Personnel Manual

Leaves

Bereavement Leave

Updated January 2011

For absences due to the death of a relative including a spouse, parent, grandparent, child, brother, sister (or brothers-, sisters-, parents-, and grandparents-in-law), bereavement leave may be used for the primary purpose of attending funeral services. Employees in a with benefits status who have successfully completed their introductory period may receive paid leave of up to three days. When long distance travel is involved, the supervisor may approve an extra one or two days paid leave if necessary. If more time is required, vacation, sick leave, or leave without pay may be taken. Approved bereavement leave is not deducted from vacation or sick leave, and may be used as needed.

Dates of absence should be reported on the monthly time sheet, signed by the supervisor and forwarded to payroll by the monthly due dates. To ensure accurate and timely payroll processing, it is critical that this information be sent on time.

Emergency Shared Leave Program

Effective April 1, 2000

The university has benefit programs in place to provide financial assistance in the event that qualified staff and administrators experience either short-term or long-term illness or disability. Even with these benefits in place, there may be extreme medical situations in which an employee does not have enough sick leave accumulated to bridge the gap between paid leave and the initiation of long-term disability benefits.

The purpose of Emergency Shared Leave is to provide limited financial assistance in prolonged, life-threatening and catastrophic medical situations, by allowing eligible employees to voluntarily share a portion of their accrued leave time to help fund the medical leave of an authorized recipient.

Eligibility to Receive Shared Leave

Administrators and staff members may be eligible to receive donated leave if they meet all of the following requirements:

  1. The employee has completed at least one full year of employment with the university, is in a with benefits position, and is regularly scheduled to work .5 FTE or more.
  2. The employee requesting shared leave suffers from an extended and severe illness, injury, impairment or physical or mental condition which has caused or is likely to cause the employee to go on medical leave without pay status or to terminate his/her employment.
  3. The absence and the use of shared leave are justified.
  4. The employee has depleted, or will soon deplete, his/her own accumulated vacation and sick leave balances. 
  5. The employee has abided by university policies regarding sick leave use.
  6. The leave request is approved by President's Council.

Eligibility to Donate Shared Leave

Administrators and staff members may donate sick or vacation leave as follows:

  1. The employee must have completed at least one full year of employment with the university, is in a with benefits position, and is regularly scheduled to work .5 FTE or more.
  2. Employees with accrued vacation leave balances of more than 80 hours may request that from 8 hours up to 40 hours of vacation leave be transferred to another employee authorized to receive shared leave.
  3. Employees with accrued sick leave balances of more than 520 hours may request that from 8 hours up to 40 hours of sick leave be transferred to another employee authorized to receive shared leave.
  4. Employees may donate up to a maximum of 80 hours of combined vacation and sick leave in any one year.
  5. The donation of leave is completely voluntary. No one shall be coerced or financially induced into donating leave time.
  6. The number of leave hours transferred shall not exceed the amount authorized in writing by the donating employee.

Review Process

The steps outlined below will be followed expediently in making application for, and in review and approval of, Emergency Shared Leave.

  1. An employee who believes that he/she may be eligible for Emergency Shared Leave may request it. If that is not possible due to the employee's physical or mental condition, then his/her manager or a family member may make a request on his/her behalf.
  2. Requests for Emergency Shared Leave should be submitted in writing to Human Resources. A request for Emergency Shared Leave may accompany the leave of absence request form, or may be submitted after an employee has already initiated a medical leave. The university reserves the right to require a physician's statement documenting the employee's health condition and prognosis for recovery and return to work.
  3. After receiving a request, Human Resources will verify the employee's eligibility and status, including current accumulated vacation and sick leave balances. The Director of Human Resources will confer with the employee's budget head and Vice President. If all three of them are in agreement, then the application will be forwarded to the President's Council for review.
  4. President's Council has the final authority to determine eligibility and whether or not to authorize applications for Emergency Shared Leave. Considerations will include budgetary impact and the needs of the university. President's Council has the sole discretion regarding whether or not to extend this benefit. The receipt of benefits under this program is not guaranteed.
Shared Leave Administration

If an employee is approved by President's Council to receive Emergency Shared Leave, Human Resources will administer the benefit as follows:

  1. An announcement will be distributed to notify employees of the opportunity to donate leave time.
  2. Eligible employees who want to donate leave time must notify Human Resources in writing of the number of hours and type of leave they would like to share.
  3. Donated leave time will be accepted on a first-come basis. Any time offered that exceeds the amount approved for and used by the leave recipient will not be deducted from the accumulated leave of the person offering the time.
  4. Donating employees donate sick or vacation leave at their individual pay rates and the recipient is credited with sick leave at his/her individual pay rate. Therefore, the leave recipient will be paid at his/her current pay rate, not at the pay rate of the person donating the leave time. For this program, what matters is the number of leave hours donated to an authorized recipient - not the pay rates of those who donate leave time.
  5. It is not possible to make back-payments to a shared leave recipient who may have already taken some leave without pay. Donated time will be available for use by the recipient in accordance with regular payroll procedures and monthly cut-off dates.
  6. Leave balances and personnel records will be maintained and monitored as leave time is donated and used.
  7. The employee's long-term prognosis, anticipated return-to-work date, length of service with the university, and other relevant factors will be taken into consideration in determining the amount of shared leave an employee may receive under this program. Normally a total maximum of 520 hours may be donated to a recipient, prorated for those working less than 1.0 FTE. This is approximately the amount of time needed to cover the 90-calendar-day waiting period required prior to long-term disability benefits.
  8. Emergency Shared Leave will not be granted for a period extending beyond the earliest day on which benefits under either the university's long-term disability insurance program or the Social Security Act are expected to become payable to the employee, or if the employee is not covered thereunder, would become payable if coverage existed.

This program will be administered in coordination with the university's other policies and programs including Sick Leave, Family and Medical Leave, and long-term disability.

Family and Medical Leaves of Absence: Administrators and Staff

Revised January 2011

Administrative and staff employees in a with benefits employment status who have completed at least one year of employment with PLU may request a Family/Medical Leave of Absence (which may be paid or unpaid) for up to twelve weeks over any 12-month period. Eligible employees who are caring for a servicemember with a serious injury or illness are entitled to 26 weeks of paid or unpaid family or medical leave over any 12 month-period. The 12-month period begins with the first day of leave and ends 12 months from that date.

To be eligible for a Family/Medical Leave, the requesting employee must have completed at least twelve consecutive months of service prior to the time of the request. Minimum service for eligibility shall be at least 1250 hours over the prior twelve-month period.

Leave shall be granted for the following qualifying circumstances:

  1. The employee's own serious medical condition that makes him/her unable to perform the essential functions of his/her job.
  2. For pregnancy-related disability, birth and/or care for a newborn child or for placement with the employee of a child for adoption or foster care.
  3. Care for a child, parent or spouse with a serious medical condition. The terms "child" and "parent" shall include natural, adoptive and step relationships. The term "child" also includes a legal ward, or a child of a person standing in loco parentis (in place of a parent).
  4. A qualifying military exigency arising out of the fact that the employee's spouse, child, or parent is on active duty or has been called to active duty status as a member of the regular Armed Forces, National Guard or Reserves.
  5. A serious injury or illness affecting the employee's spouse, child, parent, or next of kin, who is a covered servicemember or qualified veteran and for which the employee is needed to provide care.
For purposes of this policy, a "serious medical condition" shall include an illness, injury, impairment or physical or mental condition that involves:
  1. Inpatient care; or
  2. Inability to work or perform other regular daily activities due to the health condition, treatment therefore or recovery therefrom; or
  3. Continuing treatment by a health care provider, which includes:
    1. A period of incapacity of more than three consecutive days which involves ongoing treatment by a health care provider; or
    2. A period of incapacity due to pregnancy or for prenatal care; or
    3. A period of incapacity or treatment for a chronic health condition as defined by the Family Medical Leave Act.

Whenever possible, Family/Medical Leave should be requested at least 30 days prior to commencement of the leave period. The university recognizes that there are emergency circumstances that will make advance notice impossible.

Requests for Family/Medical Leave of the employee or that of a parent, child, spouse, or next of kin must be submitted using the leave of absence request form and accompanied by appropriate certification specifying the serious medical condition if appropriate, the amount of leave needed, and the anticipated return to work date. Requests for Family/Medical Leave should be submitted to the immediate supervisor, forwarded to the appropriate director or vice president for signature, and then forwarded to Human Resources for final review and approval. The university reserves the right to request a second and third medical opinion at the university's expense.

Medical leaves may be instigated by the supervisor if job performance is affected by an employee's medical condition. The Director of Human Resources must be consulted prior to formally instituting medical leave.

The extent to which an approved Family/Medical Leave is fully paid, partially paid, or unpaid will be determined by the amount of vacation and paid sick leave accumulated by the employee prior to initiating the leave. Employees taking approved leaves must use any and all accumulated paid sick and vacation leave, but may not exceed the total amount of sick and vacation time they have accumulated. Once the employee has exhausted accumulated sick and vacation time, the duration of an approved Family/Medical Leave will be without pay. Accrual for benefit calculations, such as vacation, sick leave, or holiday benefits, will be suspended during any unpaid portions of the leave and will resume upon return to active employment.

During an approved Family/Medical Leave the university will, in accordance with policies and plan documents, pay its regular share of applicable insurance benefits including medical, dental, life and long-term disability. The employee must continue to pay his/her regular contribution towards all such benefits. The university, at its discretion, may opt to pay the employee's contribution towards all such benefits during the period of Family/Medical Leave, and recover such payments after the employee's return to work.  Business travel accident insurance will not be provided during an approved leave. If the Family/Medical Leave is provided with pay, then the appropriate and corresponding amount of retirement contributions will also continue during the period of the leave.

Employees who sustain a work-related injury may be eligible for a Family/Medical Leave for the period of disability in accordance with all applicable laws regarding disability and/or workers' compensation.

Prior to returning to active duty, an employee returning to work from a Family/Medical Leave that was due to his/her own serious medical condition must provide appropriate medical certification verifying medical release and fitness for duty. The university reserves the right to request a second and third medical opinion at the university's expense.

Upon return from Family/Medical Leave, the employee will be restored to his or her original position or to an equivalent position with equivalent pay and benefits. The use of Family/Medical Leave will not result in the loss of benefits which have accrued prior to the leave of absence.

If an employee fails to report to work promptly at the end of the approved leave period, PLU will assume that the employee has resigned. Any employee who fails to return to work from approved leave may be required to repay any health insurance premiums paid on her/his behalf during the period of the leave in accordance with applicable state and federal law.

Requests to return to work on an interim part-time basis will be considered by the university, whether for medical or for personal reasons. When an employee requests a reduced work schedule due to medical reasons, the university may request medical documentation in support of the request. Decisions regarding part-time work will be based on a number of factors, including the nature and duration of the request and the availability of work for which the employee is qualified. In some cases, an employee may be returned to work on an interim part-time basis in another position.

Employees who are medically unable to return to work following approved leave due to their own serious medical condition may be eligible to apply for long-term disability benefits. Information regarding such benefits is available from Human Resources.

Employees desiring additional leave upon the exhaustion of any approved Family/ Medical Leave may be placed on inactive status. Any additional leave will be at PLU's sole discretion.

In the event that this policy conflicts with and provides a lesser benefit than any statute, law or regulation, the university will follow the applicable statute, law or regulation.

Family and Medical Leaves of Absence: Faculty

Revised January 2011

Any regular faculty member in a with benefits employment status who has completed at least one year of employment with PLU may request from the applicable academic administrator a Family/Medical Leave of Absence (which may be paid or unpaid) for up to one academic semester, or for up to twelve weeks, whichever is greater, over any 12-month period. Eligible employees who are caring for a servicemember with a serious injury or illness are entitled to 26 weeks of paid or unpaid family or medical leave over any 12 month-period. The 12-month period begins with the first day of leave and ends 12 months from that date.

To be eligible for a Family/Medical Leave, the requesting faculty member must establish faculty service for at least twelve consecutive months prior to the time of the request. Minimum service for eligibility shall be at least 1,250 hours over the prior twelve-month period.

Leave shall be granted for the following qualifying circumstances:

  1. The faculty member's own serious medical condition that makes the faculty member unable to perform the essential functions of the faculty member's job.
  2. For pregnancy-related disability, birth and/or care for a newborn child or for placement with the faculty member of a child for adoption or foster care.
  3. Care for a child, parent or spouse with a serious medical condition. The terms "child" and "parent" shall include natural, adoptive and step relationships. The term "child" also includes a legal ward, or a child of a person standing in loco parentis (in place of a parent).
  4. A qualifying military exigency arising out of the fact that the faculty member's spouse, child, or parent is on active duty or has been called to active duty status as a member of the regular Armed Forces, National Guard or Reserves.
  5. A serious injury or illness affecting the faculty member's spouse, child, parent, or next of kin, who is a covered servicemember or qualified veteran and for which the faculty member is needed to provide care.

For purposes of this policy, a "serious medical condition" shall include an illness, injury, impairment or physical or mental condition that involves:

  1. Inpatient care; or
  2. Inability to work or perform other regular daily activities due to the health condition, treatment therefore or recovery therefrom; or
  3. Continuing treatment by a health care provider, which includes:
    1. A period of incapacity of more than three consecutive days which involves ongoing treatment by a health care provider; or
    2. A period of incapacity due to pregnancy or for prenatal care; or
    3. A period of incapacity or treatment for a chronic health condition as defined by the Family Medical Leave Act.

Whenever possible, Family/Medical Leave should be requested at least 30 days prior to commencement of the leave period. The university recognizes that there are emergency circumstances that will make advance notice impossible.

Requests for Family/Medical Leave of the faculty member or that of a parent, child, spouse, or next of kin must be accompanied by appropriate certification specifying the serious medical condition if appropriate, the amount of leave needed, and the anticipated return to work date. A faculty member who wishes to request a Family/Medical Leave shall submit a written request to his/her department chair specifying the length of leave needed and anticipated return to work date. This request will be reviewed by the chair in consultation with the appropriate dean, and then forwarded in a timely manner to the Provost's Office for evaluation of eligibility and a determination of the period of paid and/or unpaid leave to be provided to the requesting faculty member.

Paid Family/Medical Leaves may be granted for periods of less than a full semester, within the university's discretion, depending on the appropriateness of timing for the university and the needs of the faculty member's department. However, faculty members are entitled to unpaid leave of up to twelve weeks for qualifying reasons as set forth in the paragraphs above.

Medical leaves may be instigated by the faculty member's department chair, dean, or provost.  The Director of Human Resources must be consulted prior to formally instituting medical leave.

A faculty member receiving an approved Family/Medical Leave may receive some or all salary and fringe benefits for the period of leave. The proportion of pay received during the leave will be evaluated by the university in advance of the leave based on the individual's length of service, cost of replacing the individual, length of leave requested, and other similar factors.

During an approved Family/Medical Leave the university will, in accordance with policies and plan documents, pay its regular share of applicable insurance benefits including medical, dental, life and long-term disability. The individual on a leave must continue to pay his/her regular contribution towards all such benefits. Business travel accident insurance will not be provided during an approved leave. If the Family/Medical Leave is provided with pay, then the appropriate and corresponding amount of retirement contributions will also continue during the period of the leave.

Faculty members who sustain a work-related injury may be eligible for a Family/Medical Leave for the period of disability in accordance with all applicable laws regarding disability and/or workers' compensation.

Prior to returning to active duty, a faculty member returning to work from a Family/Medical Leave that was due to his/her own serious medical condition must provide appropriate medical certification verifying medical release and fitness for duty. The university reserves the right to request a second and third medical opinion at the university's expense.

At the conclusion of an approved Family/Medical Leave, the faculty member shall be returned to the position he or she held before the leave, with no loss of seniority or other benefits. With mutual agreement between non-tenured faculty members and the university, tenure decisions may be delayed or the probationary period extended, depending on the length of the leave and other factors, including the policies and guidelines of the American Association of University Professors. Any delay of a tenure decision or extension of a probationary period for any untenured faculty member shall be addressed by written agreement between the parties at the time that the leave is taken.

Requests to return to work on an interim part-time basis will be considered by the university, whether for medical or for personal reasons. When a faculty member requests a reduced work schedule due to medical reasons, the university may request medical documentation in support of the request.

Faculty members who are medically unable to return to work following approved leave due to their own serious medical condition may be eligible to apply for long-term disability benefits. Information regarding such benefits is available from Human Resources.

Faculty members desiring additional leave upon the exhaustion of any approved Family/Medical Leave may request an unpaid Regular Leave of Absence in accordance with the Faculty Handbook.

In the event that this policy conflicts with and provides a lesser benefit than any statute, law or regulation, the university will follow the applicable statute, law or regulation.

Personal Leaves of Absence

Administrators and staff employed at PLU may request a leave of absence without pay for personal reasons. Leaves should be requested at least 30 days in advance through normal administrative channels. They are considered on a case-by-case basis and require approval of the appropriate university officer and Human Resources. Leaves of absence are not normally granted for more than a one-year period for administrators or for more than a six-month period for staff.

In personal leave of absence situations, there is no guarantee that an individual's position will be held open for him/her. When a request for such a leave is received, the appropriate university officer and the Director of Human Resources will review the request considering factors such as: length of time off requested, level of performance, length of service, reason for absence, the nature of the person's job, feasibility of making arrangements for a temporary replacement, and other appropriate factors.

In general, approved personal leaves are provided on a without pay and without benefits basis. Vacation and sick leave do not accrue during unpaid leave.

Professional Development

Extended Professional Development Leave for Administrators

Purpose

Extended professional development leaves are an integral part of the university's commitment to life-long learning. A significant block of time away from usual professional responsibilities encourages and nurtures administrator improvement through professional development, education, research, service, or related pursuits. The effective utilization of such a leave is the professional accountability of every administrator who is approved for one. The opportunity for extended leave is a granted privilege and not a right or accrued benefit.

General Provisions

  1. Extended professional development leaves are intended to be used for extraordinary learning and developmental opportunities, not for routine and customary activities such as annual conferences or workshops.
  2. Approval for an extended professional development leave includes the understanding that a comparable administrative position will be held for the individual upon return from the leave.
  3. The administrator must be a regular employee of PLU, working at least .75 FTE or more, and will have been employed by the university for at least seven consecutive years at the time of leave. Administrators who are in a temporary status, who work .74 FTE or less, or who have not met the length of service requirement are not eligible to apply for extended leave.
  4. At the time the leave is requested and initiated, termination of employment is not contemplated either by the administrator or by the university administration.
  5. The applicant must have fully satisfactory performance and must receive the support of his/her department and division heads.
  6. Professional development leaves will typically range from one to three months in length (not including approved vacation time). The specific duration of an approved leave will be based on the proposal and its funding as well as on the potential staffing impact on the applicant's department.
  7. Administrators may apply to use vacation time for which they are eligible to supplement their professional development leave.
  8. Generally, no more than four administrators will receive leaves per fiscal year. Administrators approved for leaves in any given year will typically be from different departments and divisions to minimize staffing impact.
  9. The person granted a leave under this plan is expected to return to active service at PLU for at least one year following completion of the leave.

Application and Implementation Process

  1. Applicants should submit proposals to their department/budget heads and, assuming they receive endorsement, forward them to the appropriate vice president. Applications must be received in the vice president's office no later than December 31st of the calendar year preceding the fiscal year (June 1st through May 31st) during which the proposed leave would occur.
  2. The vice president will evaluate the request in conjunction with the applicant's budget/department head and then forward the application with a recommendation (for approval, disapproval, or deferment) to the President who will make the final decision in consultation with President's Council and Human Resources.
  3. Leave application proposals will include:
    1. Planned professional development activities;
    2. A detailed written outline of leave duration, with beginning and ending dates;
    3. A proposed staffing plan regarding how one's duties and responsibilities will be covered during the absence;
    4. Advantages related to the applicant's performance as an administrator; and
    5. Advantages to the university, the PLU community, and/or the community at large.
  4. Decision-making factors used in the review and approval process should include but will not be limited to the following:
    1. The merits of the applicant's professional development leave proposal.
    2. The extent to which the applicant's planned learning experience will enhance his/her contribution to the university.
    3. The degree to which an absence in a given year can be covered or may create a hardship on the applicant's department.
    4. The applicant's length of service and level of performance.
    5. The availability of funding and any potential impact on the university's budget.
  5. Notification of acceptance, rejection, or possible deferment of a request will be given within a reasonable length of time. When an extended professional development leave is approved, the applicant will be sent a memorandum stating the terms of the leave.
  6. The administrator is honor-bound not to accept any other employment, which might interfere with the proposed study plan during an extended professional development leave. Employment compatible with the leave purpose may be accepted if total compensation (PLU and extended source) does not exceed 110% of the administrator's annual university compensation.
  7. Each administrator granted a professional development leave shall sign an agreement to return to active work at PLU for at least one full year of service upon completion of the leave. If an administrator fails to fulfill this obligation, the administrator shall repay in full the salary and benefits received during the extended professional development leave. This amount will be due no later than three months following the date designated in the leave agreement for the administrator to return to work.
  8. Upon returning to work, the leave recipient will submit a written report to his/her vice president and the president describing activities, education received, and accomplishments during the leave period.
  9. Administrators who are not approved for an extended professional development leave may reapply yearly. Administrators who have had a leave under this plan may reapply after completion of an additional six full consecutive years of employment with PLU.

Pay and Benefits

  1. Administrators granted extended professional development leaves will receive 90% of their regular base annual salary during the period of the leave. Vacation time approved to be taken in conjunction with an approved leave will be paid at the regular 100% of base salary pay rate.
  2. During the leave, the administrator will continue to participate in all standard benefits programs for which he/she is eligible.

Administrators on professional development leaves will continue to accumulate vacation and sick time and to receive regular holiday pay.

Sick Leave

SICK LEAVE For Employees (.50FTE and above)
Revised December 2008; Revised October 2009; Revised September 2012

Sick leave constitutes short-term disability coverage providing earnings protection for eligible employees before long-term disability coverage takes effect. Full-time administrative employees earn sick leave at the rate of 8 hours per month starting the first day of employment, while full-time staff employees begin accumulating sick leave after 90 days. Administrators and staff may take accrued sick leave following satisfactory completion of their introductory period. This benefit is pro-rated for benefits-eligible staff and administrators working between .5 FTE and .99 FTE. Up to 800 hours may be accumulated. The university does not compensate employees for unused sick leave at termination.

Sick leave may be used only under the following circumstances:

  1. Personal Illness: for any illness, injury or other medical condition that requires an employee to be confined to a medical facility or to remain at home. Doctor and dentist appointments may also be covered by sick leave. Upon return from sick leave the university may require a doctor's verification supporting the reason for leave and/or that the employee may safely resume work.
  2. Family Illness: for any serious illness that requires an employee's absence in order to provide care for an immediate family member. Family members for purposes of this definition are spouse, parent, grandparent, child, brother, sister (or brothers-, sisters-, parents-, and grandparents-in-law).
  3. Employees working in Seattle who are eligible for sick leave under this policy may also use sick leave for the purposes described in the university’s “Sick Leave for Seattle Part-Time Employees” policy. 

Dates of absence should be reported on the monthly time sheet. Longer-term absences (four working days or more) should be reported by the supervisor to Human Resources immediately.

If an employee leaves university employment and is rehired in a benefits eligible position within one year, the university will credit back the sick leave balance the employee had when they left employment. Administrators and staff may take sick leave following satisfactory completion of their introductory period.

Refer to the Family and Medical Leave policy for additional information.

SICK LEAVE FOR SEATTLE PART-TIME (<.50 FTE) EMPLOYEES
September 2012

The City of Seattle passed an ordinance (#123698), effective Sept 1, 2012, that requires a certain level of sick and safe leave.  This policy applies to those part-time employees who are not eligible for the university’s “Sick Leave For Employees” policy, who work in the City of Seattle, and who meet the eligibility requirements described below. Eligible employees are defined as those performing work in the City of Seattle. An employee who performs work in Seattle on an occasional basis is covered only if they perform more than 240 hours of work in the City of Seattle within a calendar year and who have completed their introductory period.

Paid sick/safe leave benefits are provided to all eligible Seattle employees for periods of a covered temporary absence as required by law.  Covered temporary absences for sick leave may include (i) an employee’s own illness, injury or health condition; or (ii) leave to care for an employee’s family member with an illness, injury or medical appointment.  Covered temporary absences for safe leave may include (i) an employee’s need to care for a child whose school or daycare has been closed by order of a public health official; or (ii) leave for reasons related to domestic violence, sexual assault or stalking that affect the employee or the employee’s family member. 

Current employees will begin to accrue paid sick/safe leave on September 1, 2012. Employees hired on or after September 1, 2012 will begin to accrue paid sick/safe leave from the start-date of employment.  Employees accrue sick/safe leave in one amount and can choose to use it either for sick leave or safe leave.  Only the hours worked in Seattle will count toward accrual of paid sick/safe leave.  Employees may take sick leave following satisfactory completion of their introductory period.

Employees are eligible for the following paid sick/safe leave benefits:

  • Employees accrue 1 hour of sick/safe leave benefits for every 30 hours worked.  You may use this benefit on the 180th calendar day after employment.  Employees may use a maximum of 72 hours in a calendar year.
  • Unused sick leave benefits are carried over to the following calendar year at a maximum amount of 72 hours.  Unused sick/safe leave benefits are not paid to employees upon termination of employment.
  • Sick leave benefits are calculated based on the employee's base pay rate at the time of absence and do not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.

The “Sick Leave for Employees (.50 FTE and above)” policy will apply for hours worked outside the City of Seattle.  An employee may not simultaneously accrue sick leave under both policies. 

Dates of absence should be reported on the monthly time sheet. Longer-term absences (four working days or more) must be reported by the supervisor to Human Resources immediately.  For leave that is foreseeable, a request should be provided by the employee at least 10 days ahead of time (or as early as possible).  For unforeseeable leave, the employee must provide notice as soon as is practicable.  After three consecutive days of sick/safe leave, the employer may require documentation to support the leave, such as a statement signed by a health care provider stating that sick leave is necessary.

If an employee leaves university employment and is rehired in a benefits eligible position within one year, the university will credit back the sick leave balance the employee had when they left employment.

The employer does not discriminate against an employee for exercising in good faith her/his rights under this policy.  These rights include using paid sick/safe leave, informing the employer or legal counsel about alleged violations, participating in an investigation or filing a complaint about alleged violations.

Last Modified: January 31, 2013 at 02:43 PM