Central Washington University

Leave

6-60-010 Annual Leave
6-60-020 Bereavement Leave
6-60-030 Family and Medical Leave
6-60-040 Holidays
6-60-050 Jury/Civil Duty Leave
6-60-060 Leaves of Absence Without Pay
6-60-080 Non-Accrued Leave Plan (Formerly "Disability Leave Plan")
6-60-090 Paid Leave to Care for Family Members WithSerious Medical Conditions
6-60-100 Parental Leave
6-60-110 Sick Leave Accrual Plan

CWUP 6-60-010 Annual Leave

(1) Each eligible employee shall accrue, for each calendar month of full-time employment with the university, including the month of hire for those hired on or between the first and the fifteenth of the month, 16.67 hours of annual leave for each and every month of continuous employment with the university (25 days per year). Employees who work less than full time, but at least half time, will accrue a pro rata amount.

(2) Annual leave hours shall not accrue during a period of professional leave or leave of absence without pay (including cyclic leave without pay) which exceeds eighty (80) hours in any calendar month.

(3) An employee who transfers without a break in service to the university from a Washington State agency or higher education institution where the employee has been accruing annual leave on a monthly basis may transfer accrued unused annual leave hours not to exceed 30 days (240.00 hours) for use and compensation as covered under this code. An employee who leaves the university and transfers without a break in service to a leave eligible position in a Washington State agency or higher education institution will have any unused annual leave, not to exceed 30 days (240.00 hours) transferred to the receiving agency/institution.

(4) This provision does not include persons appointed to temporary positions of 6 months or less and/or those holding less than half- time exempt positions unless otherwise specified by appointment letter in accordance with CWUP 6-30-010 (Appointment: Terms and Conditions), nor those who have letters of appointment that specify otherwise.

(5) If an employee’s annual leave balance will exceed the maximum accrual of thirty days (240.00 hours) and it is determined that the employee’s request to use annual leave to avoid the excess accrual should be deferred for the convenience of the employing department, the procedure outlined shall be followed.

(6) If no statement of necessity has been filed, annual leave in excess of thirty (30) days shall be accumulated as described in the procedure as an alternative to the provisions of CWUP 6-60-010 (Annual Leave).

(7) Accrued, unused annual leave credits in excess of thirty (30) days, if accumulated initially under the deferral process but without subsequent approvals once each month to maintain the deferral status, shall serve to place the total accrual of leave into the alternative mode with such total accrual governed entirely by the provisions of CWUP 6-60-010(5) (Annual Leave).

(8) Compensation for Unused Annual Leave.

(A) Except for Washington State employment transfer as specified in CWUP 6-60-010 (2) (Annual Leave), when an exempt employee is separated from the university by resignation, layoff, dismissal, retirement, or death, the employee or the employee’s estate is entitled to a lump sum cash payment for all unused annual leave including accrual for the month of separation for those employees terminating on or after the sixteenth of the month, and excluding any excess annual leave accumulated under provisions of CWUP 6-60-010(5) (Annual Leave).

(B) At no time, except for hours of annual leave deferred under the provisions of CWUP 6-60-010 (4) (Annual Leave) shall any exempt employee leaving university employment, or the employee’s estate receive more than (30) days of annual leave cash-out pay.

(C) Accrued annual leave may not be requested to extend the effective date of resignation or retirement unless by mutual benefit to the employee and the university and approved by the appointing authority.

(D) The last day worked is the last day in active pay status and will be considered the effective date of resignation for calculating any such cash payment unless the university schedules the use of annual leave following the last work day (see CWUP 6-40-040 (Resignation or Retirement), CWUP 6-40-010 (Abandonment of Position–Presumption of Resignation), CWUP 6-40-030(3)(Termination or Reduction of Employment, Due to Financial Necessity or Program Discontinuance), CWUP 6-40-070 (Termination for Cause by University).

(E) If an exempt employee is transferred to classified status, his/her earned but unused annual leave shall also be transferred. In the same manner, a classified employee who is transferred to exempt status shall also have earned but unused leave so transferred.

(9) Exempt employees may donate some of their accrued annual leave under the shared leave program.

[EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09; BOT: 12/09: Responsibility: CFO/BFA; Authority: President’s Office; Reviewed/Endorsed Cabinet/PAC; Review/Effective Date: 9/5/12; 10/04/17; Approved by: James L. Gaudino, President]

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CWUP 6-60-020 Bereavement Leave

Employees, with the approval of their supervisor, may take up to ten working days off with pay for traveling to, making arrangements for, and attending a funeral or memorial service, or handling related estate business for the death of family members as defined in
CWUP 6-60-090 (Paid Leave to Care for Family Members with Serious Medical Conditions) as well as a parent of the employee’s dependent child. The time may be taken all at one time, or intermittently as needed.

With the approval of their supervisor, employees may take bereavement leave to attend other funerals. Such bereavement leave with pay shall be limited to a maximum of one day.

[EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09:Responsibility: CFO/BFA; Authority: President’s Office; Reviewed/Endorsed Cabinet/PAC;
Review/Effective Date: 9-5-12; Approved by: James L. Gaudino, President]

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CWUP 6-60-030 Family and Medical Leave

(1) In accordance with the Family and Medical Leave Act (FMLA) and this section, CWU shall grant eligible employees applicable paid and unpaid leave for up to 12 work weeks during a 12 - month period for any of the following events: the birth or adoption of a child, or the foster care placement of a child; the care of an employee’s spouse or same or opposite sex domestic partner, son, daughter, or parent if that individual has a serious health condition; or a serious health condition of the employee that renders the employee unable to perform regular assigned job functions.

(2) The servicemember family leave section of the FMLA covers a qualifying exigency arising from the fact that the spouse, son, daughter, or parent of the employee is on active duty or has been notified of an impending call to active duty in the Armed Forces in support of a contingency operation; or to provide care for a covered servicemember who is suffering from a serious illness or injury incurred in the line of duty.

Servicemember family leave shall be allowed to an eligible employee who is the spouse, son, daughter, parent or next of kin of a covered servicemember and shall be for a period of up to twenty-six (26) workweeks of leave in a single twelve (12) month period. During the single twelve (12) month period during which service member family leave is taken the employee may only take a combined total of twenty-six (26) workweeks of leave for servicemember family leave and leave taken for other FMLA qualifying reasons. The definitions for servicemember family leave are covered in the university administrative policies and procedures.

(3) For purposes of this code, an eligible employee is an exempt employee who has worked for the university for at least 12 months and for at least 1,250 hours during the previous 12-month period. For part -time employees who meet this requirement, the 12 weeks of leave shall be provided on the same pro rata basis that their employment schedule bears to a full-time schedule. The employee may choose to use appropriate accrued paid leave and/or leave without pay for absence granted in accordance with FMLA. All elected paid leave is to be taken before leave without pay with one exception: employees will reserve and use sufficient paid leave each pay period during leave without pay to cover the employee paid premiums for continuing insurance coverage.

(4) An eligible couple (husband and wife or same or opposite sex domestic partners), who are both employed by CWU, are each entitled to 12 work weeks of FMLA leave (or a combined total of 26 workweeks of leave for servicemember family leave and leave taken for the other FMLA qualifying reasons) during a 12-month period. However, their combined leave per incident of birth, adoption, foster child placement, and exigency may not exceed a total of 12 weeks or a combined total of 26 workweeks of leave for servicemember family leave and leave taken for the other FMLA qualifying reasons.

[EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09: Responsibility: EEA Governing Board/Chief of Staff; Authority: President’s Office; Reviewed/Endorsed Cabinet/PAC; Review/Effective Date: 9-5-12; Approved by: James L. Gaudino, President]

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CWUP 6-60-040 Holidays

(1) Exempt employees who hold appointments or are employed under contracts to perform services for twelve full months (non-cyclic appointments) shall be entitled to CWU's observation of the 10 legal holidays designated by state statute and three paid personal holidays per calendar year.

(2) Exempt employees who hold appointments for less than twelve full months (cyclic appointments) are entitled only to those legal holidays which occur within their employment period and are entitled to the three paid personal holidays per calendar year.

(3) Exempt employees eligible for the paid personal holidays per calendar year may donate all or part of those holidays under the Shared Leave Program in accordance with WAC 357-31.

(4) In accordance with RCW 1.16.050, exempt employees are eligible for two unpaid holidays per calendar year for a reason of faith or conscience or an organized activity conducted under the auspices of a religious denomination, church or religious organization.

[EEAGB: 4/7/08; 9/25/12; BOT: 6/6/08; BOT: 2/09; BOT: 6/09: Responsibility: CFO/BFA; Authority: President’s Office; Reviewed/Endorsed Cabinet/UPAC; Review/Effective Date: 4/1/15; 10/04/17; Approved by: James L. Gaudino, President]

Associated Procedure 6-60-040

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CWUP 6-60-050 Jury/Civil Duty Leave

An exempt employee shall be granted absence with pay to serve on jury duty or to exercise other subpoenaed, non-personal civil duties. Such absence shall include required court time and reasonable travel time. Payment by the court for jury/civil duty shall be retained by the employee.

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CWUR 6-60-060 Leaves of Absence Without Pay

Short-term leaves of absence without pay may be approved by the appropriate supervisor for absences from work for which an employee has no applicable leave or leave balance.

Long-term leaves of absence without pay may be granted for up to twelve months by the appointing authority. Such leaves, which may be renewed in unusual circumstances, shall not generally be granted to employees unless they have been on active full - time service with the university for at least thirty-six (36) months.

Providing employment has not been terminated during the period of leave, an individual completing such leave shall return to the same employment status that the individual occupied at the commencement of the leave with any across - the - board or other applicable salary adjustments applied in the employee’s absence.

Granting a leave of absence to an employee for any purpose does not constitute or imply, on the part of the university, any greater obligation to resume or continue the employee’s employment than had the employee not been granted leave.

Leaves of absence without pay may be granted if employees are nominated for a state or national office, or if they are elected to same. The terms of the leave of absence shall be set forth in writing, and the leave will not affect unfavorably the retention of an employee, except that the time spent on such leave will not count as service time unless otherwise agreed to in writing.

Leaves of absence without pay may be granted for educational and/or professional study and development only if such leave time would be of benefit to the university once the employee returns.

[BOT: 2/12: EEAGB: 1/12: 11/02/2011: EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09: Responsibility: CFO/BFA; Authority: CFO/BFA; Reviewed/Endorsed Cabinet/PAC; Review/Effective Date: 9/5/12; Approved by: James L. Gaudino, President]

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CWUP 6-60-080 Non-Accrued Leave Plan (Formerly "Disability Leave Plan")

Central Washington University is committed to maintaining a safe and healthy work environment. Employees are advised to stay at home if they are feeling ill, to avoid placing other members of the university community at risk. Employees who feel ill while at work should disclose it to their supervisor and go home immediately.

Non-accrued leave as provided in this code is leave which entitles eligible employees to the benefits of salary, according to the prescribed schedule, and retention of status as employees for the prescribed lengths of time, for the employee’s own short-term and long-term absence caused by any incapacity to perform regular duties and causing absence from work as a result of an accident, physical or mental illness, or pregnancy. Absences for the employee’s own appointments with health care providers are also included. Qualifying absences may also run concurrently with and be designated as covered under the Family and Medical Leave Act (FMLA) in accordance with CWUP 6-60-030.

(1) Those employees eligible for the non-accrued leave plan include:

(A) CWU exempt employees who began exempt service prior to June 7, 1996, who irrevocably elected to remain in the non-accrued leave plan (formerly the disability leave plan) rather than convert to the sick leave accrual plan effective January 1, 1997.

(B) CWU faculty with more than four (4) years of service appointed to exempt positions on or after June 7, 1996, who elected to transfer from the faculty disability leave plan to the non-accrued leave plan (formerly the disability leave plan).

(2) Exempt employees shall be eligible to receive non-accrued leave, subject to the following limitations and exceptions:

(A) Employees covered by the sick leave accrual plan are not eligible for the benefits of the non-accrued leave plan that follows.

(B) Employees generally shall be eligible for non-accrued disability leave only when they are in pay status or would have been in pay status but for the incapacity to perform regular duties as a result of an accident, physical or mental illness, pregnancy, or appointment with a health care provider. Employees who experience an incapacity to perform regular duties during a time when they are temporarily not in pay status shall begin to receive benefits from the time when they would have been placed again on the payroll.

(C) Non-accrued leave shall be given for each separate case of incapacity to perform regular duties as required for recovery to resume normal duties up to the maximum amounts available, provided that non-accrued leave benefits as indicated in this code shall be guaranteed as a minimum for each separate case of disability.

(D) The exempt employee may be required to provide verification at the employee’s expense by one or more health care providers verifying the employees need to be absent due to an accident, physical or mental illness, pregnancy, or health care provider appointment. The university may, at its expense, seek a second opinion verifying the employee’s need to be absent due to an accident, physical or mental illness, pregnancy, or health care provider appointment. Failure to provide verification or refusal to submit to a request for a second opinion shall result in disapproval of non-accrued leave.

(3) Short-term non-accrued leave benefits shall be as follows:

(A) First four calendar months with retention of full employment status and with full regular monthly salary payments;

(B) The next six calendar months with retention of full employment status and with one-half of the full regular monthly salary payments;

(4) Long-term non-accrued leave benefits shall be as follows:

(A) Long-term non-accrued leave with salary and/or retention of status beyond the period prescribed for short-term non-accrued leave may be granted at the discretion of the president/designee, subject to such conditions as the president/designee may determine.

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CWUP 6-60-090 Paid Leave to Care for family Members with Serious Medical Conditions

At the employee’s request, accrued paid annual and sick leave, and/or all or part of the personal holiday, shall be granted to care for a spouse or a same or opposite sex domestic partner, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency health condition, or to care for a child with a health condition that requires treatment or supervision.

(1) For purposes of this section:

(A) “Child” means a biological, adopted, or foster child, a stepchild, a child of the employee’s domestic partner, a legal ward, or a child of a person standing in loco parentis who is:

1. under 18 years of age; or,

2. 18 years of age or older and incapable of self-care because of a mental or physical disability.

(B) “Parent” means a biological parent of an employee or an individual who stood in lzco parentis to an employee when the employee was a child.

(D) “Parent-in-law” means a parent of the spouse or the domestic partner of an employee.

(E) “Grandparent” means a parent of a parent of an employee.

(F) “Health condition that requires treatment or supervision” includes:

1. Any medical condition requiring treatment or medication that the child cannot self administer;
2. Any medical or mental health condition which would endanger the child’s safety or recovery without the presence of a parent or guardian; or
3. Any condition warranting treatment or preventive health care such as physical, dental, optical or immunization services, when a parent must be present to authorize the treatment.

(G) “Serious health condition” means an illness, injury, impairment, or physical or me
ntal condition that involves any period of incapacity or treatment connected with inpatient care (i.e. an overnight stay) in a hospital, hospice, or residential medical care facility, and any period of incapacity or subsequent treatment or recovery in connection with such inpatient care; or that involves continuing treatment by or under the supervision of a health care provider or a provider of health care services and which includes any period of incapacity (i.e. inability to work, attend school or perform other regular daily activities).

(H) “Emergency condition” means a health condition that is a sudden, generally unexpected occurrence or set of circumstances demanding immediate action, and is typically very short term in nature.

(I) “Incapable of self-care” means that the individual requires active assistance or supervision to provide daily self-care in several of the “activities of daily living” (ADLs) or “instrumental activities of daily living” (IADLs). Activities of daily living include adaptive activities such as caring appropriately for one’s grooming and hygiene, bathing, dressing and eating. Instrumental activities of daily living include cooking, cleaning, shopping, taking public transportation, paying bills, maintaining a residence, using telephones and directories, using a post office, etc.

(J) “Physical or mental disability” means a physical or mental impairment that limits one or more activities of daily living or instrumental activities of daily living.

[EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09:Responsibility: CFO/BFA; Authority: President’s Office ; Reviewed/Endorsed Cabinet/PAC; Review/Effective Date: 9-5-2; 01/22/2019; Approved by: James L. Gaudino, President]

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CWUP 6-60-100 Parental Leave

Parental leave as provided in this code means leave from employment to care for and bond with a newborn, a newly adopted child, or a newly placed foster child. Parental leave is in addition to any leave for temporary disability because of pregnancy or childbirth. In addition to FMLA eligible employees, parental leave may also be granted to employees who do not qualify for leave under section (F) Family and Medical Leave. Parental leave is leave without pay unless an employee uses some or all of their accrued annual leave in accordance with the provision below.

(1) Parental leave of up to four months (which includes the 12 weeks FMLA leave, if applicable) shall be granted to employees upon their request for the purpose of providing care to and bonding with the employee’s newborn, newly adopted child, or newly placed foster child under the age of six. Requests for leave for adoption of an older child may be granted by the appointing authority.

(2) Parental leave may be a combination of accrued annual leave and leave of absence without pay andmust immediately follow any temporary disability leave, if taken. Parental leave shall not extend beyond four months (which includes the 12 weeks FMLA leave, if applicable) after the child’s birth or placement, unless additional time is granted by the appointing authority.

(3) Any accrued annual leave taken shall precede leave of absence without pay except that:

1. Employees will reserve and use enough annual leave each pay period during leave without pay to cover the employee paid premiums for continuing insurance coverage;
2. Employees not covered by FMLA, and FMLA eligible employees in their fourth month of parental leave, must use a minimum of 8 hours annual leave in a month of leave of absence without pay to qualify for continuation of employer-paid insurance benefits.

(4) An eligible couple (husband and wife or same or opposite sex domestic partners), who are both employed by CWU, are each entitled to parental leave. However, their combined leave per incident of birth, adoption, and foster child placement may not exceed a total of four months during a 12 - month period including the 12 weeks of FMLA leave, if applicable.

[EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09: Responsibility: CFO/BFA; Authority: President’s Office; Reviewed/Endorsed Cabinet/PAC; Review/Effective Date: 9-5-12; Approved by: James L. Gaudino, President]

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CWUP 6-60-110 Sick Leave Accrual Plan

(1) Sick leave is a paid benefit to cover personal illness, to care for family members, to receive compensation for unused sick leave in accordance with RCW 41.04.340, and/or to be eligible for shared leave in accordance with RCW 41.04.665. Sick Leave absences may also run concurrently with and be designated as covered under the Family and Medical Leave act (FMLA)

(2) Eligibility.

(A) The following types of employees shall be covered by this sick leave accrual plan:

1. New employees hired by CWU into exempt positions on or after June 7, 1996.

2. CWU classified employees appointed to exempt positions on or after June 7, 1996, or whose positions are converted to exempt positions on or after June 7, 1996.

3. CWU faculty appointed to exempt positions on or after June 7, 1996 who elected not to participate in the non-accrued leave plan when such option was provided.

4. CWU exempt employees who began exempt service prior to June 7, 1996, and who irrevocably elected to enroll in the sick leave accrual plan effective January 1, 1997.

(B) The following types of employees are not eligible for this sick leave accrual plan:

1. CWU exempt employees who began exempt service prior to June 7, 1996, who irrevocably elected to remain in the non-accrued leave plan (formerly the disability leave plan) rather than convert to the sick leave accrual plan effective January 1, 1997.

2. Temporary exempt employees (hired for six months or less) and/or those CWU exempt employees holding less than half-time exempt positions unless otherwise specified by employment agreement in accordance with CWUP 6-30-060(2) (Types of Appointments).

3. CWU faculty temporarily appointed to exempt positions.

4. CWU faculty with more than four (4) years of service appointed to exempt positions on or after June 7, 1996, who elected to transfer from the faculty disability leave plan to the non-accrued leave plan (formerly the exempt disability leave plan).

(3) Accrual.

(A) Employees hired on or between the first and fifteenth of the month will receive the full monthly accrual for the month of hire; those hired between the sixteenth and the end of the month will begin to accrue the month following the date of hire. Thereafter, for each month of service completed, full-time, exempt employees shall accrue eight hours of sick leave credit; exempt employees who work less than full time but at least half time shall accrue sick leave credit on the same pro rata basis that their employment schedule bears to a full-time schedule.

(B) Sick leave credits shall not accrue during a period of professional leave or leave of absence without pay (including cyclic leave without pay) which exceeds eighty (80) hours in any calendar month.

(C) Accruals shall be credited as of the last day of the month and may not be used until the first day of the following month.

(D) Faculty appointed to exempt positions under CWUP 6-30-040 (Position Changes) shall be granted two weeks of sick leave to be added to the employee’s sick leave balance.

(4) Sick Leave Usage.

(A) An employee shall be allowed sick leave for the following conditions:

1. Due to an illness, disability or injury which has incapacitated the employee from performing his/her regular duties.

2. Where the presence of the employee is required, to care for a child under the age of eighteen with a health condition that requires treatment or supervision, or to make arrangements for extended care.

3. For a medical emergency or serious health condition of a family member that requires the presence of the employee to provide immediate necessary care of the patient or to make arrangements for extended care.

4. Because of illness or injury of a family member who is a person of disability and requires the employee’s presence to provide short-term care or to make arrangements for extended care.

5. For personal medical, dental, or optical appointments; or for family members’ appointments when the presence of the employee is required.

6. For purposes of (1) through (5) of this section, family member is defined as the employee’s spouse or same or opposite sex domestic partner, child, parent, grandparent, grandchild, sister, brother, stepchild, or a child in the custody of and residing in the home of an employee. Family member also includes individuals in the following relationships with the employee’s spouse or same or opposite sex domestic partner: child, parent, or grandparent.

7. To provide care for family members with serious medical conditions. (See CWUP 6-50 (Paid Leave to Care for Family Members with Serious Medical Conditions) for definitions and provisions applicable to this subsection.)

8. To seek assistance if the employee or employee’s family member, is a victim of domestic violence, sexual assault, or stalking as defined in RCW 49.76. The university may require the request for leave be supported by verification. For purposes of this section “family member” is defined as: parent, step-parent, sister, brother, parent-in-law, spouse, grandparent, grandchild, minor/dependent child, child and domestic partner as defined in RCW 26.60.020 or a person with whom the employee has a dating relationship as defined in RCW 26.50.010.

9. For an employee to be with a spouse who is a member of the Armed Forces of the United States. National Guard, or Reserves after the military spouse has been notified of an impending call or order to active duty, before deployment or when the military spouse is on leave from deployment see CWUP 2-30-120 (Military Leaves to University Employees).

(5) Transfer and retention of accrued sick leave.

(A) An employee who transfers without a break in service to the university from a Washington State agency or higher education institution where the employee has been accruing sick leave on a monthly basis may transfer unused accrued sick leave hours for use and compensation as specified in this code. An employee who leaves the university and transfers without a break in service to a leave eligible position in a Washington State agency or higher education institution may transfer unused accrued sick leave to the receiving agency/institution provided the agency/institution will accept it. Transfer from the university shall apply also to those sick leave hours transferred to and accrued at the university and subsequently “frozen” under CWUP 6-60-110(6) (Compensation for Unused Sick Leave)

(B) A former Washington state employee who is reemployed in a leave eligible position within five (5) years of separation shall have the former accrued sick leave balance restored for use and compensation as provided in this code.

When a retired Washington state employee is employed or reemployed by the university in a leave eligible position, only that unused sick leave accrued since reemployment minus that taken within the same period may be compensated per CWUP 6-60-110(6) (Compensation for Unused Sick Leave).

(C) When a Central Washington University (CWU) exempt employee moves without a break in service to a CWU faculty position, any unused accrued sick leave will be frozen. Such frozen leave will be reinstated for use and compensation as specified in this code if the faculty member returns to an exempt position without a break in service and is required to, or elects to, participate in the sick leave accrual plan. If the returning faculty member is eligible under code Section 4.072(2)(e) to transfer to the non-accrued leave plan (formerly the exempt disability leave plan), and elects to do so, the accrued sick leave will remain frozen but may be donated under the Washington State Shared Leave Program in accordance with CWUP 6-60-110 (9) (Donation of Accrued Sick Leave). If the employee subsequently retires from a CWU exempt or faculty position with no break in service, or dies while in active exempt service, any frozen accrued sick leave shall be cashed out in accordance with CWUP 6-60-110(6) (Compensation for Unused Sick Leave).

(6) Compensation for Unused Sick Leave.

(A) Exempt employees shall be eligible to receive monetary compensation for accrued sick leave as follows:

In January of each year, and at no other time, an exempt employee whose year-end sick leave balance exceeds 480 hours may choose to convert sick leave hours earned in the previous calendar year, minus those used during the year, to monetary compensation.

(B) Exempt employees who separate from CWU service due to retirement or death shall have funds deposited in the employee’s VEBA account at the rate of 25% for their unused sick leave accumulation, including accrual for the month of separation for those terminating on or after the sixteenth of the month. The amount deposited into VEBA shall be based upon the employee’s salary at the time of separation and calculated in accordance with state guidelines. For the purpose of this subsection, retirement shall not include “vested out-of-service” employees who leave funds on deposit with the state department of retirement systems. For members of the Central Washington University Retirement Plan (CWURP), sick leave VEBA will be paid only if the individual meets the eligibility requirements and retires from state service in accordance with provisions of the retirement plan.

(C) Compensation for unused sick leave shall not be used in computing the retirement allowance; therefore no contributions are to be made to the retirement system for such payments, nor shall such payments be reported as compensation.

(D) An employee who separates from CWU service for any reason other than retirement or death shall not be paid for accrued sick leave.

(7) Eligibility for shared leave.

(A) An exempt employee in the sick leave accrual plan may be eligible to receive shared leave if the employee meets the following criteria:

1. The employee has accrued, and is eligible to use, paid leave.

2. The employee suffers from, or has a relative or household member suffering from, an illness, injury, impairment, or physical or mental condition which is of an extraordinary or severe nature, or the employee has been called to service in the uniformed services, or the employee is a victim or domestic violence, sexual assault, or stalking as defined in RCW 41.04.655. In addition, the situation has caused or is likely to cause the employee to go on leave- without-pay status or terminate state employment; and, the employee has depleted or will shortly deplete his or her annual, sick, and military leave reserves as appropriate to the situation; and, the employee’s absence and the use of shared leave are justified; and, the employee is not eligible for time-loss compensation under Chapter 51.32 RCW.

(B) For purposes of this section, “employee’s relative” normally shall be limited to the employee’s spouse, child, stepchild, grandchild, grandparent, or parent. “Household members” is defined as persons who reside in the same home who have reciprocal duties to and do provide financial support for one another. The term “household member” shall include, but is not limited to, foster children and legal wards.

(8) Shared leave use.

An employee shall not receive more than two hundred sixty-one days of shared leave, none of which may be used to keep an employee in pay status beyond the last work day set forth in any employment agreement.

The Uniformed Service Shared Leave Pool (USSLP) applies to exempt employees and will be applied pursuant to (Uniformed Service Shared Leave Pool).

(9) Donation of accrued sick leave.

Exempt employees in the sick leave accrual plan, and exempt employees in the non-accrued leave plan (formerly the disability leave plan) who have frozen accrued sick leave, may be eligible to donate some of their accrued sick leave under the shared leave program. Donations are normally made in 8-hour blocks and cannot cause the donating employee’s accrued sick leave balance to fall below 176 hours. Sick leave Bank (formerly the disability leave bank) hours may not be used to meet this minimum requirement, nor may they be donated. Donated days are considered as time taken and are subtracted from the accrued sick leave balance (regular or frozen) and from the hours eligible for the annual sick leave compensation program.

(10) Sick leave – former classified service

(A) Central Washington University employees who prior to 6/7/96 transferred from CWU classified to CWU exempt status without a break in service and subsequently made irrevocable election to retain the Non-accrued Leave Plan (Formerly the Disability Leave Plan) in lieu of converting to the Sick Leave Accrual Plan shall be allowed to retain but not use their accrued sick leave balance. Those hours shall be considered frozen. Such employees who separate from CWU service due to retirement or death shall be compensated for their frozen sick leave accumulation at the rate of 25% in accordance with CWUP 6-60-110(6) (Compensation for Unused Sick Leave).

(B) Frozen sick leave balances will revert to employees who return without a break in service from CWU exempt status to CWU classified status for regular use in accordance with classified staff bargaining unit agreements and civil service rules.

(C) Frozen sick leave hours may be donated under the Washington State Shared Leave Program in accordance with CWUP 6-60-110(9) of this code.

(D)This section does not apply to non-accrued leave (formerly Disability Leave) afforded under CWUP 6-60-080 (Non-Accrued Leave Plan).

(11) Conversion option -- sick leave accrual plan

Exempt employees who began exempt service prior to June 7, 1996, may irrevocably elect to begin participation in the sick leave accrual plan effective January 1, 1997. Employees electing to convert to the accrual plan are subject to all the provisions of CWUP 6-60-100 (Sick Leave Accrual Plan) and the following:

(A) Accrual will begin with the month of January 1997, with the first 8 hours (full-time rate) credited on February 1, 1997.

(B) For an employee with a frozen balance of accrued sick leave hours from prior classified service, these hours will be credited to the accrued sick leave balance and available for use on January 1, 1997, and thereafter.

(12) Sick Leave Bank (formerly the Disability Leave Bank)

On January 1, 1997, and at that time only, employees converting from the sick leave bank (formerly the Disability Leave Plan) to the Sick Leave Accrual Plan shall be credited with a one-time bank of leave hours, with no future additions, with the following stipulations:

(A) Employees who have completed four full years or more of exempt service as of December 31, 1996, will be credited with a bank of 1232 hours, or a pro-rated number of hours for less than full-time employment;

(B) Employees who have completed less than four full years of exempt service as of December 31, 1996, will be credited with a bank of 704 hours, or a pro-rated number of hours for less than full-time employment;

(C) The bank hours may be used only when accrued sick leave has been exhausted and will be deducted from the bank balance;

(D) The bank hours may be used only for employee illness/disability and cannot be used for other family medical leave qualifying illness/disability;

(E) The bank hours cannot be cashed out, nor can they be donated for shared leave use.

(F) Upon an employee’s separation from exempt appointment, any unused hours in the employee’s bank will be erased and participation in the sick leave bank (formerly the disability leave bank) program permanently terminated. Approved leave of absence does not constitute a separation.

[EEAGB: 4/7/08; BOT: 6/6/08; BOT: 2/09; BOT: 6/09; BOT: 12/09: Responsibility: EEA Governing Board/Chief of Staff; Authority: President’s Office; Reviewed/Endorsed Cabinet/PAC; Review/Effective Date: 09/05/12; 08/05/2020; Approved by: James L. Gaudino, President]

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