Time and Absence

Prior Washington state service credit and transfer between state of Washington employers

Last updated: November 5, 2025

Overview

Professional staff, classified and contract covered staff who have previously worked in non-temporary staff positions for the state of Washington, may be eligible to receive credit for their prior Washington state service. Credit for past employment with a Washington state agency or public institution of higher education is used to establish:

  • Months of service toward a higher vacation time off accrual rate
  • Sick time off balance

Credit for previous state employment is not automatic when you start working at the UW. Employees must submit an online crediting request to UW Human Resources.

This webpage does not describe or define service as it relates to healthcare insurance eligibility, the Department of Retirement Services (DRS) rules regarding service credit for retirement, or the UW Service Recognition Program.

Vacation time off accrual rate adjustment

The vacation accrual rate is based on total months of service. Therefore, the accrual rate may increase if prior state employment months of service are added.

Sick time off reinstatement

If there was a break in state service, reinstatement of a previous sick time off balance may be requested if all of the following are true:

  • There was a remaining sick time off balance at the eligible employee’s previous employer, including UW
  • The previous employer was a Washington state agency or public institution of higher education (not public school or educational service district)
  • The break in service was no more than five (5) years

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Transfer between state of Washington employers

Employees hired into staff positions can request transfer of vacation and sick time off balances, unused personal holiday, and months of service if moving without a break in service between another state agency or public institution of higher education and the UW provided they remain eligible for Washington state service credit. If transferring without a break in service from or to a public school or educational service district, employees can transfer their sick time off balance.

“Transfer” means moving from one qualifying employer to another qualifying employer without a break in service.

“Break in service” means one business day or more between employers. Weekends and holidays are not included.

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Requesting Prior State Service Credit and Time off Balance Transfers (Employee)

  1. Complete and submit the Request for crediting of Washington state employment form online. This form cannot be completed until after your start date and requires your UW NetID.
  2. Once received, Human Resources will verify your service history and notify you of your crediting result.
  3. Your months of service and time off balances, if any, will be adjusted and available for view in Workday and the medical centers timekeeping system.

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Verifying Prior Service Credit and Balance Transfers (for WA state agencies)

Please contact the following prior service crediting offices based on the location of employment the employee is requesting credit for:

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Policy exclusions

  • Employment with a private higher education institution, city, or county is not considered state employment.
  • Employees in non-UW student staff positions (job profiles 11835, 11836 and 21877) are not eligible for prior service crediting and transfer of time off balances.
  • Employees in academic positions (except for librarians) are not eligible for prior service crediting and transfer of time off balances unless they are entering a classified non-union position at UW (WAC 357-31-166).
  • Time worked as a temporary hourly employee at an institution of higher education, including UW, is not eligible for prior service crediting. Temporary hourly employees moving to UW are ineligible for transfer of months of service or time off balances.

January 1, 2025, policy changes to vacation time off accrual rate adjustments 

Beginning January 1, 2025, vacation time off accrual rates will be based on total months of qualifying state employment. Adjustments will no longer require the completion of 48 months of state employment before prior service credit begins to count toward the vacation accrual rate. 

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