Military Activation Information List

The following information list was compiled to assist employees, who are called to or returning from active military service, with questions regarding their university employment and benefits.  Although this provides general information, it is strongly recommended that employees keep current on pending/ upcoming State legislation affecting military benefits.  Employees should contact Human Resources with questions or for more detailed information regarding their unique needs and/or circumstances.

UPON NOTIFICATION OF ACTIVATION TO MILITARY SERVICE

  • Promptly notify your supervisor – Provide as detailed information as possible regarding your anticipated departure date, length of service and/or date of release from active duty.
  • Leaving your State position –

 

Leave of absence 

Complete a Human Resources Leave Request form (electronic form available through the link, https://esign.wwu.edu/admcs/forms/HR/specialLeaveReq2.asp.  Submit form to your supervisor for approval.  Attach (or send under separate cover) copies of your military orders and leave slips for any departmental paid leave usage during your absence.  You are entitled to 21 days of paid military leave in any one calendar year (WAC 251-22-170).  Once the 21 days of paid military leave and any other requested accrued leave is utilized, military leave without pay status is continued (WAC 251-22-180).  Indicate on the form the dates you select for paid leave.  Note:  Paid leaves should be scheduled at the beginning of each month.

Personal Information

Review your personal and emergency contact information on file in the Human Resources and/or Payroll Office to ensure it is up to date.

Beneficiary Information 

Ensure that the names, addresses, and phone numbers of your beneficiaries are current in your Benefits file.  Employees may wish to seek legal counsel if they have questions/concerns regarding beneficiary designation and/or instructions.

Paid leave

Coordinate with your supervisor and the payroll office if you want to use vacation and/or military leave during your absence.

Compensation

During your active duty period, you are not entitled to receive compensation from the Department (including holiday pay), unless you voluntarily elected to use paid leave for all or any portion of your active duty service.

Direct Deposit

Payroll

Maintaining your State benefits (medical, dental, life insurance and long term-disability)

During your leave of absence:  Self-Pay Benefits can be continued during a temporary loss of pay status by self-paying your premiums for up to 29 months. 

Medical/Dental premium co-payments

Contact the Benefits Administrator to ensure that these deductions are adjusted, as needed, to correspond with paid leave usage during your absence.

Long Term Disability 

These benefits may be affected while you are on active duty.  Refer to your Long Term Disability booklet or www.pebb.hca.wa.gov to ensure you fully understand your coverage while on active duty.

Life Insurance

These benefits may be affected while you are on active duty.  Contact the Health Care Authority at (360) 923-2600 or (800) 700-1555 to review your employee, spouse and/or child coverage options. Refer to your life insurance booklet or www.pebb.hca.wa.gov to ensure you fully understand your coverage while on active duty.

Retirement 

Your State retirement benefit may be affected while you are on active duty.  Please refer to your retirement booklet, www.wa.gov/DRS, or contact the Department of Retirement at (360) 664-7000 or (800)547-6657 to determine your options if your retirement is impacted.

Deferred Compensation

To cancel your contributions while not in pay status contact the Department of Retirement Systems at (360) 664-7000 or (800)547-6657.  For additional information log onto www.wa.gov/DRS Note upon return to pay status, you need reinstate your deferred compensation.

UPON COMPLETION OF ACTIVE DUTY

Notify the Department of your intent to return 

Provide notification to your supervisor or Human Resources of your intentions to return to your  position with the Department as provided below:

  • Activated less than 31 days – you must report to Human Resources at the beginning of your first regularly scheduled work period on the first calendar day following completion of the service plus the expiration of 8 hours.
  • Activated 31 to 180 days – you must submit an application for reemployment not later than 14 calendar days following completion of service.
  • Activated more than 180 days – you must submit an application for reemployment not later than 90 days following completion of service.

Discharge Documents 

For service in excess of 30 days, provide Human Resources a copy of your discharge documents (receipt of honorable discharge, report of separation or certificate of satisfactory service or other proof of satisfactorily completed service).

Reinstating your State benefits

To reinstate any benefits not maintained while on active duty, you need to submit new enrollment forms within 31 days of your return from active duty.  Contact The Benefits Administrator upon your return to ensure the proper paperwork is submitted. Refer to your coverage booklets or www.pebb.hca.wa.gov for additional information.

Reinstating your Deferred Compensation 

Upon return to pay status, you need reinstate your deferred compensation deductions.  Contact your Benefits Administrator, the Department of Retirement at (360) 664-7000 or (800)547-6657 or log onto www.wa.gov/DRS for additional information.

Retirement Military Service credit

To determine if you are eligible to receive or purchase military service credit, send a request for determination along with documentation of your military service (DD214 form) to the Department of Retirement Systems, PERS, PO Box 48380,Olympia WA 98504-8380.  Eligibility, time limits and cost are based on your retirement plan (PERS 1 or PERS 2) and military service obligation, contact the Department of Retirement at (360) 664-7000 or (800)547-6657 or log onto www.wa.gov/DRS for additional information.

 


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Page Updated 06.03.2013