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Employee eligibility tools and worksheets

Find the tools you need to help determine employee eligibility (based on the employee's situation).

Determining eligibility

SEBB provides the following method to determine eligibility for the employer contribution toward benefits for school employees of SEBB organizations. The method:

Facilitates decisions compliant with RCW and WAC.
Provides required notice and information to employees.
Confirms receipt of the required notice and information.
Provides guidance and suggestions for the SEBB organization and school employee.

ESSB 6189 Guidance In accordance with Senate Bill 6189—benefits must be maintained into the 2020-21 school year for employees who had eligibility for the employer contribution toward SEBB benefits as of February 29, 2020. That is the date Governor Inslee declared a state of emergency. The protections in SB 6189 continue until Governor Inslee’s state of emergency is lifted. SEBB Organizations must continue to provide the employer contribution toward SEBB benefits for employees who qualify for the protections of SB 6189 unless the employment relationship terminates. The SEBB Organization determines when the employment relationship has ended with an employee.

Eligibility method

Step 1	Choose the worksheet below that describes the employee's situation. Additional information is provided to guide you to other worksheets that may be more appropriate for the employee's situation.
Step 2	Click on the title of the specific worksheet that describes the employee or employee's situation. The worksheet will display in Excel.
Step 3	Complete the worksheet electronically. Do not save worksheets to your computer, as they are updated often and employees may be issued outdated information.
Step 4	With the exception of the A-5, C-4 and C-5 worksheets, the employee must sign their completed worksheet. If the employee is not with you to sign their worksheet, send them a completed worksheet and request a returned, signed copy or an email confirming receipt.
Step 5	File the worksheet electronically or as a hard copy for your use and review by SEBB.

Worksheets

"A" series: for new hires

Worksheet	If the employee is...
A-1: Employee anticipated to work at least 630 hours in the current school year.	Transferring to or from another SEBB organization, use A-5. Moving to another position within the same SEBB organization, use the appropriate B series worksheet - if necessary. If the employee is being rehired within the same school year, see the D-5 worksheet.
A-2: Employee NOT anticipated to work at least 630 hours in the current school year.	Transferring to or from another SEBB organization, use A-5. Moving to another position within the same SEBB organization, use the appropriate B series worksheet - if necessary.
A-3: Employee NOT anticipated to work at least 630 hours in the current school year due to time of hire in the school year, but is anticipated to work at least 630 hours in the next school year with the same SEBB Organization.	Transferring to/from another SEBB organization, use A-5.
A-4: Employee NOT anticipated to work at least 630 hours in the current school year, but belongs to a group which has locally negotiated eligibility criteria with the SEBB Organization.	Transferring to/from another SEBB organization, use A-5.
A-5: Benefits-eligible employee transferring to another SEBB organization without a break in SEBB coverage. This worksheet applies to both SEBB organizations (losing and gaining the employee).	Transferring with a break in SEBB coverage, use the A-1, A-2, A-3, or A-4 (whichever is appropriate). A break in SEBB coverage is one full calendar month in which the employee does not receive the employer contribution.

"B" series: for existing employees who have a change in employment status that results in either gaining or losing eligibility for the employer contribution

Worksheet	If the employee is...
B-1: Revision of work pattern such that the employee is now anticipated to work at least 630 hours in the school year.	A new hire, use the appropriate A-series worksheet No longer anticipated to work at least 630 hours in the school year, use the B-3 worksheet. If the change in work pattern will apply to a new school year, see either the D-3 or D-4 worksheet
B-2: Review of hours worked indicates employee has actually worked 630 hours in the school year.	Now anticipated to work at least 630 hours in the school year due to revision of work pattern, use the B-1 worksheet.
B-3: Revision of work pattern such that the employee is no longer anticipated to work 630 hours in the school year.	Now anticipated to work at least 630 hours in the school year, use the B-1 worksheet. If the change in work pattern will apply to a new school year, see either the D-3 or D-4 worksheet

"C" series: for benefits-eligible employees who are leaving work either temporarily or permanently

Worksheet	If the employee is...
C-1: Employee who is currently eligible for benefits and leaving work on authorized leave without pay, Paid Family and Medical Leave (PFML - which is not concurrent with or overlaps with FMLA), workers compensation, called to active military service, appealing a grievance, applying for a disability retirement, or when the employment relationship ends due to layoff.	Going on FMLA or PFML which is concurrent with or overlaps with FMLA, use C-2 worksheet.
C-2: Employee who is currently eligible for benefits and ceases active work and is approved for the federal Family Medical Leave Act (FMLA) or Paid Family and Medical Leave Program (PFML) which is concurrent with or overlaps with FMLA.	Approved for PFML that is not concurrent with or does not overlap with FMLA, use the C-1 worksheet.
C-3: Employment relationship is terminated.	Losing eligibility due to a change in work pattern, use B-3 worksheet. Losing eligibility due to going on authorized leave or the employment relationship ends due to layoff, use the C-1 worksheet.
C-4: Employee retiring (guidance for an employee terminating due to retirement).	Applying for disability retirement, use the C-1 worksheet.
C-5: Employee deceased (guidance for a surviving dependent of an employee who has deceased).

"D" series: for employees who are returning to work: from leave, for the next school year, or within the same school year

Worksheet	If the employee is...
D-1: Employee who lost eligibility for the employer contribution due to leaving work on authorized leave without pay (LWOP), worker's compensation, Paid Family and Medical Leave (PFML - which is not concurrent with or overlaps with FMLA), layoff that results in employment ending, active military duty (USERRA), applying for disability retirement or appealing a grievance, and is now returning to work (worksheet pending approval). Watch a video on how to complete the D-1 worksheet.	Returning from LWOP but never lost eligibility, they would not receive a worksheet. Establishing eligibility upon returning to work from LWOP, see the D2 worksheet. This would apply to employees who did not lose eligibility due to going on LWOP.
D-2: Determination if eligibility has been *established* for an employee (who did not lose eligibility due to going on LWOP) who is returning to work from approved Leave Without Pay (LWOP), worker's compensation, Paid Family and Medical Leave (PFML), layoff the results in employment ending, applying for disability retirement, or active military duty (USERRA). (worksheet pending approval).	Returning to work after having lost eligibility due to LWOP, see the D-1 worksheet.
D-3: Employee who is returning to work the next school year for the same SEBB Organization and type of position, but is not anticipated to work at least 630 hours in the school year.	New hire, use the appropriate A series worksheet.
D-4: Employee not currently eligible who is returning to work the next school year for the same SEBB Organization and is anticipated to work at least 630 hours in the new school year or is presumed to eligible due to a two year look back.	New hire, use the appropriate A series worksheet.
D-5: Employee whose employment ended and lost eligibility, and is returning to work with the same SEBB Organization in: The same school year in which their employment ended, or In the following school year (if their employment ended in August of the previous school year).	If employment ended in any month other than August of the previous school year and the employee is rehired in the following school year, see the appropriate A series worksheet.