Resources and Reports

CWUR 7-40-180 Uniform Service Shared Leave Pool (USSLP)

Applies to – Civil Service and Exempt employees who are eligible to receive shared leave from the USSLP and employees who wish to donate leave to the USSLP.

Administrative Responsibility

Employees shall:

1. Be eligible to receive shared leave from the USSLP when the employee’s monthly military salary (as defined in WAC 357-31-650) is less than the employee’s state monthly salary (as defined in WAC 357-31-650). However, up to eight hours per month may be used from the pool, for the purpose of continuing medical benefits regardless of the employee’s state and military leave.

a. Shared leave received from the Uniformed Service Shared Leave Pool is not included in the 261 days limit specified in RCW 41.04.665.

2. Apply for USSLP by using the USSLP-Recipient From and respond to or attach information as required on the form.

3. Report to the Washington Military Department any change to their military status or orders of state monthly salary which could affect the amount of the USSLP they are eligible to receive.

4. Submit appropriate leave request forms to use any donated leave.

5. Donate leave using USSLP – Leave Donation Form.

a. An employee who is eligible to donate leave under WAC 357-31-685 may donate leave to the USSLP.

b. The following limits apply to employee donations to the USSLP:

1) Vacation leave: An employee’s request to donate leave may not cause his/her vacation leave balance to fall below eighty (80) hours after the transfer. For part-time employees, requirements for vacation balances are prorated. Employees may not donate excess annual leave that the donor would not be able to take due to an approaching anniversary date.

2) Sick leave: An employee’s proposed donation of sick leave many not cause the employee’s sick leave balance to fall below one hundred seventy-six (176) hours after the transfer.

3) Personal holiday: An employee may donate all or part of his or her personal holiday.

6. Leave donated to the Uniformed Service Shared Leave Pool is withdrawn from the pool by employees according to procedures established by the Washington Military Department. Employees who wish to donate their leave to a specific employee should consider donating leave under the CWU Shared Leave Program or contact human resources for more information.

Supervisors and Managers shall:

1. CWU supervisors and managers, in consultation with human resources, shall investigate any alleged abuse of the Uniformed Service Shared Leave Pool and on a finding of wrongdoing; the employee may be required to repay all of the shared leave received from the pool.

Human Resources shall:

1. Provide donor and recipient forms for employee use.

2. Provide guidance and consultation to employees, supervisors and managers who have questions regarding USSLP.

3. Review and approve donations/requests for leave from USSLP ensuring compliance with applicable WACs, RCWs, university policy, collective bargaining agreements, and the Exempt Employees’ Code.

4. Provide written notification of the approval to receive USSLP to the employee and their supervisor which includes:

a. The date the employee was eligible to receive USSLP.
b. The amount of shared leave the employee is eligible to use each month.
c. Inform the employee of their duty to update the Washington Military Department of any changes to their military salary, orders, or state monthly salary which could affect the amount of the USSLP they are eligible to receive.

4. Calculate the amount of donated leave required to maintain and pay for benefits, and monitor the use of donated leave, to ensure compliance with maximum allowable salary.

Payroll Office shall:

1. Document receipt of payment utilizing the USSLP Accounting Practices.

2. Convert employee’s leave to dollars and forward payment to the USSLP following the USSLP Accounting Procedures.

3. Update the recipient employee’s leave balances in the automated system.

4. Deduct leave from donating employee’s leave balance(s) in automated system.

5. At the completion of the recipient’s military service, notify the Washington Military Department that the employee has returned to their state position and return any unused leave to the USSLP utilizing the USSLP Accounting Procedures.

6. Monitor leave available to employee and use locally donated shared leave prior to leave from USSLP.

[Responsibility: President’s Division/Human Resources (until 7/6/16) Operations Division; Authority: RCW 41.04, RCW 43.79, WAC 357-31-640 through 357-31-725 CWU Administrative CWUP 2-30-270; Reviewed/Endorsed by: PAC; Review/Effective Date: 01/02/2008; 03/30/2012; Approved by: Sherer M. Holter, Chief of Staff]