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UW Policy Directory

APS 45.10 – Shared Leave Program for Time Off Accruing Staff, Students, Librarians, and Educators

Table of Contents

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(Approved by the President by delegation of authority Executive Orders No. 4 and No. 9)           

1.  Purpose

University employees who accrue time off may participate in the Washington State shared leave program (RCW 41.04.650) that allows eligible employees to donate a portion of their accumulated vacation time off, sick time off, and/or personal holiday to another University of Washington employee, state of Washington employee, or a Washington State school district or educational service district employee who is eligible to receive shared leave, or to a Washington State Shared Leave pool.

2.  Scope

This policy applies to classified non-union, contract-classified, and professional staff, student and temporary hourly employees, librarians, and educators.

3.  Eligibility for Receiving Shared Leave

A time off-accruing University employee may be eligible to receive shared leave donations when the employee’s available paid time off has been, or is about to be, depleted in accordance with the requirements described on the University Shared Leave Program webpage, and the employee has been approved to receive shared leave donations in accordance with University procedures.

University of Washington employees who meet eligibility requirements may also request shared leave from one of the state of Washington Shared Leave pool programs:

  • Uniformed Service Shared Leave Pool
  • Veterans’ In-State Service Shared Leave Program
  • Foster Parent Shared Leave Pool

4.  Request to Donate or Receive Shared Leave

In accordance with state and University procedures, shared leave may be donated or requested in the following circumstances:

  • When an employee has a severe, extraordinary, or life-threatening illness or injury and the employee has used, or is about to use, all of the employee’s eligible paid time off.
  • When an employee has caregiver responsibilities for a relative or a household member with a severe, extraordinary, or life-threatening illness or injury, and the employee has used, or is about to use, all of the employee’s eligible paid time off.
  • When an employee is sick or temporarily disabled because of a pregnancy-related medical condition or miscarriage, and the employee has used, or is about to use, all but forty hours of their eligible vacation and sick time off and all other paid time off.
  • When an employee takes parental leave, and the employee has used, or is about to use, all but forty hours of their eligible vacation and sick time off and all other paid time off.
  • When an employee is a victim of domestic violence, sexual assault, or stalking and the employee has used, or is about to use, all of their eligible vacation, compensatory, discretionary, personal holiday, or holiday credit time off.
  • When an employee is called to serve in the uniformed services and the employee has used, or is about to use, all of their eligible vacation, compensatory, holiday credit, discretionary, personal holiday, and paid military time off.
  • When an employee serves as an approved emergency worker and the employee has used, or is about to use, all of their eligible vacation, compensatory, discretionary, personal holiday, or holiday credit time off.

The maximum amount of shared leave an employee can receive during their state employment is 522 days. Shared leave received through the Uniformed Service Shared Leave Pool, Veterans’ In-state Service Shared Leave Pool, Foster Parent Shared Leave Pool, or the Organ Donor Shared Leave Program is not included in the 522-day limit.

For detailed information about the conditions under which shared leave may be donated and received and the procedures for donating and receiving shared leave, see the Human Resources webpage for Shared Leave.

5.  Additional Information and Responsible Office

For additional information or assistance, contact the appropriate Human Resources Service Team Member listed on the Human Resources Service Team Assignments webpage.

6.  History

February 1997; December 10, 2002; January 14, 2009; December 20, 2011; May 15, 2019.

For related information, see: