Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.30
Revised 2-07
Human Resource Services
335-4521

Cyclic-Year Positions for Classified Employees

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OVERVIEW

A department may establish a cyclic-year position if the department has known recurring periods in the annual cycle when the position is not needed or if there is limited funding for the position. (WAC 357-19-295)

Both civil service and collective bargaining unit positions may be established as cyclic-year positions. For purposes of this section, civil service and collective bargaining unit positions are referred to as classified positions.

Definition

A cyclic-year employee works less than 12 months each year and is on leave without pay (LWOP) at specified times, e.g., low activity periods.

Annual Cycles

Departments establish an annual cycle for cyclic-year positions. Cycles may coincide with the academic year, fiscal year, calendar year or any other appropriate cycle.

All cyclic-year positions within a department must use the same annual cycle.

Send a memorandum to Human Resource Services to establish or change the department's cycle.

Leave Accruals, PIDs

Civil service employees refer to 60.57 and WAC 357-31 regarding leave and 60.29 and WAC 357-28-055 for information regarding periodic increment dates.

Collective bargaining unit employees refer to the applicable agreements for information regarding leave and periodic increment dates.

STARTING A CYCLIC-YEAR POSITION

Use a Position Action/PRR to establish a cyclic-year position. See 58.02.

Reduction in Force

Contact Human Resource Services at least 30 days before reducing a filled position to a cyclic-year position. Layoff procedures may apply to the reduction. See 60.37.

ANNUAL NOTIFICATION

Upon appointment and before the start of each annual cycle, the employing department sends each cyclic-year employee a letter which specifies the scheduled periods of LWOP for the coming year. The letter must be sent at least 15 calendar days before the annual cycle begins. Refer to the sample below or use the letter template on 60.30.9.

For a cyclic-year employee hired within the cycle, the department sends the employee a letter documenting the scheduled periods of LWOP remaining in the cycle.

Routing Cyclic Year Letters

The department sends the cyclic-year letter to the employee with copies to Human Resource Services, Payroll Services, and Position Control.

REPORTING LWOP

If the cyclic appointment has a leave without pay (LWOP) period of ten days or less, an overtime-eligible classified employee reports the LWOP on a Time Report.

Overtime-exempt (excepted) classified employees report LWOP periods of ten days or less on a Leave Report for Classified Employees.

Starting/Ending LWOP

The cyclic year letter notifies HRS to begin and end LWOP on the specified dates.

Recording Leave Accruals

If there are 11 or more full days of LWOP, a civil service employee receives no leave accruals for the month. (WAC 357-31-175)

A collective bargaining unit employee refers to the applicable bargaining unit agreement regarding LWOP and leave accruals.

CHANGES TO LWOP SCHEDULE

Changing LWOP Period

When increasing or decreasing a LWOP cyclic period for a position, e.g., changing the basis of service from ten months to nine months, layoff procedures may apply. Contact Human Resource Services and see 60.37.

Extended Cyclic Appointment

When an employee returns to work during the scheduled period of cyclic LWOP at the request of the department, the cyclic appointment is extended.

To offer additional employment during a LWOP cyclic period the employing department completes and sends an offer letter similar to the sample below.

The department allows the incumbent at least three days to respond.

Offer Declined

The department may hire another classified employee or a temporary employee if the incumbent declines the offer or does not respond within three days. Contact Human Resource Services for assistance.

Offer Accepted/Reporting Hours

Report the hours worked on a separate Time Report. See 60.60 and 60.62.

Report actual hours worked on the Time Report. Enter "Extended cyclic appointment." in Remarks.

Route two copies of the Time Report showing hours worked to HRS. HRS routes one of the copies to Payroll Services.

NOTE: For overtime-exempt (excepted) classified employees, use the Time Report to report such time. Note in Remarks that the employee is overtime-exempt (excepted).

Holidays

A cyclic employee qualifies for holiday compensation if she or he works or is in pay status on her or his last regularly scheduled working day before the holiday(s) in that month. (WAC 357-31-010(3)) The employee's department must send a Time/Leave Report to HRS showing that the employee was in paid status the full scheduled work shift prior to the holiday. EXAMPLE: If the last scheduled work day is May 15, the department must route a Time/Leave Report to pay the employee for Memorial Day.

Employees on extended cyclic appointments (see above) must be in paid status the full scheduled work shift before a holiday in order to be paid for the holiday. The holiday pay is at the same rate as the rate for the employee's normal appointment.

ANNUAL LEAVE DURING A LWOP PERIOD

Employee Request

The use of annual leave must be requested by the employee.

Departmental Discretion

The department may or may not approve a request to use annual leave. (EXCEPTION: See HRS for more information.)

Use at Beginning or End

An employee may use annual leave at the beginning or end of a cyclic LWOP period. The Time/Leave Report submitted for the month is to show the cyclic LWOP period beginning and ending on the original cyclic LWOP dates as shown in the annual cyclic-year memorandum. Under Remarks, indicate that the cyclic appointment was extended for the purpose of using approved annual leave. Annual leave used during the period does not alter the dates established for cyclic LWOP as recorded in the employee's Annual Cycle Memorandum.

EXAMPLE: If the cyclic LWOP period begins May 16 and ends August 16, the employee may use annual leave right after May 16 and/or immediately before August 16. See Time Report examples in the PDF version of 60.30.6-8.

Offer of Additional Work

When an employee accepts an offer of additional work during a cyclic LWOP period, annual leave may be used during those days the employee is scheduled to work. The employee must request the use of annual leave.

NOTE: A department may not make an offer of additional work solely to provide an opportunity for an employee to use annual leave.

Annual Leave Accrual

If an employee has an hourly position during the scheduled cyclic leave without pay period, the employee accrues annual and sick leave unless he or she is on LWOP for 11 or more days in the calendar month. (The hourly position could be with the home department or with another department.) The employing department forwards a copy of the employee's Daily Activity Report to the home department. The home department attaches the copy of the Daily Activity Report to the employee's Time or Leave Report and adds any earned leave accruals to the annual and sick leave balances.

MODEL LETTERS

Cyclic-Year Letter Model

A department may reproduce the form letter on 60.30.9 or develop a letter using the model below.

CYCLIC-YEAR MEMORANDUM


(Date the cyclic-year letter at least 15 calendar days prior to beginning of the cyclic year.)
TO: (Employee Name; include WSU ID Number and Position Number)
FROM: (Supervisor's Name, Department)
SUBJECT: Periods of Leave Without Pay for Your (number of months in the cycle) Month Cyclic-Year Appointment


The annual cycle for your position begins (Indicate the dates of the cyclic year, e.g., begins August 1 and ends July 31.) of each year. Your scheduled days of leave without pay this year are: (Specify the dates of the leave without pay periods, for example August 1, 2005 through August 31, 2005 and June 1, 2005 through July 31, 2005.)

During any scheduled periods of leave without pay, you may be offered additional work on an extended cyclic year appointment.

If you work for another department on an hourly basis during your scheduled leave without pay period, you will accrue annual leave and sick leave after including the additional work, unless you have 11 or more full days of LWOP for the month.

Direct questions about unemployment compensation to the Washington State Department of Employment Security.

If you have questions about this schedule of leave without pay, please contact me.

cc:

 


Human Resource Services
Payroll Services
Position Control

Offer of Additional Work

MEMORANDUM


(Date)
TO: (Employee)
FROM: (Supervisor's Name and Department)
SUBJECT: (Offer of Additional Employment During Cyclic-Year LWOP Period)


This is an offer of additional employment during the period of scheduled leave without pay in your cyclic-year appointment. This employment begins (Specify the dates, e.g., June 1, through June 4, 2005).

Please circle your response, sign, and return this offer to me within three days.

I (do/do not) accept this offer of additional employment.


_________________________________
Signature

______________
Date

cc:

Human Resource Services

See PDF version of 60.30.6-8 for examples.

See PDF form master:
60.30.9: Cyclic Year Memorandum
Complete and/or print as needed.