Process Instructions
Last updated 02/05/2026
On this Page:
- Address Updates
- Direct Deposit Updates
- Preferred or Legal Name Change
- Personal Leave Buy Back & Carry Over
- Sick Leave Buy Back Options (Annual)
- Sick Leave Cash-Out upon Separation(Retirement)
- Time Tracking
- Vacation Cash outs
- W4 Update
Address Updates
Direct Deposit Updates
Preferred or Legal Name Change
Personal Leave Buy Back & Carry Over
Annual Personal Leave Buyback Options
Under the applicable Auburn School District collective bargaining agreements, certain employee groups may elect to convert unused accumulated personal leave into cash through a bargained attendance incentive program.
Eligible employee bargaining groups:
PSEA, AAEOP, AEA each have their own language regarding the stipulations of what is allowable. Please see below for eligibility requirement language from each bargaining agreement:
AEA:
-
Once Annually, unused personal leave may be cashed out as per employee's written request.
-
This request is submitted through a tile available in the employee access profile in Skyward during the month of June and the pay will be processed on the July payroll.
PSEA:
-
Once annually, excess personal leave over the allotted carryover amount will automatically be cashed out at the employee's regular rate of pay. Employees may accrue and use 7 days per year and any accrued days 8 and beyond will be cashed out and paid on the September payroll.
PSEAT:
-
Once annually, excess personal leave over the allotted carryover amount will automatically be cashed out at the employee's regular rate of pay for an eight (8) hour day.
AAEOP:
-
Personal Leave that exceeds six (6) at the end of the contract year, will be cashed out in the form of payment on the employee's next regular check. Payroll processes this pay on the September payroll.
Prof Tech:
-
Once Annually, unused personal leave may be cashed out as per employee's written request. If the request is submitted before the 16th, the pay should process on current month's check, otherwise it will be paid the month following.
Checking your balance:
Your personal leave balance can be found on your most recent pay statement, Skyward or if you are an AEA or PSEA employee, it can be found in Red Rover. Please note that leave balances for AEA and PSEA employees in Skyward are generally one month behind. and you will have to reconcile what you have submitted in Red Rover against the balance in Skyward.
Payment timing:
-
AAEOP & PSEA EMPLOYEES: Payment is included in the September 31st paycheck
-
Prof-Tech Employees: Payment is included on the next possible check depending on submittal and process dates
-
AEA Employees: Payment is included on the July31st payroll
Important Reminder:
Leave Cash-outs increase your gross pay for the month, and this will also increase taxes and deductions that are percentage based.
Annual Personal Leave Carry Over Options
Personal Leave Carry Over Program
Certain employee groups may carry unused personal leave into the following school year, if available, subject to bargaining agreement limits.
Carry over limits by bargaining group:
AEA:
-
Employees may accumulate up to seven (7) personal leave days. Any personal leave accrued beginning on day eight (8) and beyond will be forfeited unless a cash-out request is submitted.
PSEA:
-
Employees may accrue and use 7 days per year.
PSEAT:
-
Employees may carry over up to three (3) days, giving them the ability to bank a max of 6 days annually.
AAEOP:
-
Personal Leave may accumulate up to six (6) days per year.
Prof Tech:
-
Employees may accrue up to 7 days annually if available. Any personal leave accrued beginning on day eight (8) and beyond will be forfeited unless a cash-out request is submitted.
Not eligible:
Administrators and Exempt or Non-Represented employees
For questions about eligibility, balances, or bargaining agreement provisions, please contact your payroll strand or email: payroll@auburn.wednet.edu.
Leave Buy Back Instructions
Sick Leave Buy Back Options (Annual)
THE 2025 BUY BACK APPLICATION PERIOD IS NOW CLOSED
Employees who successfully submitted an application will see their sick leave cash-out payment included in the February 27, 2026 payroll
Please note:
This annual sick leave buy-back program is different from the sick leave cash-out that occurs at retirement. Participation in this program does not affect your eligibility for retirement sick leave cash-out.
Program Overview
In accordance with RCW 41.04.340, the Auburn School District offers eligible employees the opportunity each January to voluntarily cash out a portion of their unused sick leave.
Under this program:
-
Sick leave is cashed out at a 1:4 ratio
(For every four full days of unused sick leave, an employee receives one day of pay.) -
Any sick leave that is cashed out is permanently deducted from the employee’s sick leave balance.
Eligibility Requirements
To participate in the Annual Sick Leave Buy-Back program, an employee must:
-
Be eligible under their bargaining agreement or employment classification, and
-
Maintain a minimum balance of 60 sick leave days remaining after the buy-back is applied
Employees whose sick leave balance would fall below 60 days after the cash-out are not eligible to participate for that year.
Purpose of the Annual Sick Leave Buy-Back
The primary purpose of the annual sick leave buy-back is to help employees manag their long-term sick leave balances and reduce the risk of losing unused sick leave at retirement.
At retirement:
-
Employees may cash out a maximum of 180 sick leave days
-
Any sick leave accrued beyond this cap cannot be paid out
For example:
A 7-hour-per-day employee may receive a maximum retirement cash-out of 1,260 hours (180 days × 7 hours).
The annual buy-back program allows employees with large sick leave balances to gradually reduce excess leave over time, rather than forfeiting it when they retire.
If you have questions about your eligibility, sick leave balance, or future buy-back opportunities, please contact your payroll strand or payroll@auburn.wednet.edu for assistance.
Sick Leave Cash-Out upon Separation(Retirement)
When you retire from the Auburn School District, you may be eligible to convert a portion of your unused, accrued sick leave into a retirement benefit. This is commonly referred to as Sick Leave Cash-out at retirement and is separate from the annual January sick elave buy back option.
How the sick leave cash-out works
-
At retirement, if desired you submit a request to cash-out your unused sick leave using the form below.
-
Auburn School District reviews your eligibility and unused sick leave balance.
-
Under Washington rules, sick leave is converted using a 4-to-1 formula: for every 4 hours of unused sick leave, you receive 1 hour of pay (based on your final hourly rate).
-
State rules limit the amount that can be converted at separation due to retirement to up to 180 days of eligible accumulated sick leave.
-
If you qualify, this is paid out into a Veba medical expense account tax free the month following your retirement.
Why there is a cap
The retirement cash-out is capped (up to 180 days), so employees who build very large sick leave balances may not be able to convert amounts above that maximum at retirement.
Important notes
-
You can only cash out sick leave at retirement when you separate due to retirement (not for a typical resignation).
-
Your specific eligibility and the exact payment method (e.g., VEBA/medical expense plan) may depend on your bargaining agreement and the retirement process you complete.
-
This benefit is used to help pay for eligible medical expenses and/or premiums after retirement, not for non medical expenses.
Sick Leave Cash-out Upon Retirement Form
