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Policy Manual

Paid Time Off

Paid Time Off (PTO) is provided for the purpose of rest, relaxation and a planned interruption from the workplace or to attend to personal affairs. It is recommended that PTO 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.

607.1 ELIGIBILITY

All regular part-time and regular full-time staff members whose salaries are based on service for 12 months become eligible to request the use of accrued PTO upon the completion of the Introductory Period.

607.2 ACCRUAL

Staff members accrue PTO based on their years of service in regular full-time and regular part-time 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 PTO accrual rate.

A. ACCRUAL OF PAID TIME OFF (PTO)

Regular full-time and regular part-time staff members who have completed the Introductory Period and whose salaries are based on service for 12 months accrue PTO in accordance with the following:


NON-EXEMPT WEEKLY-PAID STAFF
PTO Monthly Accrual in Hours
Weekly Scheduled Hours Daily Scheduled Hours Less than 2 years of service At least 2 years of services At least 3 years of service At least 4 years of service At least 5 years of service Maximum Annual Accrual in Hours
40 8 10.000 11.336 12.664 14.000 16.000 192
37.5 7.5 9.375 10.628 11.873 13.125 15.000 180
35 7 8.750 9.919 11.081 12.250 14.000 168
Equal to Days
1.250 1.417 1.583 1.750 2.000 24.000

EXEMPT MONTHLY-PAID STAFF
PTO Monthly Accrual in Hours*
Less than 2 years of service At least 2 years of services At least 3 years of service At least 4 years of service At least 5 years of service Maximum Annual Accrual in Hours
10.000 11.336 12.664 14.000 16.000 192
Equal to days
1.250 1.417 1.583 1.750 2.000 24.000

*Although exempt monthly-paid staff are paid on a salary basis, PTO accrues and is used in hourly increments. For purposes of PTO accrual and usage, full-time exempt monthly-paid staff are treated as working 40 hours per week (8 hours per day/5 days per week).

PTO 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 full-time or regular part-time 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.

Staff members who terminate after successful completion of their Introductory Period and on or after the 15th of the month will be credited a full month’s accrual.

A staff member may not have a balance at any time that exceeds the maximum accrual.  If a staff member's balance is at the maximum, the staff member will not accrue any additional PTO until the staff member's PTO balance has been reduced through usage.  Hours will not be retroactively accrued and credited to the staff member's PTO balance.

B. INTRODUCTORY PERIOD

During the Introductory Period, staff members do not accrue PTO. A staff member whose employment is terminated during this period will not receive payment for PTO.  Upon completion of the Introductory Period, accrued PTO will be credited retroactively to the initial date of employment.  When hired on or before the 15th of the month, a full month's accrual will be credited for the first partial month of employment.  When hired after the 15th of the month, no accrual will be credited for the first partial month of employment.  Upon completion of the Introductory Period, a staff member may request PTO.

In cases where the Introductory Period is longer than six (6) months, the staff member will be credited PTO 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, he/she will receive payment for accrued but unused PTO.

607.3 PART-TIME STAFF MEMBERS

Regular part-time staff members accrue PTO on a prorated basis, based on the percentage of a full-time schedule worked.

607.4 USE OF PAID TIME OFF (PTO)

Exempt monthly-paid staff members may take PTO in either full-day (i.e., eight (8) hour) or half-day (i.e., four (4) hour) increments.  Non-exempt weekly-paid staff members may take PTO in 15 minute increments.

Each fiscal year staff members and supervisors should plan and schedule to allow staff members to take PTO.  All scheduled PTO should be requested and approved in advance by the staff member’s immediate supervisor. Supervisors should determine and communicate to staff how much advance notice they require.  All scheduled PTO requests must be entered into Workday.  After the staff member enters the request into Workday, Workday automatically routes the request to the next approval level(s). 

Unscheduled PTO must also be requested in Workday.  Although the request cannot be entered into Workday in advance, the staff member should enter it as soon as possible.   If the staff member is unable to do so, his/her supervisor may enter the PTO request into Workday on behalf of the staff member.

The staff member's immediate supervisor maintains the discretion to approve or deny PTO requests based on the business and operational needs of the unit.

For staff using Flexible Work Options, PTO usage will be governed by the Flexible Work Options Guidelines.

607.5 PAYMENT OF UNUSED PAID TIME OFF (PTO)

Upon the voluntary or involuntary termination of employment, all regular full-time and regular part-time staff members who have successfully completed their Introductory Period must be paid for their accrued but unused PTO based on the date of separation.

607.6 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.

607.7 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.


Policy Number: 607                
Effective Date: 12/22/2004
Last Reviewed: 04/15/2019
Revised Date: 10/18/2019
Supersedes Policy Number(s): 508 (09/01/1975), 606 (09/01/1991), 607 (07/01/1997, 01/12/1999)
Applicability:  Regular full-time and regular part-time staff members 
Cross-reference:  Regular Part-Time Staff Members - Policy 116, Time Away from Work - Policy 602Attendance - Policy 603, Introductory Period - Policy 618Termination - Policy 629

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