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• Time Keeping (Reporting Paid and Unpaid Time Off)
• Sick Time
• Vacation Time
• Personal Time
• Holidays
• Winter Recess
• Bereavement
• Jury Duty and Court Witness
• Military Leave
• Leave of Absence
• Family and Medical Leave Act (FMLA)
• Paid Parental Leave
• Approved Absence
• Paid Volunteer and Professional Development Time
• Faculty and Staff Development Program
• University Service and Development 

Time Keeping (Reporting Paid and Unpaid Time Off)

• Non-Exempt Staff: All regular full-time and regular part-time classified nonexempt staff must record hours worked, vacation, sick, personal time, compensatory time taken, and holiday and recess time. At the end of each workweek, the supervisor and non-exempt staff member must review the weekly time card to certify that the time recorded is accurate.
• Exempt Staff: All regular full-time and regular part-time classified exempt staff must record exception time off; hours worked do not need to be reported and a weekly time card is not required except for those weeks when exception time off is taken.
  • Exception time off types include: bereavement, jury duty, military paid leave, parental leave, vacation, personal time, sick time, FMLA vacation, FMLA personal time, FMLA sick time,  approved absence, professional development time, and volunteer time. Learn more.
  • University holidays and recess time are not considered exception time off and do not need to be reported.
  • When exception time off is reported, the supervisor and exempt staff member must review the time card to certify that the time taken is recorded accurately.

Sick Time

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.

Accrual of Sick Time

Sick 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 (equal to 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 (½ day) 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:

*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 work week, contact the Compensation Department of the Office of Human Resources 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 member’s own health condition, provide a fitness for duty certification to their supervisor or departmental administrator upon return to work. The University may, when appropriate, designate the leave as FMLA leave. Review ER 09 Leave Under the Family and Medical Leave Act for Staff (formerly 07-07-02).

Sick Leave

A 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 submit to your department and the Employee Relations Department of the Office of Human Resources a physician’s statement or similar verification of physical condition or circumstances. This statement should include the nature of the condition or problem that prevents you from performing your duties and an anticipated date of return. The University may, when appropriate, designate the leave as FMLA leave. Review ER 09 Leave Under the Family and Medical Leave Act for Staff (formerly 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. At least five days prior to the date 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.

If your position is not held open by the department beyond 60 working days, the Recruiting and Client Services Department of the Office of Human Resources will attempt to place you in a similar position upon the expiration of the leave. However, such placement cannot be guaranteed. In all cases, the University has no liability for either salary or benefits until you are re-employed.

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 has a minimum 10 years of service or is at least 55 years of age and has a minimum of 25 years of service at the time of separation from service, he/she 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. For employees paid monthly, payment for eligible unused sick time will be payable in your final period if your last day worked was on or before the 15th of the month. If your last day worked was after the 15th of the month, the eligible unused days will be payable in a separate payment processed in the subsequent pay period. For employees paid biweekly, payment for eligible unused sick time will be payable in the staff member’s final regular paycheck. For more information, please submit an inquiry online.

Voluntary Sick Time Donation Bank

The University of Pittsburgh offers the opportunity for staff to make a voluntary donation to a Voluntary Sick Time Donation Bank (VTSB) for use by staff members going out on an approved medical leave, including FMLA, short-term disability or a medical leave of absence as outlined in this policy. Union Eligible employees should review their Collective Bargaining Agreement to determine eligibility for sick time. Provisions of this policy may be modified or terminated as deemed necessary or appropriate by the University.

Eligibility to Make a Donation

Full-time regular and part-time regular staff members who have fewer than 45 days (337.5 hours for 37.5-hour employees and 360 hours for 40-hour employees) of sick time may not donate to the bank and donations cannot reduce accrued days below the 45-day threshold. Donation of sick time is voluntary and must be in full-day (7.5 hour for 37.5-hour employees and 8 hours for 40-hour employees) increments. No more than five days may be donated. Donated sick days are not refundable, however, if a donor meets the eligibility requirement, individuals who donate will be eligible to draw from the bank based on the requirements to receive time. Staff members may only make one donation during their career under this policy and may not specify the recipient of the donated time.

Eligibility to Request a Donation

At the start of the staff member’s approved FMLA/STD or medical leave, if the staff member has fewer than 10 sick days (75 hours for 37.5-hour full-time employees and 80 hours for 40-hour full-time employees) of accumulated sick time, they will automatically be granted up to 10 days (or up the length of their leave, whichever is smaller) to use at the beginning of the approved medical leave. The time granted may not bring a staff member’s sick balance above 10 days. For example, if a staff member has five days available, they may receive five days from the donated sick bank to be used at the start of their leave. This time can be used for a staff member’s own medical condition or the medical condition of a family member. A family member is defined as the staff member’s spouse, domestic partner on file with the University, dependent child, or parent. This benefit is not available for periods of paid parental leave. This benefit is only for people who are on continuous leave. Staff members on intermittent leave are not eligible for this benefit.

There are no guarantees that donated sick time will be available at the time an eligible employee goes out on leave. Full-time staff may receive up to ten sick days once during each approved leave period. An employee may utilize no more than 20 days of donated sick time during their career, regardless of breaks in service. If eligible, staff may only receive this time at the beginning of the leave, not after they have already exhausted their time off during their leave. Part-time staff may receive a proration of donated time based on their percentage of effort. For example, if an eligible staff member is 50% effort, they may receive up to a total of five days from the VTSB. No more than 10 days of donated sick time can be used for each approved medical leave.

Donated sick time will be distributed on a first-come, first-served basis. Retroactive requests will not be processed and must be documented as part of the paid leave with the initial Pitt Worx leave action. Payment of the sick days are based on the employee’s regular base pay. Time taken must be submitted as sick time on the employee’s timecard.

Details about the Voluntary Sick Time Donation Bank

Donations will continue to be accepted as long as the total balance of the VTSB is at 15,000 hours or less. This equates to 2,000 days for 37.5-hour employees. Once this cap is reached, donations will not be accepted again until the balance is less than 15,000 hours.

These guidelines do not change current University policies relating to sick time or leaves of absence and must be read in conjunction with all other University policies, protocols or procedures.

Procedure for Donating Sick Time When a staff member donates time to the VTSB, they must submit a case through the online OHR web form by selecting the Service Area of “Timecards” and “Voluntary Sick Time donation” in the “I need help with...” section. This request will be routed to Human Resources Shared Services (HRSS). HRSS will verify eligibility and reduce the employee’s sick balance. This sick time will be placed in a common bank of time to be used by employees going on an approved medical leave (approved Family Medical Leave (FMLA), Short Term Disability (STD), or an approved, medically-related personal leave) who have fewer than 10 sick days available to use.

Procedure for the Use of Donated Sick Time

Department/RC Administrator’s responsibility

When an employee has fewer than 10 sick days available, the Department/RC Administrator must affirm in the “Medical Leave for Staff?” section of the Pitt Worx request (this includes FMLA, STD, and personal medical leave). The paid portion of an approved Medical leave in Pitt Worx should include a minimum of 10 sick days. Paid days should also be reflected on the timecard. Adjustments will not be made after the leave has been submitted, so it is crucial that this time is accounted for at the beginning of the leave.

The Office of Human Resources, Benefits Department responsibility

Upon receiving the medical leave request, Benefits staff will review eligibility for additional paid sick time from the VTSB and add the appropriate amount to the employee’s sick balance at the start of the leave. Benefits staff will update the donation bank to show the use of time and deny requests that are not completed correctly in Pitt Worx. 

Vacation Time

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.

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 (equal to 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.

• For exempt (monthly paid) employees, payment for eligible unused vacation time will be payable in your final pay period if your last day worked was on or before the 15th of the month. If your last day worked was after the 15th of the month, the eligible unused days will be payable in a separate payment processed in the subsequent pay period. Payout of vacation time within these timeframes is dependent on the termination processing date in Pitt Worx.
• For non-exempt (biweekly paid) employees, payment for eligible unused vacation time will be payable in the staff member's final regular pay period. Payout of vacation time within this timeframe is dependent on the termination processing date in Pitt Worx.

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 Compensation Department of the Office of Human Resources 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:

Part-Time Staff

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:

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.

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 hours). 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.

A few examples for which personal time can be used include:

• Time needed that does not qualify for sick or vacation time
• Religious holiday or other event that is not identified by the University as an approved holiday
• Caring for pets (vet visit, ill pet, etc.); caring for dependents is covered under the sick time policy
• Volunteer and professional development activities beyond the provided 7.5 hours per month
• Self-care, such as a physical fitness or wellness class, that does not fall under the sick time policy

Full-Time Staff

Regular classified full-time staff members are granted 22.5 hours of personal time (3 days at 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 22.5 hours (3 days) of personal time for the fiscal year. If employment begins between January through April, 15 hours (2 days) 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 11.25 hours (1.5 days) 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 11.25 hours of personal time (1.5 days) 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.

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 11.25 hours (1.5 days). If you have less than 11.25 hours available (1.5 days), 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 22.5 hours (3 days) maximum.

Holidays

Regular full-time staff members are granted 11 paid holidays each year:

• New Year's Day
• Martin Luther King, Jr. Day
• Spring Holiday
• Memorial Day
• Juneteenth
• 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.

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.

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 (review ER 04 Domestic Partner Benefits (formerly 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.

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.

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 Department of the Office of Human Resources.

Leave of Absence

Leave Programs

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

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 Department 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 Benefits Department of the Office of Human Resources.

Family and Medical Leave Act (FMLA)

Basic Leave Entitlement

In accordance with the requirements of the Family and Medical Leave Act, the University of Pittsburgh provides up to 12 weeks of unpaid, job-protected leave to eligible staff members for the following reasons:

• For incapacity due to pregnancy, prenatal medical care or childbirth;
• To care for the staff member’s child after birth, or placement for adoption or foster care;
• To care for the staff member’s spouse, son or daughter, or parent who has a serious health condition; or
• For a serious health condition that makes the staff member unable to perform the staff member’s job

Military Family Leave Entitlements

Eligible staff members whose spouse, son, daughter, or parent is on covered active duty or called to covered active duty status may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.

FMLA also includes a special leave entitlement that permits eligible staff members to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. A covered service member is: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness*; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible staff member takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.*

* The FMLA definitions of “serious injury or illness” for current service members and veterans are distinct from the FMLA definition of “serious health condition”.

Benefits and Protections

During FMLA leave, the University must maintain the staff member’s health coverage under any “group health plan” on the same terms as if the staff member had continued to work. Upon return from FMLA leave, staff members must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.

Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of a staff member’s leave.

Eligibility Requirements

Staff members are eligible if they have worked for the University for at least one year, and for 1,250 hours over the previous 12 months.

Definition of Serious Health Condition

A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the staff member from performing the functions of the staff member’s job, or prevents the qualified family member from participating in school or other daily activities.

Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.

Use of Leave

A staff member does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Staff members must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the University’s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.

Substitution of Paid Leave for Unpaid Leave

The University requires the use of accrued paid leave while taking FMLA leave. Staff members must use up to 60 sick days, and may elect to use vacation days once sick days are exhausted or 60 have been used.

Staff Member Responsibilities

Staff members must provide 30 days’ advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days’ notice is not possible, the staff member must provide notice as soon as practicable and generally must comply with a school or department’s normal call-off procedures.

Staff members must provide sufficient information to the University’s FMLA Third Party Administrator for the University to determine if the leave may qualify for FMLA protection and concerning the anticipated timing and duration of the leave. Sufficient information may include that the staff member is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Staff members also must inform their supervisor if the requested leave is for a reason for which FMLA leave was previously taken or certified. Staff members also may be required to provide a certification and periodic recertification supporting the need for leave.

University Responsibilities

The University must inform staff members requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the staff members’ rights and responsibilities. If they are not eligible, the University must provide a reason for the ineligibility.

The University must inform staff members if leave will be designated as FMLA-protected and the amount of leave counted against the staff member’s leave entitlement. If the University determines that the leave is not FMLA-protected, the employer must notify the staff member. The University complies with these responsibilities through its third party administrator.

Unlawful Acts by Employers

FMLA makes it unlawful for any employer to:

• Interfere with, restrain, or deny the exercise of any right provided under FMLA;
• Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

Enforcement

Any employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer.

FMLA does not affect any Federal or State law prohibiting discrimination or supersede any State or local law or collective bargaining agreement that provides greater family or medical leave rights.

FMLA section 109 (29 U.S.C. § 2619) requires FMLA covered employers to post the text of this notice. Regulations 29 C.F.R. § 825.300(a) may require additional disclosures.

For more detailed information, contact the Employee Relations Department of Human Resources and review ER 09 Leave Under the Family and Medical Leave Act for Staff (formerly 07-07-02).

Paid Parental Leave

The University supports the importance of providing assistance to its staff members who become new parents through the birth, adoption, or foster care placement of a child. As part of this commitment, the University provides Paid Parental Leave to eligible staff members.

Leave Entitlement

Full-time regular and part-time regular staff employees receive up to four weeks (20 days) of Paid Parental Leave. Eligible part-time staff members will receive a pro-rated amount of leave. Part-time eligible staff members working 50 percent effort or greater are eligible for a proration of the 20 days based on their percent of effort at the start of the leave. For example, if a staff member is 60 percent effort, they will be eligible for 12 days of Paid Parental Leave. If a staff member works a non-standard schedule, such as 9.375 hours/day, parental leave days should be converted to hours. Twenty days is equal to 150 hours of parental leave.

If both parents work at the University, they will each be eligible for this paid benefit separately. Paid Parental Leave runs concurrently, not consecutively, with benefits provided pursuant to the Family Medical Leave Act (FMLA) and the University’s Short-term Disability (STD) program. This policy applies to births (date of delivery), adoptions, and foster care placements that occur on July 1, 2017, or after.

Eligibility

Eligibility for any of the benefits under this policy is determined as of the date of the birth, adoption, or placement of the child. Full-time regular and part-time regular staff members are eligible for the Paid Parental Leave benefit described in this policy if: (1) they have worked in a benefits-eligible position for the past six months; and (2) are at least 50 percent effort. Time worked as a student employee, temporary staff member, or in other non-benefit eligible positions, does not count toward this six-month employment requirement. Other classifications, such as Faculty, Research Associates, and Post-Doctoral Associates, may be eligible for paid leaves under other policies but are not eligible for the paid leave as described here. Staff members who are represented by a labor union are eligible for Paid Parental Leave and other benefits in accordance with the terms and conditions stated in their collective bargaining agreement.

To be eligible for this benefit, the staff member must plan on returning to work upon ending the leave. The staff member must also be the parent of the child. For purposes of this policy, a parent is defined as the following: (1) a biological, adoptive or foster parent, (2) a stepparent, or (3) a legal guardian.

Use of Leave

For maternity leaves, the Paid Parental Leave must be used at the start of the medical portion of the leave, once the baby is born. If the leave is for paternity leave, adoption, or foster care, it may be used during the 12 months immediately following the birth, adoption, or foster care placement of the child. This leave is paid at 100 percent of the staff member’s base salary. Paid Parental Leave cannot be used on an intermittent basis. Staff members must use the entire leave entitlement in consecutive workweeks.

Holiday and recess days that occur during a parental leave will not extend the Paid Parental Leave. For example, if the parental leave runs from March 1 through March 28 (20 working days), and the Spring Holiday falls on March 10, the staff member will enter Parental Leave on their timecard, not a holiday. The Paid Parental Leave will not be extended due to the holiday.

Staff members will not earn sick, vacation or personal time while on a Paid Parental Leave.

If the scheduled Paid Parental Leave crosses over two fiscal years, and the staff member had a personal time balance remaining as of June 30, that time will be lost July 1. The new personal time balance would be available upon the staff member’s return to work.

At the conclusion of Paid Parental Leave, the staff member may be eligible for additional time off under FMLA/STD or other policies. If the eligible staff member remains out beyond the four weeks of Paid Parental Leave under FMLA/STD policies, they must exhaust their sick time following the Paid Parental Leave. They also have the option of using vacation and/or personal time, though this is not required. If eligible, STD payments will start once the sick time is exhausted. Paid Parental Leave, FMLA, and STD all run concurrently.

Like FMLA and STD, Paid Parental Leave provides job protection. Paid Parental Leave may be terminated by the University if the staff member informs the University during the leave that they do not intend to return to work at the conclusion of the leave. Parental leave will not be paid out upon termination of employment.

Multiple births, such as having twins, does not increase the length of the Paid Parental Leave.

Benefit Eligibility

Applicable taxes and health and welfare benefits such as medical, dental, vision, flexible spending, life insurance, and contributions to the retirement savings plan will continue to be deducted from the Paid Parental Leave pay as if it were regular salary.

Staff Member Responsibilities

The staff member must go through the normal FMLA/STD claims process with MetLife to file for maternity/paternity leave. The staff member must let their department know prior to the leave that it is related to a Paid Parental Leave. The staff member must submit timecards appropriately for the first 20 days of the leave to reflect Parental Leave. If the staff member elects to use paid time off such as sick, vacation or personal time after the Paid Parental Leave is exhausted under FMLA/STD, their timecards should be submitted to reflect the use of other time off.

Department Responsibilities

The department must verify that the staff member qualifies for a Paid Parental Leave. The Paid Parental Leave must be documented in the online HR system.

Human Resources Responsibilities

The Benefits Department within the Office of Human Resources provides final approval/denial of the Paid Parental Leave benefit based on the eligibility criteria above. The Benefits Department reviews the Paid Parental Leave based on the information submitted by the department in the online HR system. The Benefits Department may ask the employee for documentation to verify the birth, adoption, or foster care placement of a child.

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 Compensation Department of the Office of Human Resources at 412-624-7000.

Paid Volunteer Time and Professional Development Time

The University’s mission is to leverage knowledge through teaching, research, and community service. The University of Pittsburgh recognizes the importance of volunteering and community service, as well as professional development for faculty and staff across the University, both individually and collectively.

To support this mission, the University encourages its staff employees to participate in volunteer and community service activities and/or professional development opportunities by providing paid time off each month exclusively for participating in such activities. These guidelines allow staff to take up to 7.5 hours per month for non-exempt staff, and up to one (1) day for exempt staff (depending on the employee’s regular work schedule) to participate in a volunteer or professional development opportunity, which takes place during the employee’s regular working hours. The University identifies service opportunities that support its place-based and issue-focused priorities, such as serving with community-based organizations that help residents throughout the region meet their basic needs, including food and housing, along with improving health equity, digital access; K-12 education; civic participation; and economic sufficiency.  Professional development opportunities include University-sponsored programs and workshops, as well as career-related programs and workshops offered by outside organizations.

Eligibility

Full-Time Staff

Regular classified full-time staff employees are eligible for up to one day (7.5 hours) of paid volunteer time or professional development time, or a combination of both, per month to be used for volunteer/community service activities or professional development opportunities that fall within the employee’s regular work hours. Pay for Paid Volunteer or Professional Development hours is calculated based on the employee’s base pay.

Part-Time Staff

Regular classified part-time staff employees are eligible for up to one day (prorated based on the employee’s regular work schedule) of Paid Volunteer time or Professional Development time, or a combination of both, per month to be used for volunteer/community service or professional development activities that fall within the employee’s regular work hours. For example, if an employee is 50% effort, they would be eligible to take up to 3.75 hours of Paid Volunteer or Professional Development time per month. Pay for Paid Volunteer or Professional Development hours is based on the employee’s base pay.

Other Employee Types

Union-eligible (represented) employees should review their collective bargaining agreement for eligibility for Paid Volunteer time, Professional Development time, or a combination of both.  Temporary employees should work with their supervisor on professional development opportunities, and do not fall under the scope of these guidelines.

Prior Approval Required

Paid Volunteer and/or Professional Development time must be requested in advance via the same method that is used to request other types of paid time off and may not be used without supervisor’s approval. The supervisor may deny the request based on the business needs of the department or if the employee has performance issues.  Professional Development opportunities, including overnight or multi-day conferences mandated by the supervisor do not fall under the scope of these guidelines.  Mandated volunteer/community service opportunities, such as unit-required days of service, or community-serving initiatives undertaken as part of a unit’s work, also do not fall under the scope of these guidelines.  These guidelines only apply to opportunities that the employee seeks out voluntarily.

Approved Activity

The volunteer/community service activity must fall within the employee’s regular/typical work schedule.  While volunteer/community service activities do not have to be University-approved, an employee may select from University-approved service activities on the Faculty and Staff Volunteerism website, led by the Office of Engagement and Community Affairs in partnership with PittServes.  Professional Development activities must be career-related and voluntary and may include LinkedIn Learning, opportunities through professional organizations, the University’ Faculty and Staff Development Program (FSDP), etc.

Volunteer time may not be used for service in conjunction with any organization that discriminates based on creed, race, religion, age, or sexual orientation, including any activity that could harm the University, its employees, or reputation.

Time Keeping Requirements

Employees and supervisors must monitor the use of Paid Volunteer and/or Professional Development time, so that it does not exceed a combined one work day per month.  When taking time off to participate in a volunteer/community service activity, both exempt and non-exempt staff employees should indicate time working on a service project on their weekly time card in Pitt Worx as “Volunteer Time,” just as they would if they were using vacation, personal, or sick time. Both exempt and non-exempt staff employees should indicate time taken for professional development as “Professional Development Time.”  A staff employee is permitted to use any number of approved hours in a particular workday, but no more than a regular workday (maximum 7.5 hours). Paid Volunteer time and/or voluntary Professional Development time counts as hours worked for purposes of calculating compensatory and overtime (non-exempt staff employees only).

Staff Employee Responsibilities

• For volunteer opportunities, you may find University-approved volunteer opportunities through the Faculty and Staff Volunteerism website. Professional development opportunities can often be found through the Office of Human Resources Organization Development team or through professional organizations specific to your field of work. 
• The staff employee must request paid volunteer time and/or professional development time from their supervisor prior to the volunteer/community service and/or professional development activity. Requests should be submitted by the staff employee to their supervisor through the same mechanism that they submit other types of requests for time off, such as vacation.
• The employee must provide documentation of the activity as requested by their supervisor
• Report completed volunteer service through the Pitt Volunteer Portal.
• Track volunteer hours as “Volunteer Time” on your time card in Pitt Worx. Track professional development hours as “Professional Development Time” on your time card in Pitt Worx. 
• The staff employee and their supervisor must monitor Paid Volunteer and/or Professional Development time manually to ensure that it does not exceed a combined 7.5 hours per month.   

Supervisor Responsibilities

• Supervisors must approve or deny requests from employees within their area consistently and fairly. Requests may be denied for business reasons or performance issues.  Requests should be submitted by the employee through the same mechanism that they submit other types of requests for time off, such as vacation. 
• Paid “Volunteer Time” and paid “Professional Development Time” requests must be approved by the supervisor prior to the employee taking the time off.
• The supervisor may request additional details, such as the name of the organization or event, date and/or times of the activity, and duties performed during the activity.
• The supervisor may deny the request based on the business needs of the department or if the employee has performance issues.
• The supervisor must communicate approval and/or denial to the employee prior to their requested time off. If the request is denied, the supervisor should include a reason for the denial. Appeals can go through the normal grievance process for staff outlined in the Staff Handbook. 
• The supervisor must ensure that Paid Volunteer Time and/or Paid Professional Development Time is documented on the employee’s time card accurately.
• The supervisor must monitor Paid Volunteer and Professional Development time to ensure that it does not exceed the allowed time under these guidelines through the employee’s time card.

Additional Information

Neither Paid Volunteer Time or Paid Professional Development time can be carried over to the next month and will not carry a cash value or be paid out at the time of termination.  The Office of Engagement and Community Affairs will be responsible for formally defining appropriate and University-approved volunteer/community service activities. Employees and supervisors are directed to contact the Office of Engagement and Community Affairs with organization eligibility questions and concerns.

Taking Paid Volunteer and/or Paid Professional Development time off fraudulently or without supervisor approval can result in disciplinary action up to and including termination. Supervisors and employees are encouraged to have discussions about professional development goals and opportunities during the annual performance appraisal process, as well as throughout the year.  

An employee may either use up to 7.5 hours off per month for Volunteer or Professional Development time but cannot take a day (7.5 hours) for volunteer time and a day (7.5 hours) for professional development within the same month.  Employees may take a partial day for volunteering and a partial day for professional development in the same month, but that time may not exceed 7.5 hours in a month.

Other Opportunities Outside of the Scope of These Guidelines

The University encourages departments to offer flexibility around staff employees participating in the University’s academic programs during work hours, which does not fall under the scope of these guidelines. Temporary employees should work with their supervisor to identify professional development opportunities, which do not fall under the scope of these guidelines.  Professional Development opportunities, including overnight conferences, mandated by the supervisor do not fall under the scope of these guidelines.  Community-serving initiatives mandated by the supervisor as part of a unit’s work do not fall under the scope of these guidelines. These guidelines only apply to opportunities that the employee seeks out voluntarily. 

Faculty and Staff Development Program

You are encouraged to attend workshops listed in the Faculty and Staff Development Program. Departments are also encouraged to arrange for staff members who work together to participate in instruction together. A variety of workshops is offered by the Office of Human Resources to you and/or your department.

Topics include:

• Professional development
• Career development
• Personal development
• Financial planning
• Health and safety
• Human Resources development track
• University business and financial services for supervisors

Further information on workshops is available on the Faculty and Staff Development Program web page or by calling 412-624-8046.

University Service and Development

The University of Pittsburgh supports staff participation in University Service. University Service includes serving on a University committee or group that enhances the University’s mission and objectives. Examples of serving can include participation in an Affinity Group/Pitt Community, membership in Staff Council, a search committee, or other University committee/governance group. University Service should count as hours worked and should be documented as such on non-exempt employees’ timecards. Exempt staff do not document hours worked on their timecard. Staff who attend events offered by a committee or group should count that time as professional development time.

More information about professional development time can be found at: https://www.hr.pitt.edu/staff-handbook/paid-and-unpaid-time-off#volprofdev. Employees’ participation in University Service is granted at the Supervisor’s discretion and may be denied based on the business needs of the department and/or if the employee has documented performance issues.