Payment for Unused Sick Leave

Transcription

1 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL ANNUAL ATTENDANCE INCENTIVE Each year eligible employees may request payment for 25 percent of the unused sick leave accrued during the year if the employee maintains a 480 accrued hour balance. (WAC and RCW ) At retirement, an eligible employee or the employee's beneficiaries may receive either benefits from the Voluntary Employee's Benefit Association Medical Expense Plan (VEBA MEP) or payment for the accrued sick leave. (WAC , RCW ) See Retirement Attendance Incentive and BPPM Employee Eligibility The Office of Financial Management has approved classes of eligible employees who satisfy the following criteria, in accordance with SAAM and RCW : Teaching and research faculty are not eligible. Employees must earn sick leave. Accurate records of sick leave records must be maintained. Sick leave subject to compensation is not accumulated at a rate in excess of one day per month. Civil Service Employees Collective Bargaining Unit Employees AP Employees Faculty Balance All civil service employees are eligible. Employees covered by a collective bargaining unit agreement are to refer to the appropriate agreement for eligibility information. All administrative professional (AP) employees are eligible. Research and teaching faculty are ineligible for the sick leave payment program. The employee or the employing department deducts the sick leave hours that are the basis of the claim from the employee's sick leave balance. 480 Hour Minimum Employee's December 31st sick leave balance must exceed 60 days (480 hours). The employee must maintain a 480-hour minimum sick leave balance. The claim cannot reduce the sick leave balance below 480 hours (see Table 1).

2 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Pay Rate for Eligible January Claim Partial Claim Employees receive one hour's pay for each four hours of eligible sick leave. determines the hourly rate by dividing the employee's January monthly salary by 174. WSU honors only those claims for payment for unused sick leave that meet the January Payroll Documents Calendar deadline. Claims are processed only in January. Employees may not claim less than the number of eligible hours, e.g., an employee who earned but did not use 24 hours during the previous year may not base his claim on 20 hours. PROCEDURES January Claim The January Payroll Documents Calendar includes the deadline for submitting a claim for unused sick leave payment. To view the January Payroll Documents Calendar, go to the website at: payroll.wsu.edu/ Select DEPTPAY Users, then Select Payroll Documents Schedule Fall/Spring. Applicable Form Employees use the applicable report form to initiate claims for payment of unused sick leave as follows: Overtime-eligible civil service, collective bargaining unit, and administrative professional employees use the Time Report. Overtime-exempt civil service and collective bargaining unit employees use the Leave Report for Excepted Work Period Classified Staff. Overtime-exempt faculty and administrative professional employees use the Leave Report. Complete the WSU ID Number, Name, Title Code, Year, Employing Department, and Title fields. Indicate that the report is for Payment in Month.

3 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Applicable Form (cont.) Indicate the sick leave accrual balances after deducting the compensated hours in the space for sick leave accrual balances. Use this figure when preparing January's Time or Leave Report. In Comments, indicate the balance as of December 31, hours earned during the year, hours used during the year, and hours that are the basis of the claim. Refer to Table 1. See Figure 1 (Time Report example) and Figure 2 (Leave Report example). The employee signs the report. The employee's supervisor verifies and approves the report. Routing Civil Services and Collective Bargaining Unit Employees Faculty and AP Employees After verification, the employing department routes the report to Payroll. After verification, the employing department routes the report to (HRS). HRS routes the report to Payroll. Payment Retirement Attendance Incentive (VEBA MEP) Payroll calculates the payment and includes it on the employee's second January paycheck. The employee does not personally choose between the VEBA MEP and sick leave payment. The decision to participate in the VEBA MEP is decided by a simple majority vote of each employee group and is binding each succeeding year until a request for a new vote is submitted. Contact HRS for information regarding participating employee groups. Ten percent of employees eligible for sick leave payout, in any one of the eligible groups, may request a new vote for the ensuing year. Contact HRS to initiate the voting process. Collective bargaining unit employees refer to the applicable bargaining unit agreement regarding payment of accrued sick leave. Refer to BPPM for additional information regarding sick leave payment.

4 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL TABLE 1: CALCULATING ELIGIBILITY FOR SICK LEAVE PAYMENT Dec 31 Balance Earned Minus Used Eligible Paid Balance After Payment Comments 646 ( ) = 32 32/ = 614 All 32 hours were above the 480-hour minimum = = 446 No payment indicated because Dec. 31 balance is less than 480 hours. 496 ( ) = 32 16/ = 480 Only 16 of the 32 hours exceed the 480-hour minimum. 606 ( ) = = 606 No payment because year's use exceeds previous year's accrual = = 476 No payment because Dec. 31 balance is less than 480 hours.

5 BUSINESS POLICIES AND PROCEDURES MANUAL PERSONNEL Civil Service and Collective Bargaining Unit Employees Payment TIME REPORT OVERTIME-ELIGIBLE EMPLOYEES The maximum annual leave balance is 240 hours for civil service and 352 hours for faculty and A/P. The maximum compensatory time balance for civil service is 240 hours. See WAC for exceptions. Enter dates of Family Medical Leave in Comments; see back for routing. Bargaining unit employees refer to appropriate contracts for compensatory time and leave accrual limits. WSU ID NO. NAME LAST, FIRST, AND MIDDLE MAIL CODE EMPLOYING DEPARTMENT EMPLOYEE TYPE FINNEY, ALBERT C Facilities Operations Faculty and AP: Civil Service: Collective Bargaining: Annual Alternate MONTH YEAR TITLE TITLE CODE % FTE TERM (Basis of Service) Academic Scheduled Payment 2004 Drafting Technician II Months Summer Nonscheduled HOURS WORKED WSU1010-GENE Time Base Code RP Account Code Program-Budget-Project Total LEAVE HOURS TAKEN (Enter other leave types in blank lines as necessary. See BPPM Chapter 60.) Annual Leave Comp Time Off Leave Without Pay Personal Holiday Holiday Bereavement (Civil Svc./Col. Bar. Unit) Note family relationship in Comments. Emergency Leave (Fac and AP) Note family relationship in Comments. Shared Leave TOTAL HOURS COMP TIME EARNED BALANCES Annual Leave Shared Leave Comp Time Comments Previous Balances Balance 12/31/ earned in Subtract Used Used in Basis of claim Subtract Donated 32 Add Earned or Received Current Balance Administrative Correction 614 I certify that this is an accurate report of my work and leave. Supervisor's Signature //s// Employee's Signature //s// Administrative Approval Figure 1

6 PERSONNEL BUSINESS POLICIES AND PROCEDURES MANUAL Faculty and Administrative Professional Payment Report OVERTIME EEMPT LEAVE REPORT FACULTY AND ADMINISTRATIVE PROFESSIONAL STAFF WSU ID NUMBER NAME LAST, FIRST, MIDDLE INITIAL ROBERTS, ALVIN G. MONTH YEAR EMPLOYING DEPARTMENT MAIL CODE Payment 2004 Office of Development Washington State University Pullman, WA TITLE CODE Faculty Admin Professional PERCENT FTE Annual Academic Summer Leave Taken Annual Leave Total Leave w/o Pay Personal Holiday Holiday Emergency Leave Training Leave Civil Leave Military Leave Shared Leave Leave With Pay Balances Annual Leave * Shared Leave Comments Balance 12/31/ Previous Balances earned in Subtract Used Director Used in Subtract Donated Basis of claim 32 Add Earned or Employee's Signature Shared Leave Received I certify that this is an accurate report of my leave hours. //s// Current Balance 614 Supervisor's Signature Administrative Approval Administrative Correction //s// * The maximum annual leave balance is 352 hours or 44 days. WSU1126-GENE Figure 2