employees. The program is administered by the Employment Security Department (ESD). Washington’s Paid Family and Medical Leave program does not replace the federal Family and Medical Leave Act (FMLA). In many cases, PFML and FMLA will run at the same time.

Eligibility

Employees can receive PFML benefits if they meet eligibility criteria and experience a qualifying event.

Eligible employees:

  • Have been employed for at least eight hundred twenty (820) hours in the state of Washington during the “qualifying period”
    • The “qualifying period” is the first four of the last five completed calendar quarters or
    • The last four completed calendar quarters immediately preceding the application for leave.

All UW employees whose work is performed in the state of Washington participate in the program.

Return to top

Qualifying events

Family leave
  • Leave to bond with the employee’s child during the first twelve months after the child’s birth, or the first twelve months after the placement of a child under the age of eighteen with the employee;
  • Leave to participate in providing care, including physical or psychological care, for a family member due to the family member’s serious health condition; or
  • Leave because of qualifying military exigency as permitted under the federal Family and Medical Leave Act.
Medical leave
  • Medical leave is any leave taken by an employee from work due to the employee’s own serious health condition. Serious health condition means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility, including any period of incapacity; or
    • Continuing treatment by a health care provider for:
      • An illness or injury that incapacitated you for three or more consecutive days.
      • A chronic serious health condition (like diabetes or epilepsy).
      • Incapacity during pregnancy or for prenatal care.
      • Treatment for substance abuse.
      • Any period of absence from work to receive treatments and recover, like for radiation, chemotherapy or dialysis.

The health care provider will determine whether the illness or injury meets the definition of a “serious health condition.”

Return to top

Family member definitions

“Family member” means a child, grandchild, grandparent, parent, sibling, a child’s spouse (son-in-law or daughter-in-law), or spouse of an employee.

“Child” includes a biological, adopted, or foster child, a stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status.

“Grandchild” means a child of the employee’s child.

“Grandparent” means a parent of the employee’s parent.

“Parent” means the biological, adoptive, de facto, or foster parent, stepparent, or legal guardian of an employee or the employee’s spouse, or an individual who stood in loco parentis to an employee when the employee was a child.

“Spouse” means a husband, wife, or state registered domestic partner.

Return to top

Employee benefits

Beginning January 1, 2020, family and medical leave is available and benefits are payable to qualified employees. The weekly PFML benefit amount is calculated by ESD and is generally up to 90% of weekly wages, with a minimum of $100 per week and a maximum of $1,000 per week. ESD provides a benefits calculator on their website to estimate the amount.

Minimum Claim Duration

The minimum claim duration payment is for eight (8) consecutive hours of leave.

Maximum Claim Duration

Qualified Washington workers are eligible for:

  • Up to 12 weeks of paid family or medical leave.
  • Up to 16 weeks of leave when family and medical leave are used in combination (e.g., birth parent pregnancy and parental leave).
  • An additional two (2) weeks of leave is available as a result of pregnancy complications.

Return to top

Notice for requesting leave

Employees must provide at least 30-day notice to the UW before the leave begins for a foreseeable event such as the birth or placement of a child or a planned surgery. If the need for leave is unforeseeable, like an accident or sudden illness, employees must provide notice as soon as practical. The employee must inform the UW as soon as practical if dates of the leave change, are extended, or were initially unknown.

The notice must contain the anticipated timing and duration of the leave. For intermittent leaves, the notice must also include the anticipated frequency of the leave.

Filling a PFML claim is a separate process from applying for leave of absence from the UW. When employees file a PFML claim, the employee must also request a leave of absence with the UW or already be on an approved leave.

Medical and family care Leaves of Absence (LOA) include:

Family and Medical Leave (FMLA): provides job and health benefit protected leave for eligible employees who take leave for:

  • A serious health condition, either their own or a family member’s
  • Prenatal medical care or incapacity due to pregnancy and/or delivery
  • Time to bond with a new baby or newly placed adopted or foster child
  • Qualifying activities (exigencies) related to a family member’s military active duty
  • A serious injury or illness of a family member who is a current member of the armed forces or a veteran

Parental leave: The UW provides parental leave for all regular professional and classified staff —regardless of whether they are eligible for FMLA.

Disability leave: Disability leave may be granted to an employee who is unable to perform the essential functions of their position because of their own medical condition. For FMLA eligible employees, FMLA runs concurrently with disability leave.

Return to top

Process for requesting leave

Staff campus: All medical and family care Leaves of Absence (LOA) in Workday begin with choosing between: LOA – General Leave Request – Sick/Injured/Family Member Care or LOA– General Request-Becoming a Parent. If the LOA is FMLA qualifying, it will be approved as FMLA, if not, another LOA type may be applicable.

The process of requesting a leave of absence is described in the ISC’s FMLA Leave of Absence Journey Map (PDF).

Medical centers: Contact your HR leave specialist to request a leave of absence:

Return to top

Return from Leave Rights

Employees who have worked for the state of Washington for at least 1,250 hours during the twelve months immediately preceding the date on which PFML leave commenced (including employment at the UW), will be restored:

  • to the position of employment held by the employee when the leave commenced; or
  • to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment.

As a condition of restoration for an employee who has taken medical leave, the UW may require an employee to provide certification from the employee’s health care provider that the employee is able to resume work.

The UW may require an employee on leave to periodically report on their status and intention to return to work.

Return to top

Program Funding

Funding for the program comes from premiums paid by both the employee and the UW. The initial premium rate is set at 0.4 percent of wages up to the social security cap beginning on January 1, 2019 for most employees, with incremental increases expected for calendar year 2022 and thereafter.

Employee’s Premium Contribution

The employee’s portion of the 0.4% premium is:

  • 100% of the premiums due for family leave portion
  • 45% of the premiums due for the medical leave portion

This is an approximate employee responsibility of 63% of the total 0.4% premium.

Employer’s Premium Contribution

The UW is responsible for 55% of the premiums due for the medical leave portion, resulting in a total UW responsibility of 37% of the total 0.4% premiums for all employees contributing to this benefit.

Deduction Timing

Payroll deductions and employer contributions began on January 1, 2019 for all employees except those covered by the following collective bargaining agreements (CBAs) that expired June 30, 2019:

  • Service Employees International Union 925
  • Washington Federation of State Employees
  • Washington Federation of State Employees Police Management
  • Teamsters 117
  • Inlandboatmen’s Union
  • Service Employees International Union 1199NW Research/Hall Health
  • Teamsters 117 Print Craft
  • Service Employees International Union 1199NW
  • Washington State Nurses Association
  • UW Housestaff Association

Deductions for employees in these groups began pay period ending June 30, 2019.

Return to top

Additional information

Visit the Employment Security Department’s Paid Family & Medical Leave webpage: https://paidleave.wa.gov

Return to top

UW contacts

Questions about leave of absence may be directed to the following offices:

Campus HR Operations & Services – Leave Management
Box 354963
4300 Roosevelt Way NE
Seattle, WA 98195-4963
206-543-2354
206-685-0636 (Fax)
hrleaves@uw.edu
http://hr.uw.edu/ops/leaves

UW Medicine Human Resources – Employee Relations, Harborview Medical Center
Box 359715
401 Broadway, Suite 2100
Seattle, WA 98195-9715
206-744-9220
206-744-9955 (Fax)
hmcfmla@uw.edu
http://hr.uw.edu/ops/ops

UW Medicine Human Resources – Employee Relations, UW Medical Center Montlake
Box 356054
1959 NE Pacific Street
Seattle, WA 98195-6054
206-598-6116
206-598-4610 (Fax)
uwmcfmla@uw.edu
http://hr.uw.edu/ops/ops

UW Medicine Human Resources – Employee Relations, UW Medical Center Northwest
Box 358817
9709 3rd Ave NE
Seattle, WA 98115
206-668-6811
206-668-1990 (Fax)
nwhfmla@uw.edu
http://hr.uw.edu/ops/ops

Return to top