University Human Resources
Paid Time Off Program for Appointed Nonexempt Staff
Frequently Asked Questions
Why was the time off program revised?
The program was revised in order to simplify it for employees, supervisors, and the universitys' administrative systems. It will be easier to understand and administer, and it will allow campuses to take advantage of the new Human Resources Management System (HRMS) technology.
Who is covered by this program?
This program covers all appointed, nonexempt employees: clerical (CL), technical (TE), support staff (SS), service maintenance (SM), nurse (NU), licensed practical nurse (PN), nursing aide (NA), general supervision (GS), and research technician (RS).
What happens to the time off I have accumulated?
Depending on the type of time off accumulated, it will roll over into one of the following plans:
Vacation Time (vacation, honorary vacation, and bonus holidays)
Income Protection Time (Sick Time)
Other Paid Time Off (holidays or compensatory time)
How much time off will I earn in this new program?
You will earn the same amount of time off as you did in the old program.
Does holiday time still carry over only one year?
Are there any changes to the Personal Affairs allowance?
The Personal Affairs Allowance no longer exists. One of the enhancements of this program is that you can now use Income Protection Time (Sick Time) to cover an absence due to the reasons listed below. And, there are no limits on how much time you can use for these reasons, as long as you have the time off accumulated.
Personal and family illness, injury, and medical/dental appointments
Personal, non-health issues
What about using Income Protection Time for emergencies (car problems, children in school on delay)? Will employees still be required submit documentation?
Employees may still be required to turn in documentation for unexpected time off.
What will be the maximum amount of vacation time that an employee can use in the new program?
The current limits on vacation, honorary vacation, and bonus holidays will be combined. In addition, this limit is raised by 72 hours to make the limit uniform on all campuses. The new maximum usage per year limits are 304 hours for years 0 through 13 and 784 hours for years 14 and beyond.
Is there any limit to the amount of Income Protection Time a staff member may use for personal business?
No. Both the 3-day limit (for personal affairs) and 5-day limit (for family illness) have been removed.
When are the employees who have been hired since February 12th, entitled to use Vacation Time or Income Protection Time?
If the employee has received a paycheck, the employee would be able to use accumulated time off as of May 12th without any further waiting period.
What happens to the six-month waiting period for new employees to use their vacation and sick time?
Vacation and Income Protection Time can be used after the employee receives the first paycheck.
What if a new employee hasn't worked a full two weeks when they get their first paycheck? Can they still use their paid time off at the time they receive their first paycheck?
Yes, any accrued time off that shows on the employee's first paycheck can be used.
Will employees still earn honorary vacation time?
Honorary vacation will become a part of Vacation Time. Employees will earn 40 additional hours of vacation time (same amount as with honorary vacation), only they will start to earn it one year earlier than in the old program, on a biweekly basis, at the start of the 14th year of service and beyond. The time will no longer be earned in a lump-sum amount each year.
What will happen to honorary vacation that has already been accrued before the start of the new program?
It will be combined into Vacation Time.
What happens to those employees who received honorary vacation time at the beginning of 2002? Will they receive extra Vacation Time under this new program?
Yes. They will receive a lump sum of 15.4 hours in May and their accrual rate will increase to the next level. This amount plus the amount they will start earning in the new biweekly accruals will ensure that these employees receive the full 40 hours that they would have received in January 2003 under the old time off program.
I have accumulated bonus holidays. Will these be converted to Vacation Time?
Yes. Any accumulated bonus holidays, as well as vacation time and honorary vacation, will be combined as Vacation Time.
Under the old plan employees had until the end of the next year to use a bonus holiday(s). Since bonus holidays will be combined as Vacation Time, employees are concerned that with the existing limitation on vacation usage, they might lose the bonus holiday.
In actuality, the fact that bonus holidays will be accrued as part of Vacation Time, is an added benefit for employees. Under the old plan, employees could only carry over unused bonus holidays for one year. After that, any unused time would be lost. For example, an employee could carry over unused days from 2001 into 2002. However, if any of that 2001 time remained unused at the end of 2002, it was lost. Under the new plan--in which bonus holidays will be accrued as part of Vacation Time--there is no limit on the amount of time an employee can accumulate, therefore he or she can carry it all over and not lose any of it. This means that the accumulated time will be available for use in even later years and will be there as part of an employee's separation pay.
With implementation in the middle of the quarter, how will employees earn the full amount of bonus holiday time for 2002?
4.3 hours will be added to each employee's vacation time balances at the time of conversion. This amount plus the amount they will start earning in the new biweekly accruals will ensure that employees receive the full complement of bonus holiday time for the year.
I supervise an employee who will reach 7 years of service this August 2002. What will happen to her lump-sum accrual of 40 vacation hours?
Employees who will reach 7 or 30 years of service between May 12, 2002 and May 11, 2003 will receive a prorated 40-hour, lump-sum accrual and will move to the next level of accrual in the vacation time table as part of the conversion.
If a person is within one year of their 7th or 30th year of service, what happens to his or her lump sum?
It will be a prorated lump sum with the remainder being earned biweekly after May 12. For further details, refer to the tables on the Adjustments page of this Web site.
Will I still receive pay for my accumulated time off when I leave the university?
The amount of separation pay (terminal pay) employees receive remains unchanged in this new program.
What happens when an employee separates or retires and they have honorary vacation?
Any accumulated honorary vacation will be combined into Vacation Time on May 12, 2002. The separation pay will include these hours.
What is the maximum amount of pay an employee can receive for Vacation Time when separating from the university?
The following table shows the maximum amount for which an employee receives separation pay for unused vacation time.
|Years of Service||
Maximum Separation Pay (hours)
|6 months through 6 years||
|start of 7 through 13 years||
|start of 14 years||
|start of 15 years||
|start of 16 years||
|start of 17 years||
|start of 18 years||
|start of 19 years||
|start of 20 years||
|start of 21 years||
|start of 22 years||
|start of 23 years||
|start of 24 years||
|start of 25 years to end of 29 years||
|start of 30 years and beyond||