For information about additional types of leave, please review the below sections.

Disaster Service Volunteer Leave

Disaster service volunteer leave is leave with pay that may be authorized for an employee who is a certified disaster service volunteer of the American Red Cross, and is requested by the American Red Cross to provide disaster services. The leave should not exceed twenty working days in the twelve month period that starts the first day the leave was used. The employee is not considered to be an employee of the state for the purposes of Workers' Compensation or the Kansas Tort Claims Act while on disaster service volunteer leave.

Discretionary Day

Employees who accrue vacation leave shall be entitled to a discretionary holiday each year, if authorized by the governor, to be taken at their discretion subject to the advanced approval of the individual's supervisor. To be eligible for a discretionary holiday, the employee must have been in benefits eligible status for at least six months. All eligible employees shall receive hours equal to the number of hours regularly scheduled to work for a discretionary holiday (e.g. if the employee is regularly scheduled to work eight (8) hours on the day the discretionary holiday is taken, the employee will receive 8 hours of pay for that day; if the employee is regularly scheduled to work five (5) hours on the day the discretionary holiday is taken, the employee will receive 5 hours of pay for that day). All hours for a discretionary holiday shall be taken on the same day and in no case will an employee earn more than one discretionary holiday in a calendar year. Employees will not be paid for the discretionary holiday in lieu of taking the time off, and balances cannot be carried forward to the next calendar year. Therefore, the holiday must be taken between the beginning of the first pay period and the end of the last pay period of the calendar year in which it was awarded or it will be forfeited.

Donor Leave

University employees will be granted leave with pay for recovery time away from work when they have chosen to donate organs, tissue, bone marrow, blood or blood products. Donor leave may not be used to care for family members who are donors. Employees may receive up to 30 working days of paid leave for recovery from an organ or tissue donation procedure, up to seven working days of paid leave following the donation of bone marrow, up to 1.5 hours of paid leave every four months for the donation of blood and up to three hours of paid leave every four months for the donation of blood platelets or other approved blood products. Donor leave is recorded for the exact number of hours used in quarter hour increments.

To learn more about the application process, visit this page.

Educational Release Time

The release of an employee to attend University classes during regular work hours is subject to the requirements of the employee's department. Release time may be granted to regular and probationary employees (full-time or part-time) to take one course per semester. Makeup time is not required for academic classes related to job duties or as preparation for promotion within the University. Release time for classes unrelated to the employee's job or performance must be unpaid, made up or charged to vacation leave with supervisor's approval. Human Resources informs and counsels departments regarding the education release time policy.

Faculty Sabbatical Leave

Sabbatical Leave is an approved leave of absence with full or partial pay for a full-time faculty member on a regular appointment who has served continuously for a period of six years or longer. See Section 5.05 of the WSU Policies and Procedures Manual for more information. 

Funeral/Bereavement Leave
Reasonable leave with pay may be granted to employees by the departmental budget officer for the purpose of attending the funeral of any member of the employee's or their spouse's immediate family. The term "immediate family," as used here, includes spouse, parents, grandparents, children, grandchildren, brothers, sisters, aunts, uncles, nieces, nephews, or those of similar close relationship by blood, marriage or adoption. "Reasonable leave" will generally be interpreted as one to six days, depending on the relationship of the deceased to the employee and the travel required.
Inclement Weather

During a Declaration of Inclement Weather, employees in nonessential operations may be released by their supervisor and are to be granted leave with pay. Those non-exempt employees who are in essential operations and are required to work either some or their entire regular shift during a Declaration of Inclement Weather will be granted Inclement Weather Pay. Inclement Weather Pay is equivalent to being paid regular pay for the entire scheduled shift in addition to the employee’s regular pay for actual hours worked during the declaration of inclement weather. Exempt employees are not eligible for additional pay. Employees on leave with pay during inclement weather will continue using their accumulated leave.

Jury Duty

A benefits-eligible employee may be granted leave with pay for any of the following reasons:

•Required jury duty.
•Required appearance before a court.
•On behalf of and the request of the University to appear before a legislative committee or other public body.
•To comply with a subpoena as a witness before the Kansas Human Rights Commission, the United States Equal Opportunity Commission, or a court if the budget officer and budget review officer consider granting of leave with pay to be in the best interest of the University.

When an employee travels in a state vehicle for a required appearance before a court, or a legislative committee, or other public body, the employee shall turn over to the state any mileage expense payments received. Each employee granted leave who receives pay or fees for a required appearance, excluding jury duty, shall turn over to the state the pay or fees in excess of $50. The employee may retain any amount paid to the employee for expenses in traveling to and from the place of the jury duty or required appearance. Leave with pay may not be granted when an employee is called as a witness on the employee’s behalf in an action in which the employee is a party or voluntarily seeks to testify as a witness against a state agency.

Leave without Pay

Employees requesting a leave without pay will be required to use accrued vacation leave, discretionary day, and, if appropriate, compensatory leave and/or accrued sick leave before approval of leave without will be considered. Employees may be granted leave without pay, up to (3) years, by the divisional vice president when such leave is judged by the President to be in the best interest of the University. An extension to leave without pay beyond three (3) years requires approval by the Kansas Board of Regents.

No leave may be granted to any employee who has accepted a permanent position with another postsecondary education institution. Leaves without pay will not be regarded as a break in service. However, such leave will not count towards the earning of sabbatical leave, nor will other than a scholarly leave, count toward the tenured probationary period. Scholarly leave will count toward the tenured probationary period, unless the employee and the University agree in writing to the contrary at the time the leave is granted.

For leave without pay, the benefit premiums are deducted from future earnings or subject to other forms of payment, as deemed appropriate by the University. After ten (10) days of an employee being in a "leave without pay" status, KPERS and KP&F contributions will be suspended until the employee returns to pay status.

Military Leave

Each employee in a regular position who is a member of a reserve component of the military service of the United States or National Guard shall be granted a maximum of 30 working days (240 hours) of military leave with pay for active duty within each 12-month period beginning October 1 and ending September 30 of the following year. Active duty in excess of 30 working days within the 12-month period shall be charged to military leave without pay or, at the employee’s request, to appropriate accrued leave. A copy of orders must be attached to exception report in the department files and a copy submitted to Office of Human Resources for filing in personnel file. 


Department supervisors are required to excuse an employee with pay for up to two hours for voting purposes, provided the polls are open less than two hours during the period before or less than two hours during the period after the employee's scheduled work hours. (K.S.A. 25-418)  

Who to Contact

Total Rewards Team

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Created: 08/23/18 CB