HR Operations

How to file for PFML

Beginning January 1, 2020, employees can apply for paid leave benefits online through the Employment Security Department’s Paid Family & Medical Leave webpage. Filing a claim for paid leave benefits with ESD is a separate process from taking a leave of absence from the University. Employees should begin a leave of absence by following the appropriate UW process, including completing medical or other supporting documentation (e.g., a FMLA Health Care Provider Statement). ESD and UW cannot share medical documentation, but ESD may accept a copy of the medical documentation already provided to UW as part of the PFML claim.

Generally, the process looks like this:

Step 1: Individuals will create a Benefit Account (not an employer account) with ESD, provide contact information, confirm Washington state employment (UW’s UBI #: 178019988; Harborview’s UBI #: 578066606), leave type requested, dates of the leave, date notice was provided to the UW, and documentation supporting the leave of absence.

Step 2: ESD will use hours and wage information they receive quarterly from all employers in Washington to determine eligibility. ESD will contact the UW to confirm details of the employee’s claim.

Step 3: Once ESD approves the claim, individuals will submit weekly claims to ESD for the paid benefit. In order to best support employees utilizing PFML, the UW allows employees the option of using an approved time off during the same time they are receiving the PFML benefit. This is called a “supplemental benefit” and isn’t reported to ESD as wages paid.

For all leaves except birth or placement of a child, there is a waiting period of up to 7 days before an employee will be eligible for PFML benefits. Individuals have 12 months from the date of a child’s birth or placement (foster or adoption) to take family leave. Eligible employees whose child was born or placed in in 2019 can receive paid benefits beginning Jan. 1, 2020, for up to 12 months following the birth or placement.

Important information about supplemental benefits

A supplemental benefit payment is a payment offered by an employer to an employee who is taking leave under the Washington Paid Family & Medical Leave (PFML) program. UW has designated certain types of paid time off as supplemental benefits. This means employees can choose to use paid time off (as described below) to supplement or “top up” the money they receive as partial wage replacement from the ESD while on a PFML leave. Employees can receive both paid time off from the UW and the PFML benefit from ESD for the same period.

Time Offs Designated as Supplemental Benefits

If you are… A supplemental benefit is…
Classified non-union Defined by Washington Administrative Code (WAC) rules and include:

  • Sick time off
  • Vacation time off
  • Holiday taken time off
  • Holiday credit time off
  • Personal holiday time off
  • Compensatory time off
  • Northwest Hospital carryover time off
Contract classified Determined by your collective bargaining agreement
Professional staff Defined by the Professional Staff Program and includes:

  • Sick time off
  • Vacation time off
  • Holiday taken time off
  • Holiday credit time off
  • Personal holiday time off
  • Discretionary time off
  • Compensatory time off
Temporary hourly staff and student hourly employees Sick time off

Supplemental Benefit Time Off Usage During a PFML Leave

Employees are not required to take accrued time off before, in place of, or at the same time as PFML benefits. Employees decide whether or not to use supplemental benefits.

Employee Reporting Requirements During a PFML Leave

When employees use accrued paid time off designated as a supplemental benefit during an approved PFML leave, they do not report that time off to ESD on the weekly application for benefits. The employee receives the full amount of paid time off from the UW and the PFML benefit from ESD.

Impact of Supplemental Benefits Usage

Because the use of paid time off that is designated as a supplemental benefit is excluded from the definition of wages in RCW 50A.04.010, the PFML premium deduction will not be taken from supplemental benefits used during a PFML leave of absence. Likewise, the UW does not report supplemental benefit payments or associated hours to ESD.

Example:
When a 100% FTE employee uses 40 hours of sick time off during an approved PFML leave, as long as the sick time off is designated as a supplemental benefit and also not reported to ESD, the employee receives their full pay from UW and the full benefit amount from ESD.

FAQs – Supplemental Benefits

  1. Can I hold on to my vacation and sick time off balances and just get the check from ESD?
    Yes. During a PFML leave of absence, employees are not required to use paid time off before using unpaid time off.
  2. Can I use portions of my accrued time off in a week from UW to equal 100% of wages when added to the check I will get from ESD?
    Yes. During a PFML leave, it is the employee’s choice whether to use accrued paid time off, and in what amount.