Indiana University Indiana University

Home

Notice

Employee Designations

Human Resource Offices

IU at a Glance
 

Equal Employment Opportunity/ADA

Sexual Misconduct

Classification and Compensation

Employment

Attendance and Work Schedules

Time Off

Leaves of Absence

Health and Safety

Employee Conduct

Communications Use and Responsibilities

Employee Improvement and Complaint Resolution

Separations
 

A-Z Index

Download Handbook PDF

Indiana University

Staff Handbook

Time Off

Professional Staff
Paid Time Off

Paid time off (PTO) provides time for vacation, sick leave, personal business, and funerals. To calculate the days you earn, refer to the chart. Be aware that you do not earn PTO while on an unpaid leave of absence, while absent without pay, or during a temporary reduction in force.

Paid Time Off for PAE Staff
Staff with this amount of university service credit
Earn this amount of PTO at the end of each month
For a total of this amount each year
During the first 60 months of university service credit
20 hours per month
240 hours (30 days)
After 60 months of university service credit
24 hours per month
288 hours (36 days)
Paid Time Off for PAO and PAU Staff
Staff with this amount of university service credit
Earn this amount of PTO at the end of each biweekly pay period
For a total of this amount each year
During the first 60 months of university service credit
9.24 hours
240 hours (30 days)
After 60 months of university service credit
11.08 hours
288 hours (36 days)

Recording PTO

PAO and PAU Staff are to record PTO at least weekly in the university TIME system; PAE Staff are to record PTO at least monthly in the ePTO system.

Q and A about Paid Time Off

When do I accrue PTO?
PAE Staff accrue PTO at the end of the last workday of each month. PAO and PAU Staff accrue PTO at the end of each biweekly pay period.

When can I use PTO?
With your supervisor’s approval, you can use PTO at any point after you accrue it.

How much PTO can I use each year?
Your annual accrual is the maximum amount of PTO that you can use in a calendar year. This is either 30 or 36 days. For PAO and PAU Staff, the year begins with the pay period in which January 1 falls and continues through the last full pay period in December.

Use of PTO for FMLA

If you use PTO to cover a Family or Medical Leave of Absence, the amount you use is not counted as part of the maximum PTO you can use in a year.

How much PTO can I accumulate from year to year?
The maximum amount of PTO you can carry forward to a new year is the annual accrual of 30 or 36 days. At the end of each year, you can transfer unused PTO to a personal sick leave account if you wish. One hundred percent FTE staff can transfer up to 12 days to their sick leave account. Part-time staff may transfer a portion of this amount prorated by their FTE percent.

Keep Tabs on Your PTO Balance

Be sure to review your PTO balance at least monthly to ensure that you have time accrued before you use it, and to ensure that you do not use more than your annual allowance. If you accrue a significant amount of PTO, towards the end of the year, you may want to use some time and/or transfer it to your sick leave account, otherwise, you may lose it.

Can I borrow PTO from future earnings?
The only time you can “borrow” future earnings of PTO is when you are a new employee who has not earned enough PTO to cover the closing of your department between the Christmas and New Year holidays.

Can I receive pay in exchange for PTO?
The only time you can receive pay in exchange for unused PTO is when you separate employment from IU. You will receive pay for all of your accrued PTO at the end of your employment.

How do the hours in my sick leave account work?
At the end of each year, full-time employees may allocate up to a maximum of 96 hours (12 days) of unused PTO to a sick leave account. Part-time employees may allocate a prorated amount. There is no limit on the total amount of time an employee can have in her/his sick leave account. Employees may use time from their sick leave account for personal or family illness, Worker’s Compensation supplemental pay, and funeral attendance.

 

Support and Service Staff
Vacation

Full-time employees (75 percent FTE and above) earn vacation hours. Part-time employees (50 to 74 percent) earn a prorated amount of vacation hours, according to their FTE.

To calculate the vacation hours you earn, refer to the following chart. Be aware that you do not earn vacation hours during an absence without pay, an unpaid leave of absence, or a temporary reduction in force. Vacation earnings and balances are reflected on your paycheck.

How to Calculate Vacation Hours Earned
Staff who have worked for this amount of time
Earn this amount of vacation for every 80 hours in pay status
For a total of this amount each year
Hire date to end of 6th year
4.31 hours
112 hours
(14 days)
Start of 7th year to end of 13th year
5.85 hours
152 hours
(19 days)
Start of 14th year to end of 29th year
7.39 hours
192 hours
(24 days)
Start of 30th year and beyond
8.92 hours
232 hours
(29 days)

Q and A about Vacation

When can I take vacation?
New Staff employees may use accumulated vacation time after receipt of their first paycheck. Your supervisor must approve all vacation in advance before you can use it. Supervisors are to approve or deny requests within three working days of receiving the request.

How much vacation can I use each year?
If you have the time accumulated and you obtain supervisory approval, you can use:

  • Up to 304 vacation hours in a year through 13 years of service
  • Up to 784 hours in a year when you reach 14 years of service

The year begins with the pay period in which January 1 falls and continues through the last full pay period in December.

How much vacation can I accumulate?
If you do not use vacation hours, you can accumulate them from year to year. There is no limit on the amount of time that you can accumulate. Remember, however, that vacations provide time of relaxation and renewal, which help to enhance both your physical and mental health.

There are maximums on the amount of accumulated vacation time that is paid when you leave the university. Contact Human Resources for more details. Amounts above these maximums are lost.

Use of Vacation for FMLA

If you use vacation hours to cover a Family or Medical Leave of Absence, the amount you use is not counted as part of the maximum Vacation hours you can use in a year.

Support and Service Staff
Income Protection Time

The university provides income protection time to prevent you from losing pay, i.e., to protect your income, during personal or family illness, injury and medical/dental appointments, as well as personal emergencies that are not health related.

Full-time Staff employees earn 3.7 hours per pay period. This results in a maximum earning of 96.2 hours in a calendar year. Part-time Staff employees whose FTE (full-time equivalency) is 50 to 74 percent or greater earn a prorated number of hours.

You do not earn hours during an absence without pay, an unpaid leave of absence, or a temporary reduction in force. You accrue hours during the new-employee evaluation period and can use them after receiving your first paycheck. The use of income protection must be approved by your supervisor. You may be asked for a physician’s statement as proof of illness or injury.

The hours you earn accumulate from year to year. There is no limit to the number of hours you can use, but you cannot borrow against future earnings.

Other Permitted Uses

Income protection time is not meant to provide extra vacation hours or days off from work. If you need to be away from work because of personal business such as religious holidays, funerals, legal matters, and university class attendance, then you may charge this time against income protection earnings. You may be asked to provide documentation supporting your request.

A supervisor may deny a request to use income protection time for a number of reasons including the following:

Holidays

Staff employees are excused from work with pay for the following holidays, except where continuous service is essential:

New Year's Day 

Martin Luther King, Jr. Day 

Campus Holiday 

Memorial Day 

Independence Day

Labor Day

Thanksgiving Day

Friday after Thanksgiving

Christmas Day

When a holiday falls on a Sunday, IU observes the holiday on the following Monday. When a holiday falls on a Saturday, IU observes the holiday on Friday, the day before. To receive holiday pay, you must be in active status on the day the holiday is observed by IU.

Religious Holidays

Some employees celebrate religious holidays that are not in the above list. If you want time off for a religious holiday that IU does not observe, your department should consider making reasonable accommodations in your work schedule. You can use accrued time off to cover the absence from work. A supervisor may also let you take time off without pay or rearrange your schedule to make up for missed work time within the same workweek.

Campus Holiday

The Campus Holiday is a floating holiday to be taken on a day of the employee’s choice with supervisory approval, unless the campus designates a specific date. The holiday is earned on March 1.

Compensation

Compensation received for working on a university-observed holiday depends on the holiday and your employee group.

Professional Staff
Time Off for Funerals/Bereavement

You may use accumulated paid time off (PTO) or time from your sick leave account for funeral attendance and funeral-related activities.

Support and Service Staff
Time Off for Funerals/Bereavement

You receive up to three working days off with pay for bereavement, funerals, and matters related to the death of certain relatives. These include a parent, grandparent, brother, sister, in-law 
relative of the same degree, spouse, same-sex domestic partner, child, grandchild, stepchild, step-grandchild or other relative of whom you are the sole survivor. You must use these days within one week following the date of death. However, if the funeral is held outside of the one-week period, you may use any of the unused time to attend the funeral service.

With your supervisor's approval, you may use your accrued paid time off to take additional time for funeral-related matters or to attend funerals of friends or other relatives.

Jury and Court Duty

If you are called to serve on a jury, or if you are subpoenaed as a witness in court, you may perform this duty without losing your regular earnings or having to use your accumulated time off. To be eligible to receive pay, you must notify your supervisor and provide proof of notification.

Voting

You are urged to exercise your right to vote. In Indiana, the polls in each precinct open at 6 a.m. and close at 6 p.m. on Election Day. Employees whose work schedules prevent them from voting between 6 a.m. and 6 p.m. may be allowed time off with pay to vote, up to a maximum of two hours.

 

Page updated: February 2014
University Human Resources
Contact Employee Relations:

Privacy Statement