Paid Time Off | Spalding University Policy Guide

2.3.1.0.3: Paid Time Off

Eligibility:

After thirty (30) days of continuous employment, all full-time exempt and full-time non-exempt staff members will begin to accrue paid time off (PTO) if you are a regular status staff member scheduled to work at least 30 hours per week. Paid time off does not accrue if a staff member is on leave for any part of the pay period. Staff members may not take paid time off before it has accrued.  Paid time off must be recorded in the payroll system.  Nonexempt salary and hourly staff members are required to record time in no less than one-hour intervals.  Exempt staff members are required to record time in no less than four-hour intervals.

Accrual Schedule for Full Time Staff Members: (Paid semimonthly)

Staff Member

Days per year

Hours accrued each pay period

New Hire -1 year (date of hire to first anniversary

23 days

Per year

7.65 accrued hours per pay period

1-5 years of employment

23 days

Per year

7.65 accrued hours per pay period

6 – 10 years of employment

28 days per year

9.3 hours per pay period

11 plus years of employment

33 days per year

11 hours per pay period

 Accrual Schedule for Full Time Staff Members: (Paid Biweekly)

Staff Member

Days per year

Hours accrued each pay period

New Hire -1 year (date of hire to first anniversary

23 days

Per year

7.06 accrued hours per pay period

1-5 years of employment

23 days

Per year

7.06 accrued hours per pay period

6 – 10 years of employment

28 days per year

8.58 hours per pay period

11 plus years of employment

33 days per year

10.15 hours per pay period


Note: Staff Members on short term disability do not accrue PTO. 

Accrual Schedule for Part Time Staff:

Accrual for Part Time Staff begins 30 days after hire. Staff members working between 15 and 29 hours per week receive .25 hours each pay period. 

Requesting PTO:

You are required to provide your supervisor with reasonable advance notice and obtain approval prior to using PTO. For a pre-scheduled PTO request of 5 consecutive days or more, you must provide your supervisor with at least two weeks’ advance notice. This allows for you and your supervisor to prepare for your time off and to ensure that all staffing needs are met.

You may not schedule more than 10 consecutive days of PTO without approval from the Human Resources office.

Scheduling of PTO is subject to the approval of the staff member’s supervisor based on the needs of the department.

Unexpected absences:

For unexpected absences, staff members are to request the use of PTO from their supervisor before the start of their scheduled work time.  Staff members must call or email their supervisor.  Please check with your manager for specific instructions.

When a staff member’s absences occur frequently enough to prevent regular and reasonable attendance, the University may take disciplinary action, up to and including termination of employment.  If a staff member does not notify his or her supervisor of their absence for three consecutive workdays, he/she will be considered to have voluntarily resigned. 

Carry Over Hours:

On December 31st of each year, a maximum of 160 hours of unused paid time off may be carried over to the new calendar year. This will be recorded as “beginning balance” in the Paycom System.

Payout upon termination

Only the staff member’s Awarded Amount minus the staff member's Taken Amount will be paid out to the staff member at their current payrate, unless employment is terminated for cause, such as financial malfeasance, serious misconduct or other reasons, at the discretion of the University.

When a staff member retires after 20 years of service, the staff member will receive the total Available balance which includes the Awarded Amount minus the Taken Amount, plus the Beginning Balance. 

If a staff member voluntarily resigns, they must submit a written resignation to the supervisor and Human Resources at least two weeks in advance of the resignation date to received paid time off hours accrued in the current year payout.  No PTO time may be taken during the staff member’s last two weeks of employment. 

Note:  Faculty are not granted PTO, however they do earn 1 sick day each month.  Faculty may rollover any unused sick days each year into their sick day bank.  Faculty may bank up to 30 days. This amount is not paid out at termination.

 

Example

Beginning Balances         Awarded Amount            Taken Amount                  Available

101.50                                   160.65                                   86.50                                     175.65

 

Less than 20 years

Awarded Amount – Taken Amount = PTO Payout

160.65 – 86.50 = 74.15

 

Over 20 consecutive years

(Awarded Amount – Taken Amount)  plus Beginning Balance = PTO Payout

74.15 + 101.50 = 175.65