The purpose of this policy is to comply
with WAC 357–31–100 by
establishing the basic requirements for requesting,
approving, and using paid and unpaid leave for classified
non-union staff. Each University unit may develop its
own leave request and approval policy and procedure so
long as any specific entitlements included in this policy
are not altered by the unit policy. If a unit-specific
policy does not exist, then this policy governs the
requirements for requesting and approving leave for University
of Washington classified non-union staff.
Use of vacation leave is subject to the supervisor's
approval. An employee may request to use vacation leave
at any time. However, where the use of vacation leave
is planned and foreseeable, an employee should provide
at least as much notice of the request to use vacation
leave as the length of leave to be taken. Where use of
vacation leave is requested because of an emergency,
the employee must provide as much notice as possible
of the request to use leave. Vacation leave use is administered
in accordance with the provisions of WAC 357–31–200.
The supervisor must approve leave as provided in WAC 357–31–200 and may require verification of the necessity for such
leave. There are specific legal entitlements that employees
may have, therefore employing units must review proposed
vacation leave verification practices with their Human
Resources Consultant before implementing them.
b.
Responding to Vacation Leave Request
Supervisors should respond to an employee's request
to use vacation leave as soon as possible and consistent
with operational necessity. If an employee's request
to use vacation leave cannot be approved, the supervisor
should work with the employee in an attempt to approve
vacation leave at the earliest date convenient to the
employee and consistent with operational needs.
Sick leave accrues in accordance with the provisions
of WAC 357–31–115. Sick leave does not accrue until
the end of the month in which it is earned. Full-time
and part-time employees who have more than ten workdays
of leave without pay in a month do not accrue sick leave
for the month.
b.
Requesting to Use Accrued Sick Leave
Use of sick leave is subject to the supervisor's approval.
Where the need to use sick leave is foreseeable, as for
medical appointments, the employee must notify the supervisor
of the need to use sick leave as soon as the need becomes
known. The employee will use the leave request process/form
designated by the employing department. Where the need
to use sick leave cannot be foreseen, the employee must
notify the supervisor of the need to use sick leave no
later than the start of the shift on which the employee
is scheduled to work, following the employing department's
notification procedure.
c.
Sick Leave While On Vacation
If an employee becomes ill while on vacation or an employee
needs to care for a family member who becomes ill while
the employee is on vacation, the employing department
may allow the employee to use accrued sick leave in place
of vacation leave. The employee must notify the employing
unit of the need to use sick leave as soon as the need
arises or as soon as practicable thereafter.
d.
Sick Leave Certification
An employee may be required to provide certification
of the need to use sick leave. There are specific legal
entitlements that employees may have, therefore, employing
units must review proposed sick leave certification practices
with their Human Resources Consultant before implementing
them.
An employee is entitled to three days
of bereavement leave in accordance with the provisions
of WAC 357–31–250. A supervisor may require verification
of the death of the person for whom bereavement leave
is taken. The employee should make the supervisor aware
of the need for bereavement leave as soon as possible.
A supervisor may approve the use of vacation leave, sick leave,
compensatory time, leave without pay, or personal holiday for bereavement or condolence.
A family care emergency is defined in WAC 357–31–290(1)
and (2).
b.
Family Care Emergency Leave Approval
Leave for a family care emergency must be approved as
specified in WAC 357–31–285(1) 357–31–300 and
357–31–305.
A supervisor may approve a family care emergency leave
for family members or for relatives of household members.
c.
Leave Use for Family Care Emergencies
The types of leave that may be used for family care emergencies
are specified in WAC 357–31–295.
d.
Family Care Emergency Verification
An employee may be required to provide verification
of the need to take leave, that the situation was such
that it qualified as a family care emergency, and that
advance notice of the need for leave was not possible.
Leave without pay may be approved for any of the reasons
for which leave with pay is approved. Normally, eligible
paid leave should be used before a unit approves leave
without pay.
b.
Requesting Leave Without Pay
A request for leave without pay is submitted according
to the procedure used for the corresponding paid leave
type for which it is being substituted (e.g., vacation
leave, sick leave, bereavement leave, etc.).
c.
Approved Leave Without Pay
Leave without pay for which the supervisor has
specifically granted approval is considered "approved
leave without pay."
d.
Unapproved Leave Without Pay
Leave without pay may be considered "unapproved" when
an employee is placed on leave without pay for reasons
such as, but not limited to, unauthorized absence from
work, tardiness, failure to provide required verification
for the need for an absence.
An employee is entitled to be off work for parental leave
for six months in accordance with the provisions of WAC 357–31–460 through 357–31–495.
b.
Requesting Parental Leave
An employee must provide at least 30 days'
notice when requesting parental leave, except when a child's birth or placement requires leave
to begin in less than 30 days, in which case the employee must provide notice as soon
as is practicable.
When the University or employing
unit determines that inclement weather conditions
exist, and an employee is unable to report to work,
the employee may use accumulated compensatory time,
accrued paid leave, and/or unpaid time off work
in the following order:
#1
Compensatory time;
#2
Vacation leave;
#3
Up to three days of sick leave.
Upon the employee's request, the employee
must be allowed to use leave without pay in lieu of paid leave.
