Paid Time Off (PTO) is compensated time when the employee is absent from work.
- Paid sick time is time off during periods of personal illness to obtain medical services or to care for immediate family members who are ill.
- Vacation time refers to paid time off when an employee takes a break from work.
Paid Sick Time
Eligibility: Paid Sick Time
Full-benefits-eligible employees regularly scheduled to work 20 or more hours per week (.50 FTE) in a position that is six months or more in duration.
The University provides sick time to eligible employees to allow them paid time off during periods of personal illness, to obtain healthcare services, or to care for an immediate family member or member of the established household who is ill or needs healthcare services.
Sick Time Accrual
Eligible employees accrue sick time at the rate of .046125 hours for each paid hour worked, which equals 8 hours per month for an employee at a 1.0 FTE. Because sick hours are prorated by FTE, employees who reduce their FTE will see a corresponding decrease in the hours earned.
Employees shall not accrue paid sick time while unpaid or for overtime hours worked.
How to Request and Use Sick Time Hours
Sick-time procedures vary by campus and department. Consult your supervisor for details. When possible, get sick time approved in advance. Report sudden needs for an absence to your supervisor immediately.
Sick Time Carry Over
Accumulated paid sick time will not be paid out upon separation from the University. However, employees retiring from the University with 500+ accrued sick hours may receive a payout through the Retiree Accumulated Sick Leave (RASL) program.
Vacation Time
Eligibility: Vacation Time
Full-benefits-eligible University Staff, Classified Staff, Postdoctoral Scholars, and Appointed Personnel on fiscal-year appointments who are regularly scheduled to work 20 or more hours per week (.50 FTE) in a position that is six months or more in duration accrue vacation hours.
Employees with limited benefits do not accrue vacation hours.
How to Request and Use Vacation Hours
Employees need supervisor approval before taking vacation, and supervisors are responsible for accommodating these requests as workload permits.
Vacation Accrual and Carry Forward by Job Type
Accrual
University Staff employees on fiscal-year schedules earn 6.77 hours per pay period (22 vacation days per year), prorated by FTE.
University Staff employees on academic-year schedules earn 6.77 hours of vacation time per pay period during their working months, prorated by FTE.
Carry Forward
Employees may carry forward 320 vacation hours (prorated by FTE) from one calendar year to the next. Accruals over this amount are forfeited at the end of the pay period, which includes January 1.
An employee's FTE during the pay period that includes January 1 will determine the number of vacation hours that may be carried over.
Appointed Personnel on fiscal-year appointments earn 6.77 hours per pay period (22 vacation days per year), prorated by FTE.
Faculty on academic-year appointments do not earn paid vacation hours. If you move from a fiscal year to an academic-year appointment, you can use accrued vacation before the end of the fiscal appointment. Remaining hours are forfeited at the start of the academic year contract.
Non-faculty Academic Professionals on an academic-year schedule earn 6.77 hours of vacation per pay period (prorated by FTE), but only during the months they work.
Accrual
Postdoctoral scholars on a fiscal-year schedule earn 3.08 hours/pay period (10 days) in their first year of appointment and 4.62 hours/pay period (15 days) in each subsequent year, prorated by FTE. Postdoctoral scholars employed on an academic-year schedule earn vacation time only during their working months.
Carry Forward
Postdoctoral scholars may carry forward 1½ times the maximum number of vacation hours earned in a given year from one calendar year to the next.
| Length of Service | Maximum Vacation Hours Carried Forward | |
| 1.0 FTE* | Other FTE* | |
| Year 1 | 120 | 120 x FTE |
| Years 2+ of continuous service | 180 | 180 x FTE |
* Fiscal year employment
All hours removed from University employees’ balances during the vacation forfeiture process in January are automatically made available for compassionate leave transfer, unless an employee requests otherwise. If you do not wish your forfeited hours to be used for compassionate transfer of leave, complete the Request to Forfeit Vacation Hours form and submit it to Human Resources.
Other Supervisor-Approved Time Off
The following are available to employees per University Policy. Please coordinate with your supervisor to take this time off. Please visit the Requesting a Leave of Absence page for all extended leaves, including FML and parental leave.
Bereavement
Three paid days for a death in the family. Two additional paid days may be granted for out-of-state funeral services.
Jury Duty
Paid absence is available to eligible employees called for jury duty or as a material witness.
Volunteer Services
Up to 8 hours of paid time off each calendar year to volunteer at a qualifying nonprofit or government agency.
Sabbatical
Paid absence for personnel to further their careers, maintain effectiveness in current roles or provide the best service possible.