Paid Time Off
Frequently Asked Questions: Paid Time Off Policy
Request for Time Off Form
Paid Time Off Worksheet
Note: This policy reflects the new accrual schedule for Paid Time Off. This policy supersedes the vacation, personal day and floating day policies. The vacation, personal and floating day policies have been combined into this revised policy.
Paid Time Off is provided for the purpose of rest, relaxation and a planned interruption from the workplace or to attend to personal affairs. Paid Time Off is to be taken within the year accrued in order to receive the personal replenishment value intended. Supervisors and staff have the responsibility to plan schedules that meet operating requirements of departments and time off needs of staff. In order to balance and meet service and staffing requirements, staff members and supervisors should plan time off schedules well in advance. For more information on how to track and manage time away from work, click here.
All regular part and full time staff members whose salaries are based on service for twelve months are eligible to request the use of accrued Paid Time Off upon the completion of the Introductory 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.
(A) ACCRUAL OF PAID TIME OFF:
All regular staff members who have completed the Introductory Period and whose salaries are based on service for twelve months hired on or after July 1, 1997* accrue Paid Time Off in accordance with the following:
|Years of Service ||Monthly Accrual Rate |
|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 or terminated on or after the 15th of the month, a full month's accrual will be credited.
*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.
(B) MAXIMUM BALANCE
Effective July 1, 1998 (fiscal year 1999), a staff member may not have a balance of more than twenty-four (24) Paid Time Off days at any time. If a staff member's balance is at twenty-four (24) days, the staff member will not accrue any additional days. Click here for a more detailed explanation. Days will not be retroactively accrued and credited to the staff member's Paid Time Off balance.
(C) INTRODUCTORY PERIOD
During the Introductory Period staff members do not accrue Paid Time Off. A staff member whose employment is terminated during this period will not receive payment for Paid Time Off days. However, upon completion of the Introductory Period, accrued Paid Time Off will be credited retroactively to the initial date of employment. Upon completion of the Introductory Period, a staff member may request Paid Time Off.
In cases where the Introductory Period is longer than six (6) months, the staff member will be credited Paid Time Off retroactively to the initial date of hire after six (6) months of employment. If the staff member has more than six (6) months of employment and is terminated during the Introductory Period, the staff member will receive payment for accrued and unused Paid Time Off.
607.3 PART TIME STAFF MEMBERS
Regular part time staff members accrue Paid Time Off based on the percentage of a full time schedule worked. Paid Time Off is calculated by determining the number of days 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.
607.4 USE OF PAID TIME OFF
Staff members and supervisors should plan and schedule each fiscal year to allow the staff member to take Paid Time Off. Arrangements for Paid Time Off should be requested and approved in advance by a staff member's immediate supervisor. The staff member's immediate supervisor maintains the discretion to grant Paid Time Off without advance notice. In such cases, the supervisor may or may not grant Paid Time Off based on the business and operational needs of the unit.
607.5 PAYMENT OF UNUSED PAID TIME OFF
Upon the voluntary or involuntary termination of employment, all regular staff members who have successfully completed their Introductory Period must be paid for their accrued and unused Paid Time Off based on the date of separation.
607.6 UNIVERSITY STAFF WHO ARE COVERED BY COLLECTIVE BARGAINING AGREEMENTS
University staff members covered by collective bargaining agreements should refer to the appropriate article in their contract.
*For staff using Flexible Work Options, Paid Time Off usage will be governed by the Flexible Work Options Guidelines.
Policy Number: 607
Effective Date: 12/22/2004
Supersedes Policy Number(s): 508 (09/01/1975), 606 (09/01/1991), 607 (07/01/1997, 01/12/1999)
Applicability: All Regular Staff Members
Cross-reference: Policy 116, Policy 602, Policy 603, Policy 606, Policy 618, Policy 629