{"id":184,"date":"2025-09-08T15:44:50","date_gmt":"2025-09-08T22:44:50","guid":{"rendered":"https:\/\/hr.uw.edu\/time-absence\/?page_id=184"},"modified":"2026-01-12T10:25:12","modified_gmt":"2026-01-12T18:25:12","slug":"military-duty","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/time-absence\/staff-time-off\/military-duty\/","title":{"rendered":"Military duty time off"},"content":{"rendered":"

This page applies to all university employees.<\/strong><\/p>\n

Overview<\/h4>\n

University employees who are members of, or who are in the process of enlisting for, the Army, Navy, Air Force, Coast Guard, or Marine Corps reserves of the United States or any organized reserve or armed forces of the United States are entitled to 21 days of paid military duty time off each federal fiscal year (October 1 to September 30) to report for required military duty, training, or drills, including those in the national guard.<\/p>\n

For longer absences related to your military duty in the uniformed services, or the deployment of a spouse or domestic partner, see the Military Duty Leave and Military Family Leave<\/a> webpage.<\/p>\n

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Pay<\/h4>\n

Employees are charged military duty time off only for the days that they are scheduled to work. If the employee is scheduled to work a shift that begins on one calendar day and ends on the next calendar day, \u00a0military training time off is charged only for the first calendar day.<\/p>\n

Employees may use any accrued paid time off (except sick time off) they have available for military training lasting longer than 21 days. Review the Military Duty Leave and Military Family Leave webpage if military training time off and all other paid time off (except for sick time off) is exhausted.<\/p>\n

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Request process<\/h4>\n

Qualifying employees must provide their manager with advance notice before they are absent for military duty.<\/p>\n

For campus employees:<\/strong><\/p>\n

In Workday, employees should follow the Manage Absence<\/a>\u00a0business process and select \u201cMilitary Training Paid Time Off (hours)\u201d (for staff, students, and time off accruing academic personnel) or \u201cMilitary Training Paid Time Off (days)\u201d (for faculty). Departments should collect military orders to confirm the validity of the request.<\/p>\n

The request will route to the Time and Absence Approver for approval. Academic personnel will be asked to upload supporting documentation for the request..<\/p>\n

For medical centers staff:<\/strong><\/p>\n

Email medctrfmla@uw.edu<\/a> for assistance.<\/p>\n

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Impact of military training time off<\/h4>\n

Absences for military duty are considered time worked for determining FMLA eligibility, layoff seniority, step progression, months of service toward a higher vacation accrual rate, and completion of a probationary or trial service period.<\/p>\n

Manager responsibilities<\/strong><\/p>\n

Follow your department\u2019s usual time off approval procedure. Place copies of the employee\u2019s documentation supporting the request for military duty time off in the employee\u2019s departmental file to support entries made in the time off tracking system (Workday or UW Medicine Timekeeping). Retain these records for 3 years after termination of employment with the department.<\/p>\n

Managers must consult with their\u00a0HR consultants<\/a>\u00a0prior to denying a request for military duty time off as any denial must follow the law and University policy.<\/p>\n

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Resources<\/h4>\n