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Policy Manual

Limited Service Staff Members

115.1 DEFINITION

A limited service staff member is defined as an individual who works full-time (35 to 40 scheduled hours per week, and FTE 87.5% to 100%) for nine or 10 months of the fiscal year and whose appointment is ongoing.  The months worked need not be consecutive.

115.2 SALARY

A limited service staff member’s salary is prorated, based on the fraction of the year in which he/she actively works. Calculations are based on a monthly basis for monthly-paid staff members and on a 52-week basis for weekly-paid staff members.

115.3 BENEFITS

Limited service staff members are eligible for the benefits available to regular full-time staff members, with limitations on paid time off (PTO) and no paid leave for military duty.

Benefit deductions for limited service staff are made through payroll deductions; monthly for monthly-paid staff and weekly for weekly-paid staff.

a. Medical
Eligible for the University contribution toward the monthly premium cost of single coverage. 

b. Dental
Eligible for University contribution toward the monthly premium cost of single coverage.

c. Vision
The full cost (based on University group rates) is paid by the staff member.

d. Life Insurance
$50,000 Basic Life Insurance policy paid by the University.

e. Supplemental Life Insurance
Up to two times base salary, the full cost (based on University group rates) is paid by the staff member.

f. Pre-Tax Expense Accounts
Eligible to contribute to the Health Care and Dependent Care Pre-Tax Expense Accounts

g. Short-Term Disability
Eligibility is the same as for regular full-time staff. 

h. Long-Term Disability
Eligibility is the same as for regular full-time staff.

i. Sick Leave
Eligibility is the same as for regular full-time staff. There is no sick leave accrual for the months the limited service staff member is not working at Penn.

j. Paid Time Off (PTO)

PTO is accrued in hours, based on scheduled hours.

Accrue one (1) day of PTO per month-worked up to a maximum of ten (10) days per fiscal year.  PTO must be used during the nine (9) or ten (10) months in which a limited service staff member works in his/her primary job.  A limited service staff member may not have a balance at any time that exceeds the maximum accrual.  If a limited service staff member’s balance is at the maximum, the staff member will not accrue any additional PTO until the next fiscal year.  Accrued but unused PTO may be carried over into the next fiscal year.

Limited Service staff members who were hired prior to January 1, 2019 will receive an initial accrual of four (4) days of PTO, available on July 1, 2019, and then shall accrue one (1) day per month-worked up to a maximum of ten (10) days.  Staff members hired between January 1, 2019 and June 30, 2019 will receive an initial accrual of two (2) days of PTO, available on July 1, 2019, and then shall accrue one (1) day per month-worked up to a maximum of ten (10) days.  

Regular full-time and regular part-time staff members transferring into a limited service position will be paid for their accrued but unused PTO in excess of ten (10) days.

During the Introductory Period, limited service staff members do not accrue PTO.  A limited service staff member whose employment is terminated during this period will not receive payment for PTO.  However, upon completion of the Introductory Period, accrued PTO will be credited retroactively to the initial date of employment.  Upon completion of the Introductory Period, a staff member may request to use PTO.

In cases where the Introductory Period is longer than six (6) months, the limited service staff member will be credited PTO retroactively to the initial date of hire after six (6) months of employment.  If the limited service staff member has more than six (6) months of employment and is terminated during the Introductory Period, he/she will receive payment for accrued but unused PTO.

Upon the voluntary or involuntary termination of employment, limited service staff members who have successfully completed their Introductory Period must be paid for their accrued but unused PTO based on the date of separation.

k.  Holidays
Time off with regular pay is granted in accordance with University policy for all holidays, including the special winter break between Christmas and New Year's Day, which fall within the scheduled period of active work. No additional payment is made for holidays which fall outside scheduled working periods.

l. Leave with Pay
Eligibility is the same as for regular full-time staff for jury duty and bereavement leave.

m. Leave without Pay
Eligibility is the same as for regular full-time staff.

n.  Long-Term Care Insurance
The full cost (based on University group rates) is paid by the staff member.

o. Faculty/Staff Scholarship Program
Eligibility is under the same terms and conditions as for regular full-time staff. 

p. Retirement
Eligible to participate in the University’s Basic and Matching Plans, subject to the terms and conditions of the Plans.  Eligible to participate in the Supplemental Retirement Annuity (SRA) Plan.

115.4 STAFF WORKING IN OTHER JURISDICTIONS

The benefits and policies for University of Pennsylvania staff members who work in locations outside of the Commonwealth of Pennsylvania may be different from the benefits and policies set forth in this policy. Staff members working outside the Commonwealth of Pennsylvania should contact Human Resources for more information.

 


Policy Number: 115 
Effective Date: 07/01/2019
Revised Date: 07/01/2019
Last Reviewed Date: 10/09/2019
Supersedes Policy Number(s): 115 (02/01/1990, 04/01/1998, 07/01/2000, 12/14/2004, 12/03/2014)
Applicability: All Limited Service Staff Members 
Cross-reference: Staff Requisitioning, Recruitment, Selection, Reference Checks, Employment Offers, and Offer Letters - Policy 101, Overtime Pay and/or Compensatory Time - Policy 302Dental Plans - Policy 401Medical Plans - Policy 402Group Life Insurance - Policy 403Short-Term Disability (STD) - Policy 404Long-Term Disability - Policy 405Tuition Assistance for Faculty and Staff - Policy 406Tuition Benefit for Dependent Children Attending the University of Pennsylvania - Policy 407Tuition Benefit for Dependent Children Attending Other Colleges and Universities (Direct Grant) - Policy 408Tuition Benefit for Spouses Attending the University - Policy 409Bridging of Service Periods - Policy 410Reciprocal Credit for Service - Policy 411Paid Parental Leave - Policy 635Holidays - Policy 605Paid Time Off (PTO)- Policy 607Special Winter Vacation Policy 608Bereavement Policy - Policy 609Time Off for Jury Duty and Court Appearance with Pay - Policy 614Military Leave - Policy 611Sick Leave Accrued - Policy 612Sick Leave and Short-Term Disability (STD) for Faculty and Staff at or Above Legacy Position Grades 29/E - Policy 613Reciprocal Sick Leave Agreement - Policy 615Leave of Absence Without Pay - Policy 616

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