The WSU shared leave program, as provided by under the State of Washington Leave Sharing program allows qualifying employees the opportunity to receive donation leave to utilize as if it were their own. Shared leave is available for major life events such as extraordinary or severe illness or injury of the employee or qualified family member, for employees called to military service, and other qualifying events outlined in BPPM 60.58.
Overview and Entitlements
Employees may apply for the shared leave program by receiving donations after they have exhausted all of their own accrued leaves. Employees may donate leave time to fellow employees who have been approved for the shared leave program.
Shared Leave Maximum
Eligible employees may receive and use a maximum of 261 days of shared leave during their lifetime of qualifying employment. Shared leave is not granted for longer than 90 calendar days or 522 hours (for a full-time employee) per condition, event, or occurrence. The number of hours of shared leave received per condition is based on the employee’s Full-Time Equivalent (FTE). A part-time employee receives the number of hours prorated according to the employee’s FTE percentage.
Bargaining Unit Employees should consult their Collective Bargaining Agreements.
A WSU employee is eligible to request participation in the shared leave program when the employee is entitled to accrue sick leave or annual leave. An employee must first exhaust all of their own accrued sick, annual leave, personal holiday, and compensatory time before they may receive shared leave donations.
When deciding whether or not to grant a request for shared leave, the University considers the applicability of the following criteria:
- An employee suffering from an extraordinary or severe illness, injury, impairment, physical or mental condition which is serious, extreme, and/or life threatening
- An employee’s relative or household member suffering from an extraordinary or severe illness, injury, impairment, or physical or mental condition which is serious, extreme, and/or life threatening
- Victim of domestic violence, sexual assault, or stalking – Additional Leave information
- An employee called to service in the uniformed services – Additional Leave information
- Eligible emergency worker
Long Term Disability
Employees have the option of purchasing optional long-term disability (LTD) insurance through HRS, with waiting periods ranging from 30 to 360 calendar days. If an employee applies for shared leave for their own health condition and is found to be eligible, shared leave is only to be applied to cover the employee’s chosen optional waiting period or up to a maximum of 90 calendar days or 522 hours for a full-time employee, whichever is shorter.
Employees who wish to apply for Shared Leave due to their own or a family member’s or household member’s medical condition may complete the Shared Leave Employee Request Form – Medical Leave. The health care provider completes the Shared Leave Health Care Provider Statement.
Employees who wish to apply for Shared Leave due to a call to Active Duty in the Uniformed Services or due to services as an emergency volunteer complete the Shared Leave Employee Request Form – Uniformed Services and Emergency Volunteer. They also provide the necessary supporting documentation as described on the form.
Employees who wish to apply for Shared Leave due to being a victim of domestic violence, sexual assault, or stalking should complete the Shared Leave Employee Request Form – Victims of Domestic Violence, Sexual Assault or Stalking. They also provide the necessary supporting documentation as described on the form.
All forms are located on the Disability Services forms page. The Shared Leave application materials should be returned to Human Resource Services (HRS). The shared leave request is reviewed by HRS Pullman on a case-by-case basis. HRS determines whether the employee’s request for shared leave is approved or denied based upon the criteria in the law and University policy.
Employees may donate Annual Leave, Sick Leave, and Personal Holidays to an individual who is on approved Shared Leave.
Civil service employees, collective bargaining unit employees, administrative professional employees, and faculty who accrue annual leave may request approval to donate annual leave to the shared leave program. Hours must be donated in whole, not partial, hours. After the donation, you must still have at least 80 hours of annual leave on your leave records. (WAC 357-31-425)
Civil service employees, collective bargaining unit employees, and administrative professional employees who accrue and use sick leave may donate sick leave to the shared leave program. Faculty who accrue sick leave and who demonstrate to the satisfaction of HRS that they have a history of taking and accurately documenting sick leave may donate up to 40 hours of sick leave per approved recipient and a maximum of 80 hours of sick leave per calendar year. Hours must be donated in whole, not partial, hours. Employees must maintain a minimum of 176 hours of sick leave after the donation.
Civil service employees, collective bargaining unit employees, administrative professional employees, and faculty who receive a personal holiday may donate personal holiday hours to the shared leave program. (WAC 357-31-425) Personal holiday hours must be donated in whole hours.
To donate leave, complete the Shared Leave Donation form located on the Disability Services forms page.
Uniformed Service Shared Leave Pool
The state of Washington created the Uniformed Service Shared Leave Pool to enable state employees who are called to service in the uniformed services to maintain levels of compensation and employee benefits consistent with the amount the employees would have received in active state service. The pool was also created to allow general government and higher education employees to voluntarily donate leave to be used by any eligible employee who has been called to service in the uniform services in accordance with RCW 41.04.685.
The Uniformed Service Shared Leave Pool is administered by the Washington Military Department in consultation with the Office of the State Human Resources Director and the Office of Financial Management. More information regarding the pool may be found on the Washington Military Department website.
Questions? Contact Disability Services