Academic Personnel

Military Related Leave – Librarians

The Uniformed Services Employment and Reemployment Rights Act (USERRA) and Washington state law provide UW employees with certain rights when they enlist in or are called to active duty, or must report to required military duty, training, or drills for any of the following:

  • *The National Guard,
  • Any of the uniformed armed service branches and their reserves,
  • The US Coast Guard, and
  • The uniformed branches of the US Public Health Service.

*The National Guard and reserves as defined in Title 10 U.S.C., Title 32 U.S.C., or state active status.

These rights are described on a poster that you can view online and include:

  • 21 work days of paid military leave annually, from October 1 through September 30 (for employees who work an average of twenty or more hours per week),
  • Up to five (5) years of unpaid military leave with specified return to work rights when called to active duty.

Shared Leave For Those in the Uniformed Services

If you are called to serve in one of the uniformed services of the United States, and have used or are about to use all of your accrued annual and paid military leave, you may be eligible to receive shared leave donated from other employees. See the Shared Leave web page for more information. You may also be eligible to request shared leave from the Uniformed Services Shared Leave Pool maintained by the Washington State Military Department. See the Washington Military Department’s web resource for more information.

Military Leave & Return to Work Rights Summary

The following tables summarize information about taking and returning from military leave

Military Leave
Provision or Entitlement
Notification In order to retain military leave eligibility, employees must give the UW advance notice before leaving work to go on active duty in a uniformed service.
Paid military leave Eligible employees are entitled to 21 paid work days of military leave per year (October 1 through September 30 – based on federal fiscal year).
Unpaid military leave Unpaid military leave is generally for the duration of active duty, up to five (5) years. Employees who enlist and exhaust the paid military leave entitlement will be considered to be on military leave without pay, unless they have submitted a written resignation from employment to enter uniformed service.

Employees who do not return to UW service within five (5) years will normally be considered to have resigned employment.

Salary continuation There is no salary continuation other than for time in paid military leave, or by using accrued paid leave (if available). However employees on unpaid military leave are eligible to accept shared leave donations from other eligible employees.
Medical and Dental insurance coverage continuation State employees continue to receive employer-paid medical and dental insurance while they remain in pay status at least eight (8) hours per month. Under University policy, employees may space out – intersperse – their monthly use of available paid leave and/or compensatory time to retain employer-paid medical and dental insurance benefits for as long as possible while on military leave. The following types of paid leave may be interspersed:

  • Paid military leave – all faculty and staff
  • Annual leave – faculty with 12 month appointments and librarians who accrue annual leave

If you are on unpaid military leave and do not intersperse paid leave or self pay, employer-paid medical and dental insurance is suspended.

Other insurance coverage and retirement benefits Contact the UW Integrated Service Center (ISC) for information about and assistance with other insurance benefits the UW offers.
Returning to Work After Military Leave
Condition or Issue Provision or Entitlement
General Provisions When an employee returns to his/her regular UW job, the employee receives all of the rights and benefits that he/she would have received if continuously employed. This includes pay increases or other entitlements that the employee would have received had the employee not been on military leave. This means, for example, that time spent on military leave without pay is considered to have been time worked for purposes of determining FMLA eligibility and completion of probationary periods.
Annual leave accrual Annual leave does not accrue during unpaid military leave of ten (10) or more days per month.
Return to Work Notice Requirements
Military Leave Duration Notice Required
Less than 31 days Employees report to work on the first scheduled work period on the first full calendar day following completion of service plus eight (8) hours
Between 31 and 181 days Employees request reinstatement within 14 calendar days of completion of service
More than 180 days Employees request reinstatement no later than 90 days following completion of service

Leave for Spouses and other Family Members

During a period of military conflict, an employee who is the spouse of a member of the armed forces of the United States, National Guard, or reserves who has been notified of an impending call or order to active duty or who has been deployed, is entitled to a total of 15 days of leave per deployment after the service member has been notified of an impending call to active duty and before deployment, or when the service member is on leave from deployment. The spouse may use annual leave, sick leave, personal holiday, or compensatory time if available – otherwise the time is taken as leave without pay. To take leave under this provision, the spouse must work an average of 20 or more hours per workweek, and must notify the supervisor within five business days of receiving the official notice of an impending call to active duty, or of a leave from deployment.

In addition to the above, an employee who needs leave when a family member is in the armed services may be entitled to leave under the provisions of the Family and Medical Leave act when the family member:

  • is on active duty or has been notified of an impending call to active duty; or,
  • is undergoing medical treatment, recuperation, or therapy; is otherwise in outpatient status; or,
  • is otherwise on the temporary disability retired list for a serious injury or illness.

Specific entitlements depend on the relationship of the family member, and the employee’s eligibility under the Family and Medical Leave act.

Service Members

  • Contact your unit administrator for guidance about the leave request process.
  • Discuss your active duty military service requirements with your supervisor or manager.
  • Give your supervisor advance notice of your need to leave work for active duty in one of the uniformed services.
  • Review the Military Leave Checklist.
  • Contact your unit’s Academic Human Resources Specialist if you have questions about military leave.

Spouses and Other Family Members

  • Contact your unit administrator for guidance about the leave request process.
  • Notify your supervisor of your intent to take leave within five business days of receiving official notice of either an impending call to active duty, or of a leave from deployment.