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Donating or Requesting Parental Shared Leave

July 5, 2018

As of July 1, 2018, UW employees can donate Shared Leave to colleagues who are on Parental Leave. UW employees who are on an approved leave of absence can receive Shared Leave for both Parental Leave and Temporary Pregnancy Disability if they do not have paid Time Off balances large enough to cover the duration of their leave of absence. Please see UWHR’s webpages on Parental Leave and Temporary Disability Leave for Pregnancy and Childbirth to learn more about eligibility and how to request Parental Leave.

For specific details about UW’s policies regarding Shared Leave, we recommend reviewing UWHR’s Shared Leave Program page before beginning the request or donation process in Workday. You may also wish to contact your HR Leave Specialist with questions about Parental Leave, Temporary Disability for Pregnancy and Childbirth and/or Shared Leave.

Donating and Requesting Parental Shared Leave in Workday

Medical Centers employees will follow the steps as outlined in the Leave of Absence – Shared Leave – Medical Centers User Guide, as absences are tracked in Kronos rather than Workday.

For Campus employees, follow the steps as outlined below to donate and request Parental Shared Leave.

  1. Recipients must first request Parental Leave in Workday
    1. Follow the steps in the Leave of Absence Journey Map (PDF)
    2. Don’t forget: you will need to submit medical certification to UWHR
  2. Recipients next need to request Parental Shared Leave in Workday
    1. Follow the steps in the Request Shared Leave User Guide
    2. Note: Please make sure to request Shared Parental Leave for the same/entire duration of the approved Parental Leave
  3. Once Parental Shared Leave has been approved, donors can then request to donate Shared Leave (using Vacation, Sick or Personal Holiday Time Off) to eligible recipients in Workday
    1. Follow the steps in the Donate Shared Leave User Guide
    2. Reminder: Make sure to enter the recipient’s name and EID in the Comments field in Workday
  4. Recipients can apply the donated Parental Shared Leave once their accrued vacation and sick time off balances are no higher than 40 hours each.
    1. UWHR will email recipients notifying them when they have received donated Parental Shared Leave
    2. For more details, refer to the Enter Absence User Guide
      1. Using the Absence worklet in Workday, select Request Absence
      2. Based on your Shared Parental Leave balance (viewable on the left side of the screen), select the date range you’d like to apply the Shared Parental Leave and select “Request Absence” at the bottom of the screen
  • In the Type field, select “Shared Leave Parental Time Off (hours)”

Frequently Asked Questions about Parental Shared Leave

How do I know if I’m eligible to request or donate Parental Shared Leave?
To request Parental Shared Leave, the recipient must be approved for Parental Leave. Before using any donated Parental Shared Leave hours, the recipient must first use and deplete any Compensatory and Discretionary Time Off, Personal Holiday Time Off and Holiday Credit. Recipients can retain up to 40 hours of Vacation and Sick Time Off.

To donate Parental Shared Leave: In general, the donor must have adequate Time Off balances to donate their Vacation, Sick or Personal Holiday Time Off hours.

You will want to carefully review UWHR’s Shared Leave Program guidelines to confirm your eligibility to request or donate Parental Shared Leave.

How will I know if someone has donated Parental Shared Leave to me?
Recipients will receive an email from UWHR notifying them that they have received donated Parental Shared Leave. Additionally, recipients can use the Absence worklet in Workday to view all of their available Time Off balances, including their Parental Shared Leave balance.

How will my co-worker know that I donated Parental Shared Leave?
The recipient will not see a name attached to the donated Parental Shared Leave, but they will be able to see that people have donated hours by monitoring their Parental Shared Leave balance in Workday.

Do I need to use up my own paid Time Off balances before using Parental Shared Leave?
With many other Shared Leave programs, you must first exhaust all of your own paid Time Off balances (Vacation, Sick, Personal Holiday, etc) before you can apply the Shared Leave. However, with Parental Shared Leave you can maintain balances of up to 40 hours of Sick Time Off and Vacation Time Off.

Before applying Shared Parental Leave you will need to use Vacation Time Off and Sick Time Off that exceeds the 40 hour limit, as well as any Compensatory and Discretionary Time Off, Personal Holiday Time Off and Holiday Credit.

Is there a limit to how many hours I can donate to my co-worker?
For the most part, as long as you have met all the criteria for Shared Leave (see the section titled “Donating Shared Leave: Donation amounts” on UWHR’s Shared Leave Program page), you can donate as many hours as you’d like as long as after you donate you still:

  • Maintain at least 80 hours of Vacation Time Off (prorated for part-time employees)
  • Maintain at least 176 hours of Sick Time Off (not prorated for part-time employees)

Certain additional limits may apply, including:

  • Classified Staff may not donate Vacation Time Off hours in excess of the 240-hour maximum accrual limit if they would otherwise be unable to use those excess hours by their next anniversary date.
  • Separating employees may only donate as much Time Off as they could actually use between the time they requested to donate and their last day at the University

If I am already on Parental Leave, can I still use Shared Parental Leave?
Yes! Simply start at Step 2, above. Because you have already gone through the Parental Leave process you do not need to repeat step 1, nor do you need to provide medical certification again.

What should I do if I am already on Parental Leave, have just received donated Shared Parental Leave hours, but have already requested Vacation Time Off and/or Sick Time Off to my upcoming schedule?
Because eligible employees can maintain up to 40 hours of Sick Time Off and Vacation Time Off, you may wish to cancel or change any Sick Time Off and/or Vacation Time Off absence requests already scheduled for your Parental Leave, and instead apply Shared Parental Leave to those dates.

Reminder: In order to apply Parental Shared Leave, you will need to first deplete your Vacation Time Off and Sick Time Off balances that exceed the 40 hour limit, your Compensatory and Discretionary Time Off balances, your Personal Holiday Time Off balances and any Holiday Credit.

To make corrections:
If an absence request has not been approved (in the Absence Calendar in Workday, unapproved requests show up with a gray bar), simply select the absence and then select “Cancel this Request.”

If the absence request has already been approved (in the Absence Calendar in Workday, approved requests show up with a green check mark), and as long as you have already exhausted any paid Time Off balances that must be used prior to using Parental Shared Leave, you can:

  1. Use the Absence worklet in Workday and select the date or date range you want to update
  2. Check the date(s) you wish to change
  3. In the Type field, select “Shared Leave Parental Time Off (hours)”
  4. Select Submit

If the correction is approved, the Absence Calendar and your Vacation and/or Sick Time Off balances will be updated accordingly.

For more details, refer to the Correct Absence (Time Off) User Guide.

What happens if my co-workers donated more hours than I can use during my Parental Leave? What happens to those unused donated Parental Shared Leave hours?
In general, eligibility to use donated Parental Shared Leave ends when the employee returns to work.  UWHR tries to only approve enough donated Parental Shared Leave hours to cover the recipient’s scheduled Parental Leave. However, on occasion an employee will return to work with a Parental Shared Leave balance they can no longer use. Unused Shared Leave will be returned to the donor in accordance with state law.

Please visit UWHR’s Shared Leave Program page for more details.