4728 Annual Leave for Admin/Exempt Procedure

PROCEDURE:

Policy Name: Annual Leave for Administrative/Exempt   

Policy Number: 4728  

Applicable Code/Law: WAC 415-02-140 and RCW 43.01.042, 41.50.152,    

Definitions  

Excess Leave – Leave accrued by the employee above the maximum accrual amount as of the employee’s leave anniversary.  

Leave Anniversary – The month in which the employee’s leave accrual eligibility began.  

Maximum Leave Accrual Amount – 60 days or 480 hours.  

Temporary Administrative/Exempt Staff– Employees in a position with a temporary/time-specific period of employment or funding such as for grants or project employment.

Procedural Guidelines  

Administrative/exempt staff shall adhere to the following procedures regarding annual (vacation) leave at the College.  

1. Accrual  
   1. Employees may accumulate annual leave in excess of the maximum amount, however if the leave is not used prior to the employee’s leave anniversary date each year, the leave in excess will be automatically extinguished.  
   2. Requests to extend excess leave not used by the anniversary date should be submitted in writing to the HR unit administrator for consideration of approval. 
2. Usage 
   Annual leave should be taken at a time convenient to the College, the determination of which shall rest with the position supervisor or designee.  
   1. Requests for the usage of annual (vacation) leave must be made in advance and approved by the position supervisor prior to use, except in the emergent event it is used in lieu of sick leave. 
   2. Reporting of annual leave taken must be submitted through the College’s leave reporting system no later than the end of the pay period during which it was used. Supervisors are responsible for ensuring the accurate submission of staff reporting by pay period deadlines.  
   3. Annual leave may not be used in advance of its accrual.  
3. Cashout 
   Cash payment of accumulated annual leave is not applicable to temporary administrative/exempt positions. Cash payment in lieu of accumulated annual leave for all other administrative/exempt positions may be made up to a maximum of thirty-five (35) days or 280 hours under the following conditions:  
   1. Upon resignation, with two weeks notice, except in cases where an administrative/exempt employee is moving to another Washington State agency/institution who will accept transfer of leave on file.  
   2. In the event of transfer to another Washington State agency/institution, the College will reimburse the transferring employee for the difference between the amount accepted by the receiving agency/institution and any accrued leave of up to thirty-five (35) days or 280 hours.  
   3. Upon layoff or dismissal.  
   4. Upon retirement up to a maximum of 30 days (240 hours) reported to the Department of Retirement Systems, with the additional 5 days (40 hours) submitted as excess compensation. 
   5. Upon return to faculty status;  
   6. At death.  
4. Transfer of Annual Leave  
   1. An administrative/exempt employee transferring to Shoreline College from another Washington State agency or institution who has been accruing annual leave shall be eligible to transfer in up to thirty (30) days of annual leave.  
   2. An administrative/exempt employee transferring from Shoreline College to another Washington State agency or institution shall transfer their annual leave balance to the new employer up to the maximum amount allowed.  

Approvals 

Procedures Adopted: 3/10/03 

Procedures Revised by Executive Team: 6/23/2026