3.3.2.1.4: 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 employee scheduled to work at least 30 hours per week. Paid time off does not accrue if an employee is on leave for any part of the pay period. Employees may not take paid time off before it has accrued.  Paid time off must be recorded in the payroll system.  Nonexempt salary and hourly employees are required to record time in no less than one-hour intervals.  Exempt employees are required to record time in no less than four-hour intervals.

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

Employee

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 Employees: (Paid Biweekly)

Employee

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

 

Accrual Schedule for Part Time Staff:

Accrual for Part Time Staff begin 30 days after hire. Employees 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 employee’s supervisor based on the needs of the department.

Unexpected absences:

For unexpected absences, employees are to request the use of PTO from their supervisor before the start of their scheduled work time.  Employees must call or email their supervisor.  Please check with 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 an employee does not notify his or her supervisor of the employee’s 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.

Payout upon termination:

Only unused paid time off hours accrued in the current year will be paid out at an employee’s current pay upon separation from employment unless employment is terminated for cause, such as financial malfeasance, serious misconduct or other reasons, at the discretion of the University. 

If an employee 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 employee’s last two weeks of employment.

 

When a staff member retires after 20 years of consecutive service, they will be paid their total accrued (carry over and current accrued) paid time off.

Note:  Faculty are not granted PTO, however each month they do earn 1 sick day.  They may roll over any unused sick days each year into their sick day bank.  They may bank up to 30 days.