Frequently Asked Questions: Paid Time Off Policy

FAQ: Paid Time Off Policy

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:


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 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. Click here for a more detailed explanation. Days will not be retroactively accrued and credited to the staff member's Paid Time Off balance.

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 he/she would not lose the PTO he/she has accrued. However, his/her 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.

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.

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.

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.

This list of Frequently Asked Questions refers to Policy 607 in the Human Resources Policy Manual.