Applies to – All classified employees not subject to a collective bargaining agreement. To the extent that this procedure addresses terms not covered under collective bargaining agreements for represented employees, the terms of this procedure shall apply to represented classified employees.
President, vice presidents, appointing authorities, and division and department heads shall:
- Ensure that approval of leave by personnel under their supervision is in accordance with the leave policy, the WAC, and university procedures.
Managers and supervisors shall:
- Communicate expectations of the appropriate use of leave to employees.
- Ensure that approval of leave is in accordance with the leave policy, the WAC, and university procedures.
- Consult with Human Resources regarding leave policy and procedures.
Human Resources shall:
- Administer this procedure in accordance with the WAC and CWU policy.
- Develop and administer procedures for the implementation of leave practices.
- Provide interpretation and consultation to managers, supervisors, and employees regarding the leave policy and this procedure.
These procedures cover the following areas (direct link to each section):
Approval or Denial of Leave
- The supervisor recommends approval or denial of the employee’s request for absence by checking the appropriate field on the “Request for or Report of Absence” form and signing his or her name.
- The form is then routed to the department head for final approval of the leave. Individual department heads may delegate the approval/disapproval authority to the supervisor.
- Failure to receive prior approval of leave, as described in the CWU leave policy, may be cause for denial of the leave request or designation of the absence as unauthorized. Unauthorized absence must be treated as leave without pay and may be grounds for discipline up to and including separation.
- Conflicting requests for vacation, personal holiday, compensatory time off, and holiday equivalent time off shall be handled in a fair and equitable manner in accordance with departmental procedures.
- The employee may be required to submit a written statement from a health care provider explaining the requirement to be absent if charging time to sick leave.
- Employees shall submit their requests for bereavement leave in accordance to the CWU leave policy as soon as possible to their supervisor on a “Request for or Report of Absence” form. In addition, the Bereavement Leave Request Form may also be required.
- Verification of the family member’s or household member’s death may be required.
- Additional leave (accrued compensatory time, sick leave, holiday equivalent time, vacation, and/or a personal holiday) may be approved at the departmental level.
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Compensatory Time (Accrued)
- Employees shall submit their requests to use accrued compensatory time in accordance with the CWU leave policy as soon as possible to their supervisor.
- When considering requests for use of accrued compensatory time, the supervisor will consider an employee’s request, but may require that the leave be taken when it will least interfere with the operational needs of the department.
- Each employee is responsible to monitor their balance of compensatory time and use accumulated compensatory time before vacation leave, except when this requirement would result in loss of accumulated vacation leave. If vacation leave is submitted and compensatory time is available, the compensatory time will be used first, except when this requirement would result in loss of accumulated vacation leave.
- Accrued compensatory time balances are to be cashed out on an annual basis on June 30 during rapid time entry, using earn code 197.
- When an employee moves to another department, all accrued compensatory time must be cashed out during rapid time entry using earn code 197 and charged against the budget of the department that is losing the employee.
- Employees shall submit their requests for leave as soon as possible to their supervisor in a “Request for or Report of Absence” form. The employee may use sick leave, vacation, personal holiday, compensatory time or leave without pay. The following are reasons an employee may request leave under this section:
- To seek or assist a family member in seeking legal or law enforcement assistance
- To seek or assist a family member in seeking treatment by a health care provider
- To acquire or assist a family member in obtaining mental health counseling
- To participate in safety planning or relocating
- Employee’s may be required to provide verification when requesting leave under this section, verification may include the following:
- A police report indicating that the employee or the employee’s family member was a victim of domestic violence, sexual assault, or stalking;
- A court order protecting or separating the employee or employee’s family member from the perpetrator of the act of domestic violence, sexual assault, or stalking;
- Evidence from the court or prosecuting attorney that the employee or the employee’s family member appeared, or is scheduled to appear, in court in connection with an incident of domestic violence, sexual assault, or stalking;
- An employee’s written statement that the employee or the employee’s family member is a victim of domestic violence, sexual assault, or stalking; or
- Documentation that the employee or the employee's family member is a victim of domestic violence, sexual assault, or stalking, from any of the following persons from whom the employee or employee's family member sought assistance in addressing the domestic violence, sexual assault, or stalking: An advocate for victims of domestic violence, sexual assault, or stalking; an attorney; a member of the clergy; or a medical or other professional.
- If the victim of domestic violence, assault, or stalking is the employee’s family member, as defined in Chapter 357-01-172 WAC, verification of the familial relationship between the employee and the victim may include but is not limited to: A statement from the employee; a birth certificate; a court document; or other similar documentation.
- Information given by an employee may be disclosed by the University only if consent has been given by the employee, ordered by a court, administrative agency or required by federal or state law.
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Family Care Emergency Leave
- Employees shall submit their requests for family care emergency leave in accordance with the CWU leave policy as soon as possible to their supervisor.
- If available, accrued compensatory time is to be used first. After all accrued compensatory time has been used; the following leave may be used at an employee’s discretion: vacation, sick leave, personal holiday, or leave without pay. Personal holiday is to be used in a full workday increment unless it is used to care for a child with a health condition that requires treatment or supervision or to care for a spouse, parent, parent-in-law, or grandparent who has a serious health condition or an emergency health condition. Up to three work days each of vacation, sick leave, and/or leave without pay must be approved per calendar year, supervisors at their discretion may approve more.
- The employee may be required to provide verification of the need to take leave and that the emergency situation was such that advance notice was not possible.
Family and Medical Leave Act (FMLA)
The employee is responsible to:
- Notify supervisor and Human Resources Representative of the need for time away from work. Provide 30-day advance notice if the leave is foreseeable and such notice is practicable.
- Submit the “Family and Medical Leave (FMLA) Request” form to the HR Representative. Provide a completed Health Care Provider's Certification of Qualifying Health Condition if applicable.
- Failure to submit the “Family and Medical Leave (FMLA) Request” form does not preclude HR from designating the absence as covered by FMLA.
- Discuss with HR Representative how leave will be submitted to cover the time away from work.
- Submit appropriate leave slips to supervisor or timekeeper marking the absence as covered by FMLA.
- While on leave, notify supervisor and Human Resource Representative of changes in:
- Medical conditions,
- Return to work date,
- Address and phone number,
- Date of baby's birth or placement for parental leaves, or
- Other conditions as appropriate.
- Provide a fitness-for-duty report from health care provider to supervisor or HR when returning from leave if the absence was for the employee’s medically related condition.
The supervisor is responsible to:
- Notify HR when an employee is out more than three days when the leave may qualify for FMLA.
- Ensure that appropriate leave slips are submitted to timekeeper and copies sent to Human Resources.
- Confirm actual date of leave and notify HR.
- Maintain contact with employee and plan for their return.
- Notify HR of employee’s return to work date.
- Ensure that the employee does not return from a medically related absence without submitting a fitness-for-duty report from health care provider.
Human Resources is responsible to:
- Review and evaluate medical recommendations from health care provider(s).
- Designate leave as covered (or not covered) by FMLA in “Employer Designation of FMLA” letter; send to employee and route copies as applicable.
- Answer FMLA questions for employee and supervisor and ensure completion of applicable forms.
- Make appropriate adjustments to employee’s service date and accrual balances.
Employing Department is responsible to:
- Ensure that timely placement occurs when leave is completed and,
- Return the employee to the last job held or, if necessary, to an equivalent position, unless the employee’s return creates or is affected by a layoff situation or medical restriction that precludes placement.
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Inclement Weather and Suspended Operations
- Employees shall submit their requests for absence due to inclement weather and/or suspended operations in accordance with the CWU leave policy as soon as possible to their supervisor.
When an employee is absent from work due to suspended operations, the employee shall have the option of charging the absence to paid leave or leave without pay. If the absence is to be covered by paid leave, accrued compensatory time must be submitted before any other paid leave.
Employees required to work their scheduled shift during the suspended operations must receive their regular rate of pay for work performed during the period of suspended operations. Overtime worked during the work week of the closure must be compensated.
- Employees shall submit their requests for absence due to jury duty in accordance with the CWU leave policy as soon as possible to their supervisor.
- Supervisors may require documentation or verification of jury service.
- Reasonable travel time must be approved.
Leave of Absence without Pay (LWOP)
- Employees shall submit their requests for leave of absence without pay in accordance with the CWU leave policy as soon as possible to their supervisor.
- A leave of absence without pay extends from the time an employee's absence commences until they are scheduled to return to continuous service, unless the employing official and Human Resources agree to an earlier date.
- After an employee has begun a period of leave of absence without pay, accrued paid leave may not be submitted intermittently, except for an employee on approved Family and Medical Leave (FMLA), parental leave, or military leave who may submit paid leave each pay period during leave of absence without pay to cover the employee paid premiums for continuing insurance coverage during the approved leave period and/or in order to receive a partial or full paycheck for that pay period. Human Resources designates when the paid leave will be interspersed during the pay period.
- The amount of paid leave necessary to cover the employee paid premiums for continuing insurance coverage during the leave period will be calculated by the benefits office in accordance with established benefit and payroll procedures. An employee without sufficient paid leave to cover the premium must contact the benefits office prior to their leave to arrange premium payment.
- When requesting military leave, an employee must fill out the Military Leave Request Form and review the Military Checklist, doing so will facilitate the leave of absence request and allows the employee to specify how paid military leave and, if available, compensatory time, vacation leave, and personal holiday are to be credited in the employee's absence.
An employee who seeks to take leave due to the deployment or return from deployment of a military spouse must provide their supervisor with notice within 5 business days of receiving official notice of an impending call or order to active duty or a leave from the deployment of the employee’s intention to take leave.
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Miscellaneous Paid Leave
- Employees shall submit requests for leave with pay in accordance with the CWU leave policy as soon as possible to their supervisor.
- The employee may be required to provide verification of the examination or interview. Additional time off must be charged to applicable paid leave or leave without pay if no applicable paid leave is available. During the employee’s scheduled work hours, no more than two hours per incident and two occurrences within the calendar year will be approved. Requests for miscellaneous paid leaves may be denied based upon operational necessity.
- Eligible employees shall be permitted to take a selected day (not to exceed eight hours or a prorated amount for part-time employees) as a personal holiday if the employee has given at least fourteen (14) calendar days' written notice to his or her supervisor and the day off does not interfere with departmental operations. The supervisor, at his or her discretion, may permit a shorter notice period.
- Personal holidays which are not used by the end of the calendar year are lost.
- If the employee requests the use of their personal holiday before the end of the calendar year in accordance with this procedure and the request is denied, another day can be re-scheduled. If the day off cannot be scheduled by the supervisor before year-end, the employee may carry over the personal holiday to the next calendar year. The employee or supervisor must notify HR in writing to facilitate the carryover of the personal holiday.
- Conflicting requests to use personal holidays shall be handled in a fair and equitable manner in accordance with departmental procedures.
Requesting or Reporting Absences
- The employee submits the “Request For or Report of Absence” form to their immediate supervisor or designee in advance of the requested leave date. Individual departments may set standards for how far in advance requests shall be required.
- If advance notice is not possible, the employee shall provide the immediate supervisor with the soonest possible notification of absence on the “Request For or Report of Absence” form.
- The employee shall call their immediate supervisor or designee before the work shift if the employee is unable to work the assigned shift and daily thereafter unless prearranged. Individual departments may establish additional notification requirements, such as whether it is acceptable to leave a voice message or whether the employee must speak to a supervisor.
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- To request shared leave employees must:
- Submit a Request for Shared Leave Form to Human Resources after receiving appropriate department approvals. If the employee is incapacitated, a family member or other designated representative may complete the form for the employee.
- Submit the Health Care Provider's Certification of Qualifying Health Condition form from a licensed physician or health care practitioner, which describes the illness, injury, impairment or physical or mental condition and duration of leave needed.
- Requests for Shared Leave should be submitted no later than 10 working days following the end of the employee's shared leave eligibility.
- Computation of transferred leave will be carried out through the Central Washington University's Payroll Office and will convert employee’s donated leave to a monetary value. The receiving employee shall be paid at their regular rate of pay; therefore, the value of one hour of shared leave may cover more or less than one hour of the recipient's salary.
- If a receiving employee does not use all the donated hours, these hours are returned to the donating employee's leave balances, prorated if more than one type of leave was donated. If there are multiple donors, the unused shared leave is prorated among donors. The amount returned to each donor is based on the percentage of the total, original donated leave bank.
- CWU employees may donate vacation leave, accrued sick leave, or personal holiday to another state employee who is eligible to receive shared leave if the following conditions are met:
- The human resource officer or designee approves the employee's request to donate a specific amount of leave to a specified and eligible recipient.
- Donations are submitted no later than one month following the end of the receiving employee's shared leave eligibility and are normally made in increments of 8 hour blocks.
- A Shared Leave Donation Form is completed to indicate the employee's intentions and routed as indicated on the form.
- Donation of Annual Leave (Vacation) must leave the donor with a balance of at least 80 hours (10 days), or the prorated equivalent for a less than full-time employee, and must not be donated to avoid the loss of hours over 240 on the donor's anniversary date.
- Employees may not donate leave hours that they would otherwise be unable to use.
- Days donated are considered time taken and will be subtracted from the hours eligible for the annual sick leave compensation program
- All or part of the employee's personal holiday may be donated.
- The employee has not been intimidated, threatened, or coerced into donating leave for purpose of shared leave.
- Donation of Sick Leave must leave the donor with a balance of at least 176 hours.
- Employees shall submit their requests for sick leave in accordance with the CWU leave policy as soon as possible to their supervisor.
- Sick leave may be used for personal and family health care appointments, following exposure to a contagious disease, responding to a family care emergency, caring for a child with a health condition that requires treatment or supervision, or caring for a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency health condition.
- An employee may be required to submit a written statement or medical certification explaining the nature of the absence due to sick leave, disability, exposure to a contagious disease, leave due to pregnancy and/or childbirth, responding to a family care emergency, caring for a child with a health condition that requires treatment or supervision, or caring for a spouse, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency health condition.
- When an employee is required to be absent from work to care for members of the employee's household or a relative of the employee/employee's spouse who experience an illness or injury, the supervisor must approve up to five days of accumulated sick leave each occurrence; supervisors may approve more than five days.
- Supervisors may allow the use of accrued sick leave for condolence or bereavement, or when employee is unable to report to work due to inclement weather in accordance with the policy.
- After the birth of an employee's child, sick leave is only available for reasons that would normally qualify for sick leave use. Annual leave is available for bonding time with one's newborn or adopted child. For sick leave usage, “to provide care for” does not include time spent visiting a patient at a hospital or health care facility.
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- Employees shall submit their leave requests for vacation leave in accordance to the CWU leave policy as soon as possible to their supervisor.
- When considering requests for vacation leave, the supervisor must consider the needs of the employee but may require that leave be taken when it will least interfere with the operational needs of the department. Management has the right to cancel or adjust approved vacation as program needs dictate, giving an employee the earliest possible notification. Conflicting vacation requests shall be handled in a fair and equitable manner in accordance with departmental procedures.
Washington State Uniformed Service Shared Leave Pool (USSLP) (CWU USSLP Procedure)
[Responsibility: President’s Division/Human Resources; Authority: WAC 357-31 Holiday and Leave, CWUP 2-30-060; Reviewed/Endorsed by: PAC (3/16/2005); Review/Effective Date: 07/01/2005; 05/13/2009; 03/30/2012; Approved by: Sherer M. Holter, Chief of Staff]