Time Off

Paid and Unpaid Time Off From Work:

Accrual of Sick Time

Regular classified staff members accrue sick time for each pay period worked, irrespective of length of service. The maximum amount of sick time that a regular full or part-time staff member may accrue at any given time is limited to 900 hours (120 days).

Sick time is accrued during the provisional period. Temporary staff members do not accrue or receive sick time regardless of the length of the assignment.

New staff members who begin employment on the first day of the pay period will receive the full accrual for the pay period. New staff members who begin employment on any day other than the first day of the pay period will receive a prorated accrual based on the number of days worked between the official start date and the last day of the pay period. For example, if a newly hired full-time staff member begins employment with the University on the 15th day of the month, they would receive a prorated portion (approx. half) of the sick time accrual for the month.

When a staff member terminates from the University, sick time accruals will be prorated for the pay period in which the staff member terminates in accordance with their official date of termination. See Payment of Unused Sick Time section below for eligibility requirements to be paid for accrued sick time.

Full-Time Staff

Regular classified full-time staff members who are assigned to a monthly payroll accrue 7.5 hours (1 day) of sick time per pay period. Regular classified full-time staff members who are assigned to a biweekly payroll accrue 3.462 hours of sick time per pay period. In both cases, the maximum annual accrual is 90 hours (12 days) of sick time per year.

Part-Time Staff

Regular classified part-time staff members accrue sick time according to their designated percentage of effort. Sick time accrual rates and annual accrual maximums are based on the following percentage of effort ranges:

Part-Time Percentage of Effort Ranges*
80% to 99% 60% to 79% 40% to 59% 20% to 39% 0% to 19%
Hours per Month Max Hrs per Year Hours per Month Max Hrs per Year Hours per Month Max Hrs per Year Hours per Month Max Hrs per Year Hours per Month Max Hrs per Year
6.75 81.0

(10.8 days)
5.25 63.0

(8.4 days)
3.75 45.0

(6.0 days)
2.25 27.0

(3.6 days)
0.75 9.0

(1.2 days)

*Sick time accruals and maximums are based on a University standard work week of 37.5 hrs (7.5 hours per day). If you are on a University approved 40 hour workweek, contact the Office of Human Resources, Compensation Department for more information regarding specific sick time accruals and maximums.

Usage of Sick Time

Sick time may be used only for health reasons, family care obligations, and other conditions that have a bearing on physical and mental welfare. Sick time may be taken for purposes of a family care obligation only for an obligation caused by a physical or mental health condition of a family member, or if care for a dependent family member is necessitated by the closure or delayed start of a care facility or school because of severe weather conditions. Family members are defined as those for whom leave may be taken under the Family and Medical Leave Act (FMLA), which include a spouse, parent, or child (child means a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in loco parentis, who is either under age 18, or age 18 or older and “incapable of self-care” as defined pursuant to FMLA regulations).

Supervisors or departmental administrators may request a physician’s certification or other official verification of the reasons for taking sick time, particularly in cases of chronic, patterned, or long-term absence. In addition, staff members may be disciplined if more sick time is taken than entitled to or in cases of excessive unscheduled absences or other egregious use of sick time. Sick time will be accrued in hours and should be documented as taken in hours; however all staff are encouraged to take sick time in no less than half day increments (example: 3.75 hrs). In all instances, pay should be adjusted when more sick days are taken than have been accrued.

If sick time usage extends beyond three consecutive work days, staff members may be required to apply for leave under FMLA, and, in cases where the absence is due to the staff members own health condition, are required to provide a physician’s statement or similar verification of your suitability to perform your normal duties upon return to work. The University’s FMLA Third Party Administrator may designate the leave as FMLA. See Policy 07-07-02.

Sick Leave

Sick leave totaling no more than 120 working days may be granted for health-related reasons. Your position is guaranteed for no more than 60 working days, absent other legal considerations. When you request a sick leave, you must call the University’s FMLA Third Party Administrator. When appropriate, they may designate the leave as FMLA. See Policy 07-07-02.

While you are on sick leave, you are paid for the days you have accrued as sick time, and may also elect to be paid for accrued vacation and for compensatory time accrued in the current or preceding pay period. You do not accrue paid vacation or sick time while on sick leave, after your last day at work. When you are scheduled to return to work, you must provide a physician’s statement or similar verification of your suitability to perform your normal duties, including any restrictions. This statement is provided to your departmental administrator.

Payment of Accrued but Unused Sick Time

Staff members may receive payment for unused sick time only if certain age and service criteria are fulfilled. If a staff member has reached 60 years of age or above and have a minimum 10 years of service or are at least 55 years of age and have a minimum of 25 years of service at the time of separation from service, they will receive a payment based upon the amount of unused sick time accrued. The payment will be equal to (a) accumulated unused sick time multiplied by one-half of the final base pay daily rate, or (b) $2,500, whichever is less. Payment for unused accrued sick time will be payable in a separate check processed in the subsequent pay period following the termination. For more information, please call the Office of Human Resources, Compensation Department at 412-648-5049.

Leave Programs

All leaves of absence must be documented by the department administrator on the Employee Record form for the first available payroll cycle corresponding to your absence from active work, regardless of whether the leave is paid or unpaid.

Bereavement

Regular Full-Time Employees—Regular full-time staff members are eligible for a paid leave of five working days in the event of a miscarriage or stillborn birth, or the death of a spouse, registered domestic partner (see Policy 07-06-08), child, stepchild, son-in-law, daughter-in-law, parent, stepparent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or parent of registered domestic partner. Bereavement leave associated with funeral services must be taken within seven calendar days of the death. Any remaining part of bereavement leave necessary to settle family issues associated with the death may be taken at a later time. You are eligible for one day of paid leave to attend the funeral of an aunt, uncle, niece, nephew, cousin, brother-in-law or sister-in-law, or sister or brother of a registered domestic partner.

Regular Part-Time Employees—Regular part-time staff members will receive pay for bereavement leave prorated to the staff member’s percent of effort worked. These days must be taken within seven calendar days of the death as defined above.

Holidays

Regular full-time staff members are granted 10 paid holidays each year:

  • New Year's Day
  • Martin Luther King Day
  • Spring Holiday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving
  • Day after Thanksgiving
  • Day before Christmas
  • Christmas Day

Regular part-time staff members will be paid only for those holidays that fall on regularly scheduled working days. If you are required to work on holidays, separate compensatory arrangements will be made. Temporary staff members are not paid for University holidays, regardless of the length of the assignment.

Personal Time

Regular classified staff members are granted personal time for use within the University’s fiscal year (July 1 through June 30). Personal time must be scheduled in advance with the staff member’s supervisor, according to departmental scheduling practices. Personal time will not carry over to the next fiscal year and will not be paid out at time of termination.

Personal time will be available in hours and should be documented as taken in hours; however all staff are encouraged to take personal time in no less than half day increments (example: 3.75 hrs). Personal time is available for use, if approved in advance, during the provisional period. Temporary staff members do not accrue or receive personal time regardless of the length of the assignment.

Full-Time Staff

Regular classified full-time staff members are granted 15 hours of personal time (2 days, 7.5 hours each) at the beginning of the fiscal year (July 1).

New full-time staff members that begin employment July through December will receive 15 hours (2 days) of personal time for the fiscal year. If employment begins between January through April, 7.5 hours (1 day) of personal time will be granted for the fiscal year. If employment begins in May through June, no personal time will be granted until the beginning of the new fiscal year.

Part-time Staff

Regular classified part-time staff members are granted 7.5 hours (1 day) of personal time at the beginning of the fiscal year (July 1). New part-time staff members that begin employment July through December will receive 7.5 hours of personal time (1 day) for the fiscal year. If employment begins between January through April, 3.75 hours (½ day) of personal time will be granted for the fiscal year. If employment begins in May through June, no personal time will be granted until the beginning of the new fiscal year.

Changes to Percentage of Effort within the Fiscal Year

Staff members who transfer from a full-time staff position to a part-time staff position anytime within the fiscal year will have their available personal time balance reduced to 7.5 hours (1 day). If you have less than 7.5 hours available (1 day), the balance will not change.

Staff members who transfer from a part-time position to a full-time position anytime within the fiscal year will have their available personal time balance increased by 7.5 hours (1 day) and will not exceed 15 hours (2 days) maximum.

Winter Recess

During the period between the end of the fall term and the beginning of the spring term, the University announces a recess when some University offices may be closed. The specific recess days are announced in the Official University Academic Calendar.

Jury Duty and Court Witness

When you are called to serve jury duty or subpoenaed as a court witness, you must notify your departmental administrator immediately and provide a copy of the notice or subpoena. Your University pay will not be reduced by the amount of jury duty or court witness pay that you receive.

Accrual of Vacation Time

Regular classified staff members accrue vacation time according to both years of service with the University and full-time or part-time staff assignment category. Vacation time is accrued during the provisional period. Temporary staff members do not accrue or receive vacation time regardless of the length of the assignment.

Accrual of Vacation Time

Vacation time accruals are determined by the staff member’s official hire date or adjusted service date recognized by the Office of Human Resources at the time of hire. Vacation time is accrued at the end of the pay period and available to be taken at the start of the following pay period.

New staff members who begin employment on the first day of the pay period will receive the full accrual for the pay period. New staff members who begin employment on any day other than the first day of the pay period will receive a prorated accrual based on the number of days worked between the official start date and the last day of the pay period. For example, if a newly hired full-time staff member begins employment with the University on the 15th day of the month, they would receive a prorated portion (approx. half) of the vacation accrual for the month.

When a staff member terminates from the University, vacation accruals will be prorated for the pay period in which the staff member terminates in accordance with their official date of termination. Payment for any unused accrued vacation time will be payable in a separate check processed in the subsequent pay period following the termination.

Vacation Time Guidelines

Vacation cannot be taken before it is accrued and must be requested and approved in advance by the staff member’s supervisor in accordance with established departmental scheduling guidelines. Vacation time will be accrued in hours thus should be taken in hours; however all staff are encouraged to take vacation time in no less than half day increments (example: 3.75 hrs).

Once a staff member reaches the maximum accumulation of vacation hours, they will not accrue additional vacation hours until hours are taken and the vacation balance falls below the maximum allowed. No retroactive credit will be granted for vacation time not accumulated as a result of reaching the vacation maximum.

Transfers from Non-Staff Positions

Employees who have transferred into a staff position from a non-staff position may be eligible to transfer previous years of service to count towards staff vacation accrual eligibility. Please reference the Staff Reemployment Policy or contact the Office of Human Resources, Compensation Department at 412-624-8150 for more information regarding non-staff job types that are eligible to count towards classified staff years of service.

Full-Time Staff

Regular full-time staff vacation accruals are determined by the staff member’s years of service with the University:

  Full-Time Vacation Accruals
  Accruals Per Month Max Accruals Per  Year
Years of Service Accrual in HOURS Accrual in DAYS Max in HOURS Max in DAYS
0-5 years 6.25 hrs .833 days 75.0 hrs 10 days
6-10 years 9.375 hrs 1.25 days 112.5 hrs 15 days
11-20 years 12.5 hrs 1.667 days 150.0 hrs 20 days
21 or more years 15.625 hrs 2.083 days 187.5 hrs 25 days

* Vacation accruals and maximums are based on a University standard work week of 37.5 hrs (7.5 hours per day). If you are on a University approved 40 hour workweek, contact the Office of Human Resources, Compensation Department for more information regarding specific vacation accruals and maximums.

Part-Time

Regular part-time vacation time accrual rates are based on the following percentage of effort ranges. Vacation time accruals are determined by years of service with the University and designated percentage of effort:

  Part-Time Vacation Accruals - Percentage of Effort Ranges
Years of Service 80% to 99% 60 to 79% 40 to 59% 20% to 39% 0% to 19%
Hrs per Month Max Hrs per year Hrs per Month Max Hrs per year Hrs per Month Max Hrs per Year Hrs per Month Max Hrs per Year Hrs per Month Max Hrs per Year
0-5 years 5.625 67.5 4.375 52.5 3.125 37.5 1.875 22.5 0.625 7.5
6 to 10 years 8.438 101.25 6.563 78.75 4.688 56.25 2.813 33.75 .938 11.25
11 to 20 years 11.250 135.0 8.750 105.0 6.250 75.0 3.750 45.0 1.250 15.0
21 or more years 14.063 168.75 10.938 131.25 7.813 93.75 4.688 56.25 1.563 18.75

Changes in Percentage of Effort

If a staff member’s percentage of effort changes and their accrued vacation balance exceeds the maximum of the new range, the difference between the accrued vacation balance and the maximum of the new range will be paid in the subsequent pay period following the change.

Vacation Time for Staff Classified at the Pay Grade 12 Level

Staff members who hold positions classified in Pay Grade 12 will accrue vacation time at the rate of 150 hours (or 20 days) per year. Once a staff member with a position classified in Pay Grade 12 completes 20 years of service with the University, the vacation accrual rate will increase to 187.5 hours (or 25 days) per year.

Leave of Absence

You may request general leaves of absence without pay. If granted, these leaves may not exceed 120 working days. You may not use accrued paid vacation days to extend the length of the leave beyond 120 days. However, accrued vacation days may be used during the leave to receive pay. Any such arrangements must be approved by the departmental administrator.

To initiate a request for an unpaid leave, you must first discuss the reasons for requesting a leave with your departmental administrator. The departmental administrator will discuss the circumstances with the Employee Relations Section of the Office of Human Resources. If it is determined that a leave is warranted, you will be notified by your departmental administrator. The University may, when appropriate, designate a leave as a Family and Medical Leave Act (FMLA) leave.

While on leave, you do not accrue vacation or sick time. Should you fail to return from a leave at the agreed-upon time, you are considered to have voluntarily resigned and lose all employment rights. Insurance benefits are not suspended while you are on a leave of absence. However, the cost of any benefits will be borne by you in the same manner as prior to the leave. Any arrangements for continuance of benefits must be made prior to the leave by contacting the Office of Human Resources, Benefits Department at 624-8160.

Military Leave

The University grants military leave and re-employment rights to eligible staff, pursuant to applicable federal and state law. For more information, contact the Employee Relations Section of the Office of Human Resources.

Release Time

Career-Related Development Workshops/Seminars—Release time for career-related development programs may not exceed eight hours per term. Additional time for attendance at such programs—which would have to be otherwise accounted for (e.g., personal days, compensatory time, etc.)—may be granted at the discretion of the department. Supervisors will ordinarily grant release time for regular full-time and regular part-time staff members at all levels to attend pertinent noncredit career and/or personal development courses and workshops administered through the Office of Human Resources. Your supervisor must sign the Faculty and Staff Development Program Registration form to authorize you to attend the sponsored workshops/seminars. Temporary full-time and temporary part-time staff members are not eligible for release time.

Approved Absence

There may be rare occasions when it is necessary for a regular classified staff member to be absent from work due to emergency or other unforeseen circumstances. In these cases, it may not be appropriate to deduct hours from the staff member’s vacation, personal or sick time accrual balances. These absences should be designated as Approved Absences on the staff time record and must have the approval of the staff member’s immediate supervisor. Approved Absences with supervisory approval may be used for absences that are weather related, work facility emergencies or workweek adjustments (such as approved early closures) and must be pre-approved by the department and Responsibility Center leader. Approved Absences do not count as hours worked for purposes of calculating compensatory and overtime (non-exempt staff only). Questions regarding the use of Approved Absences should be directed to your direct supervisor or the Office of Human Resources, Compensation Department at 412-648-5049.