Human Resources News for February

Classified Staff Suspended Operations Reminder

Just a reminder that if you chose to make up the hours not worked during suspended operations, report “Suspended Operations” on your time sheet. This earn code is unpaid and you will be compensated when you make up the hours.

Below is an example of what should be reported on the suspended operation days for a full-time employee (note: Suspended Operations should only be reported if you chose to make up the hours; otherwise leave (paid or unpaid) should be reported):

graphic depicting time card entry for suspended operations

For most employees, when hours are made up, the make-up hours will be reported as overtime. For more information, please review the Suspended Operations Time Reporting Guide.


Benefits Announcements: Optional Long Term Disability Insurance

There Will Be a One-Time Open Enrollment Opportunity for Optional Long Term Disability (LTD) Insurance from March 1-31, 2019.

  • Changes made during this one-time open enrollment will be effective May 1, 2019.
  • Employees will have a chance to enroll or to decrease their waiting period without providing evidence of insurability (proof of good health).
  • This opportunity is available to every PEBB benefits eligible employee, including those who have been previously denied optional LTD insurance coverage.
  • Employees who will be on PEBB Continuation Coverage (Unpaid Leave) in March 2019 should contact the PEBB Program at 1-800-200-1004 for more information.
  • There will be a unique enrollment/change form for employees to use during the open enrollment (available beginning March 1, 2019).

Information about LTD is available:

More information will be coming later this month!


Payroll Notes

  • W-2s are now available to view online via Web4U. Click here for information on how to read your W-2 Form.
  • See how the new tax cut law will impact your 2018 tax return here.
  • The IRS has released the 2019 Form W-4. We recommend that you submit a new Form W-4 for 2019 if your marital status or withholding allowances have changed or will change at the beginning of the year. You can update your Form W-4 on Web4U.
  • Click here to sign up for the Payroll Training on Tuesday, April 16th.
  • Are you a new Payroll Approver? Make sure to review the Payroll Approver User Guide.


Sick Leave Cash Out—details below


Employee Engagement/Labor Relations Notes

The Employee Engagement/Labor Relations Team has an HR Consultant dedicated to your division to assist you with all of your employee engagement and labor relations needs: 

Additionally, Non-Tenure Track employment verifications will now be handled by Academic Budget and Administration.


Organizational & Talent Development Notes

Change Management

Is your team anticipating some significant changes? The HR Organizational and Talent Development team offer consulting and training in research proven methods and tools to help you plan and implement change more intentionally and less reactively. BFA has invested in certification training from the “Prosci Change Management and Learning Center”. Elements of consulting support are broad and include things like: communication planning, active executive sponsorship, teambuilding and coaching plans. The biggest mistake people make is to only engage Change Management planning after your initiative goes off the rails somehow. Early engagement insures that the impacted employees have ownership and input to the systems that affect their work. Contact Dennis Dashiell in HR for more information.  


Employee Recruitment Services

We’re happy to announce that Jocylynn Kelley has been permanently hired to the Talent Acquisition and Inclusion Specialist position.  In the last year the position has proven very effective in drawing more qualified and more diverse pools of applicants in the searches that have been assisted.  Jocylynn is available to assist in searches for all Classified and Pro Staff positions at WWU.  Services include support around: social media outreach, bolstering LinkedIn and other networking, outreach to community and professional groups, and assessment of costly advertising to be sure the sources are actually yielding candidates.  If you are anticipating a search that could use assistance, please contact Jocylynn Kelley in HR. 


Professional Development Classes

As usual, there is a full calendar of offerings, with at least one training schedule every work day in February. You can find available classes by going to


Payroll Announcements: Sick Leave Cash Out

The annual Sick Leave Cash Out program allows employees whose sick leave balance exceeds 480 hours as of January 1st to be compensated at a rate of 25% for any accrued and unused sick leave accumulated during the previous calendar year. This program is available each January. 

(NOTE:  Any Washington Sick Leave hours accrued are not eligible for this program.)



In order to participate, employees must:

Have a sick leave balance greater than 480 hours as of January 1st,
Have accrued more hours of sick leave than the employee used or donated as shared leave in the previous calendar year, and
Retain a balance of at least 480 hours of sick leave after receiving payment for unused sick leave.


Converted hours will be paid at the rate of 25% of the value of the accrued leave, based on the employee's current salary.  All hours converted are deducted from the employee's sick leave balance.


To check your current sick leave balance, log in to Web4U, select Employee, then select View Leave Balances. You can also view your leave balances at the bottom of your pay statement.


To request a Sick Leave Cash Out, complete the request form and return the completed form to no later than 5 p.m. on January 31.


Payment will be made no later than the February 25th paycheck.