Frequently Asked Question and Answers on The Paid Time Off Policy
This list of Frequently Asked Questions refers to Policy
607 in the Human Resources Policy Manual.
How much paid time off am I entitled to accrue in a 12-month
period?
Staff members accrue Paid Time Off based on their years of service in
regular University positions and the date when they began continuous
employment with the University. Time served in temporary or occasional
positions is not counted in calculating a staff member's Paid Time Off
accrual rate. All regular staff members, hired on or after July 1, 1997,
who have completed the Introductory Period and whose salaries are based on
service for twelve months will accrue Paid Time Off in accordance with the
following:
| Less than 2 years of service |
1.250 |
| At least 2 years of service |
1.417 |
| At least 3 years of service |
1.583 |
| At least 4 years of service |
1.750 |
| At least 5 years of service |
2.000 |
Paid Time Off is accrued monthly and is available for use by the staff
member the month following the month of accrual. Years of service are
accrued from the staff member's most recent employment date in a regular
University position. If the anniversary date is on or before the 15th of
the month, the staff member will accrue at the new rate for the month. If
the anniversary date is on or after the 16th of the month, the staff
member will accrue at the new rate the following month. When hired on or
before the 15th of the month, a full month's accrual will be credited.
What are the accrual rates for employees hired prior to July 1,
1997?
Regular full-time exempt and non-exempt monthly and weekly paid staff
members whose salaries are based on service for twelve months and were
hired on or before June 30, 1997 are now accruing at two (2) days per
month.
What is the maximum balance for my accrued Paid Time Off?
A staff member's accrued Paid Time Off balance may not exceed
twenty-four (24) days. If a staff member's balance is at twenty-four (24)
days, the staff member will not accrue any additional days. Days will not
be retroactively accrued and credited to the staff member's Paid Time Off
balance.
I have accepted a regular part-time position at the University. Am I
eligible for Paid Time Off and how is this time accrued?
All regular full and part time staff members who have completed an
Introductory Period of at least four months and whose salaries are based
on service for twelve months are eligible and will accrue Paid Time Off.
Regular part time staff members accrue Paid Time Off based on the
percentage for a full time schedule worked. Paid Time Off is calculated by
determining the number of days in which such a staff member would be
eligible if the staff member were full-time. That number is divided by the
number of hours per week established for the full-time positions in the
same department and multiplied by the number of hours the part-time staff
member works per week.
For example, if a part-time staff member, employed by the University
for 2 years, works 20 hours per week in a department whose full-time
positions are 40 hours per week, this staff member would accrue .708 days
per month PTO. How many PTO days would this staff member accrue in the
next six months? How many hours would that be?
20/40 = .50 x 1.417 x 6 = 4.25 days
20/40 = .50 x 1.417 x 6 = 4.25 x 8 = 34 hours
8 hours is used if the full-time positions are 40 hours per week.
7.5 hours is used if the full-time positions are 37.5 hours per week.
7 hours is used if the full-time positions are 35 hours per week.
Will my accrued Paid Time Off ever expire?
The accrued paid time off, maximum of 24 days, does not expire for
employees of the University. If the employment of a staff member, who has
completed their Introductory Period, has voluntarily/ involuntarily been
terminated the staff member will receive payment for their accrued and
unused Paid Time Off based on the date of separation. When a staff
member's employment is terminated on or after the 16th of the month, a
full month's PTO accrual will be credited.
If I move from a regular full-time position to a regular part-time or
limited service position, will I lose the PTO that I have already accrued?
No, when a staff member changes status s/he would not lose the PTO s/he
has accrued. However, your future eligibility and accrual for PTO will be
based upon the new status.
Who is responsible for tracking PTO balances?
Departments are responsible for accurately tracking and recording PTO
for weekly and monthly paid staff. To assist in this process, supervisors
should use the Request for Time Off Form that can be found on the Human
Resources web site at http://www.hr.upenn.edu/StaffRelations/StaffRelationsForms/request.pdf.
My supervisor requires us to submit our PTO requests at least a
week in advance. What if I have an emergency and cannot submit an advance
request?
All weekly and monthly paid staff members should request and receive
approval for Paid Time Off as far in advance as possible to allow for
adequate planning and coverage within the department. Departments often
have their own specific requirements for requesting Paid Time Off that
should be followed.
In situations where an emergency occurs, the supervisor has the
discretion to grant Paid Time Off requested by a staff member, if time is
available.
University Staff Who Are Covered By Collective Bargaining Agreements
University employees covered by collective bargaining agreements should
refer to the
appropriate article in their contract.