Summer Hiatus is a leave of absence in Workday used for faculty and AFT extension lecturers with a 9-month service period<\/strong> who aren\u2019t teaching over summer quarter and are scheduled to return in the fall. During this leave, pay is paused<\/strong> and resumes when the employee returns to their position.<\/p>\n Please note: Allowances will continue to be paid<\/strong> during Summer Hiatus unless ended. If a faculty member should not receive allowances over the summer, be sure to end the allowance(s) before the leave begins.<\/p>\n Return to top<\/a><\/p> Departments place employees on Summer Hiatus following the guidance and key deadlines found below<\/a>. Once placed on Summer Hiatus, the employee will receive a Workday notification confirming the leave; no additional action is needed from the employee.<\/p>\n Because Summer Hiatus is one of the few payroll-impacting leaves of absence (automatically placing the employee in unpaid status), no Time Offs need to be entered<\/strong> during Summer Hiatus.<\/p>\n Any employee on Summer Hiatus with an Estimated End Date of September 15 will be automatically returned from Summer Hiatus in Workday. Departments can always return employees manually if the employee comes back earlier, following the guidance found in the \u201cReturning Faculty\/Extension Lecturer from Summer Hiatus\u201d section, below.<\/p>\n For PEBB benefits (medical\/vision\/dental insurance + any tobacco\/spousal surcharges), including MetLife optional life insurance,<\/strong> to continue over the summer, the employee:<\/p>\n In general, the following deductions are covered during the employee\u2019s 9-month service period (i.e., the months the employee works) and are therefore not owed during summer:<\/strong><\/p>\n The UW Benefits Office reviews and determines who meets off-quarter benefits eligibility.<\/p>\n Full Summer Hiatus (June 15 \u2013 September 16):<\/strong> Employees going on Summer Hiatus for the full summer, and who have met off-quarter benefits eligibility, pay their premiums in advance and have septuple deductions (1 for the current pay period + 6 deductions for the upcoming summer pay periods) taken on their June 25 paycheck.<\/p>\n If the Deadline is Missed:<\/strong><\/p>\n If a department places an employee on full Summer Hiatus late who meets off-quarter benefits eligibility, the missed premiums (except MetLife optional life insurance) will be deducted from the October 10 paycheck.<\/p>\n IMPORTANT:<\/strong> After three missed MetLife payroll deductions, MetLife will end payroll deductions and will bill the employee directly at their mailing address in Workday.<\/p>\n Partial Summer Hiatus:<\/strong> Employees placed on Summer Hiatus for part of the summer, and who have met off-quarter benefits eligibility, continue to pay their PEBB deductions as normal until their last day of work.<\/p>\n Return to top<\/a><\/p> Summer Hiatus is for:<\/p>\n Return to top<\/a><\/p> April \u2013 May: Run R0623 Academic Positions with Invalid Service Periods<\/a> to confirm that anyone going on Summer Hiatus has a 9-month service period, in accordance with policy.<\/p>\n Make any necessary corrections following the guidance in the Change Organization Assignments for Worker User Guide<\/a>.<\/p>\n May 29 (12:00 pm): Complete and return the R0047 Summer Hiatus Audit Report<\/strong>, indicating which employee will go on Summer Hiatus for the entire summer quarter (June 16, 2025 \u2013 September 15, 2025):<\/p>\n Run R0047 and save it as an Excel file<\/strong> to your computer \u2013 please include your unit name as part of the file name to expedite processing.<\/p>\n Complete the report:<\/strong> For each position going on Summer Hiatus for the full summer:<\/p>\n Submit the report by the deadline:<\/strong> Once the spreadsheet has been completed, the Unit Change Lead will upload a single, consolidated spreadsheet for the entire unit to UW-IT\u2019s Application Management team using the online form:<\/p>\n Submission Form: Academic Personnel Leave of Absence (LOA) Submission<\/a>.<\/p>\n May 29 (5:00 pm): Employees will be placed on Summer Hiatus based on R0047 submissions.<\/p>\n Departments are welcome to manually place employees on Summer Hiatus themselves rather than submitting the R0047 report; this is common for units with only a few employees who go on Summer Hiatus.<\/p>\n KEY DEADLINE: June 4 (12:00 pm):<\/strong> To ensure benefits premiums are properly deducted from the June 25 paycheck, all Summer Hiatus transactions for employees going on leave for the entire summer MUST be completed and approved in Workday by this deadline.<\/p>\n Partial Summer Hiatus:<\/strong> Units also process Summer Hiatus manually for employees who won\u2019t be on Summer Hiatus for the entire summer (e.g., teaching a summer course) following the guidance below.<\/p>\n Initiate Leave Request (Academic Partner)<\/p>\n 1. From the employee\u2019s Profile page in Workday, select Actions<\/strong> > Time and Absence<\/strong> > Manage Absence<\/strong>.<\/p>\n 2. From the Actions button above the calendar, choose Select Date Range<\/strong>.<\/p>\n 3. Complete the required fields as follows:<\/p>\n 4. Click Continue<\/strong> and then under\u00a0Type of Absence<\/strong>, choose\u00a0LOA \u2013 Academic Summer Hiatus Leave<\/strong>.<\/p>\n 5. Once all fields have been completed, click Submit Request <\/strong>to submit the request. The employee, Manager and Academic Partner will receive notification when the transaction is complete.<\/p>\n Request Delegation Change (Academic Partner)<\/strong><\/p>\n 6. Open the Request Delegation Change To Do in your Workday \u201cMy Tasks\u201d inbox. If the employee has any security roles current assigned (\u201cdelegated\u201d) to them, request delegation changes for the duration of the employee\u2019s Summer Hiatus.<\/p>\n To review which employees have current delegations assigned to them within your Sup Org(s), run the Current Delegations report in Workday.<\/p>\n 7. Select Submit.<\/p>\n Request Security Role Change (Academic Partner)<\/strong><\/p>\n 8. Open the Review Security Roles To Do in your Workday \u201cMy Tasks\u201d inbox. If the employee has a security role in Workday, review their roles and request delegation changes for the duration of the employee\u2019s Summer Hiatus.<\/p>\n To review an employee\u2019s security role(s), from the employee\u2019s Profile page, select Related Actions > Security Profile > View Role Assignments for Worker Position.<\/p>\n 9. Select Submit.<\/p>\n <\/p>\n<\/div>\n June 1 \u2013 June 4 (12:00 pm):<\/strong> Rerun R0047 Summer Hiatus Audit Report<\/strong> to confirm that, for every employee going on Summer Hiatus:<\/p>\n June 25: Benefits-eligible employees on Summer Hiatus for the entire summer will have septuple benefits deductions (1 for the current pay period + 6 advance deductions for the upcoming summer pay periods) on their June 25 paycheck.<\/p>\n Return to top<\/a><\/p> Departments are welcome to manually return employees from Summer Hiatus themselves; this is common for units with employees who go on Summer Hiatus for only part of the summer (e.g., return to teach a summer course). Follow the guidance below:<\/p>\n Initiate Return Worker From Leave (Academic Partner)<\/strong><\/p>\n 1. In Workday\u2019s search field, enter Return Worker from Leave.<\/p>\n 2. In the Return Worker from Leave<\/strong> pop-up:<\/p>\n 3. Select OK.<\/p>\n 4. On the Return Worker from Leave<\/strong> screen:<\/p>\n In the Absences Returned From table, select the checkbox for the leave (Event column) from which the worker is returning.<\/p>\n In the Actual Last Day of Absence field, enter the employee\u2019s last day of Summer Hiatus \u2013 this day should be the last day of a pay period.<\/p>\n Please note: though you can fill in the First Day Back at Work field with the date the employee will return to work, it is not required.<\/p>\n 5. Select Submit.<\/p>\n Request Delegation Change (Academic Partner)<\/strong><\/p>\n 6. Open the Request Delegation Change To Do in your Workday \u201cMy Tasks\u201d inbox. If the employee has any security roles current assigned (\u201cdelegated\u201d) to another, confirm the delegation period ends on the date the employee returns. If the delegation is still in effect after the employee\u2019s return, contact hrhelp@uw.edu<\/a> to request delegation changes.<\/p>\n 7. Select Submit.<\/p>\n Request Security Role Change (Academic Partner)<\/strong><\/p>\n 8. Open the Review Security Roles To Do in your Workday \u201cMy Tasks\u201d inbox. Review their roles and, if necessary, submit a Security Role Change Request.<\/p>\n To review an employee\u2019s security role(s), from the employee\u2019s Profile page, select Related Actions > Security Profile > View Role Assignments for Worker Position.<\/p>\n 9. Select Submit.<\/p>\n September 16 \u2013 September 30:<\/p>\n Need to make changes?<\/strong><\/p>\n FTE: Process a Change Job with the appropriate reason code; for example:<\/p>\n Position\/Titles: Process an Edit Position Restrictions.<\/p>\n Compensation: Process a Request Compensation Change.<\/p>\n Return to top<\/a><\/p> Though many faculty members and extension lecturers take the entire summer off, quite a few remain on campus to teach one or both summer sessions. If you have faculty who are teaching over the summer, you will need to manually adjust their Summer Hiatus start and end dates in Workday to appropriately reflect when they are, or are not, working.<\/p>\n Note: Summer Hiatus start\/end dates should always align with the pay period (not the start\/end dates of summer sessions).<\/p>\n For faculty and extension lecturers who teach Summer Session A but NOT Summer Session B:<\/p>\n If they are returning in the fall: Place them on Summer Hiatus (\u201cFirst Day of Leave\u201d: July 16) following the steps in the Placing Faculty\/Extension Lecturers on Summer Hiatus<\/p>\n If they are not returning in the fall: Initiate a Termination in Workday following the steps in the Termination \u2013 Voluntary \u2013 Academic Personnel User Guide.<\/p>\n For faculty and extension lecturers who were placed on Summer Hiatus during Summer Session A, but will return to teach Summer Session B:<\/p>\n Once Summer Session B ends:<\/p>\n 100% Assistant Professor in a 9-month school works A session only<\/strong> \u2013 1 course at 25%:<\/p>\nHow Summer Hiatus Works in Workday<\/h4>\n
Summer Hiatus and Off-Quarter Benefits Maintenance<\/i><\/a><\/h5>\n<\/div>\n
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What to Know About Benefits Deductions<\/h5>\n
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Who is NOT Eligible?<\/h5>\n
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Placing Faculty\/Extension Lecturers on Summer Hiatus<\/h4>\n
Step 1: Confirm Eligibility<\/h5>\n
Step 2: Place Employees on Summer Hiatus<\/h5>\n
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Want to process Summer Hiatus yourself?<\/h5>\n
How to Manually Place Employees on Summer Hiatus<\/i><\/a><\/h5>\n<\/div>\n
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\n<\/div>\n<\/div>\nStep 3: Verify Summer Hiatus Leave and Monitor Payroll<\/h5>\n
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Returning Faculty\/Extension Lecturers From Summer Hiatus<\/h4>\n
Step 1: Return From Summer Hiatus<\/h5>\n
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Want to process Summer Hiatus returns yourself?<\/h5>\n
How to Manually Return Employees from Summer Hiatus<\/i><\/a><\/h5>\n<\/div>\n
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\n<\/div>\n<\/div>\n<\/div>\nStep 2: Final Verification<\/h5>\n
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Summer Hiatus for Faculty\/Extension Lecturers Teaching Summer Session A or B<\/h4>\n
Teaching Summer Session A:<\/h5>\n
Teaching Summer Session B:<\/h5>\n
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Summer Session Examples:<\/h5>\n