Updated Paid Time Off (PTO) Policy

uedbetÌåÓý¹ÙÍø uedbetÌåÓý¹ÙÍø provides paid time off (PTO) to eligible employees for time away from work, both planned and unplanned. Paid time off can be used for planned vacations and medical appointments, with approval of a supervisor, as well as time off for unplanned absences due to personal or family illness.   With the exception of a limited carry over option as outlined below, this is a ¡°use it or lose it¡± policy meaning that PTO awards must be used in the fiscal year in which they are awarded, or be forfeited.

Eligibility

Administrative and staff employees working 20 hours per week or more are eligible for time off under this policy.  Faculty positions, athletic coaches, employees working less than 20 hours per week, and some additional salaried positions with an academic year schedule are not eligible for paid time off under this policy.  In addition, those positions will observe academic breaks for planned absences. These positions should seek guidance from their department chair or supervisor when time off is needed.

All other positions are eligible for paid time off under this policy the first of the month after 60 days of employment. Please see the ¡°New Employee¡± section of this policy for further details.

Planned absences

All planned time away must be scheduled in advance and approved by the employee¡¯s supervisor or manager and may be denied based on operational necessity, workflow concerns and/or multiple employee requests for the same time.

Unplanned absences

Paid time off can be used for personal or family illnesses as well as for care of family members or appointments. Family members for purposes of this policy include: 

• dependent child
• parent/stepparent
• spouse
• mother/father-in-law
• sibling
• grandchild
• grandparent 

As with any unplanned absence, employees must notify the supervisor or manager as soon as possible and on a daily basis. Unplanned absences of three days or more may require a doctor¡¯s release before returning to work. Excessive unplanned absences may require documentation that PTO is being used for purposes for which advance notice is not possible. 

PTO award schedule

Employees will be granted awards of PTO two times per fiscal year and must use this time in the same fiscal year that it is awarded, with the exception of the limited carry over option as outlined in this policy.  12-month employees will receive their awards on July 1 and January 1. Academic year employees will receive their awards in September following their return to their position for the academic year and on January 1.  Each award will be 50% of the total hours an employee is eligible to receive. Employees working a 10-month schedule will be granted PTO on September 1 and January 1. Below is a schedule showing the hours that will be awarded for a full-time employee working either 12 or 10 months of the year.

Part-time employees

Part time employees working 20 or more hours per week will be eligible for PTO on a prorated basis. This prorated award will be based upon their regularly scheduled or average daily hours.  For example, a full-time, 12 month employee who regularly works 6 hours per day will receive 114 hours of PTO in the fiscal year (19 days * 6 hours per day).   Fifty-seven (57)  of those hours will be awarded in July and 57 awarded in January.   The PTO hours must be used in the fiscal year in which they are granted, with the exception of a limited carry-over option as outlined in this policy.

Average daily hours will be determined for eligible part time employees each November. This review will consider hours worked between November 1 of the previous year and October 31 of the current year.  This calculation includes all hours worked, bereavement leave, holidays, PTO, life event pay, and short term disability.  An average hour amount will be calculated and will be utilized for future PTO awards. The maximum number of hours that a part time employee may receive is the full time awards listed above.

Service anniversary PTO increases

Employees will see an increase in their PTO award rate upon reaching their service anniversary. The increase will take effect at the next PTO award date (either July/September or January). 

For employees with a break in service, PTO award will be based upon the rehire date and prior years of service will not be counted.

New employees

New employees to uedbetÌåÓý¹ÙÍø will become eligible for this benefit on the first of the month after  60 days of continuous employment.  This waiting period ensures that employees have time to successfully orient to their work duties before receiving a PTO benefit and taking time off under this program. 

Once a new employee is eligible for PTO benefit, they will receive a prorated PTO award.  This award will be prorated, based on the date of the employee¡¯s eligibility and the next paid time off award date.  For example, a new 12 month full time employee who becomes eligible for PTO on October 1 will receive one-half of the regular July 1 PTO award, or 38 hours, and will receive a PTO award on January 1 of 76 hours, as outlined in the table above. 

Using PTO

Hourly employees may use PTO in increments not less than 15 minutes. Salaried employees must use PTO in a minimum of 1 hour increments. Academic year employees may utilize PTO during the academic year including days during the academic year when the academic offices are closed.  PTO hours can only be used when an employee is otherwise scheduled to be working. For example, academic employees may not utilize PTO during the summer break when they are not otherwise scheduled to be working.

PTO carryover

PTO hours are intended to be used in the fiscal year in which they are awarded.   Employees are, however, permitted to carry over up to 24 hours of unused PTO into the next fiscal year. This carryover is limited to a maximum of 24 hours in any year; employees may not accumulate additional carryover hours in subsequent years. Any PTO hours exceeding this 24-hour limit at the end of the fiscal year will be forfeited. PTO hours that have been forfeited will not be paid to an employee in any circumstance. This carryover provision is included to provide greater flexibility for employees to manage their time off while also encouraging regular utilization of paid time off by employees. 

Payout upon separation

Employees will be paid for awarded but unused PTO hours upon separation of employment with uedbetÌåÓý¹ÙÍø.

Frequently asked questions

Q: Why is the PTO policy changing?

The college is updating the PTO policy to align more closely with employee scheduling patterns, ensure fair and transparent distribution of leave, and encourage employees to regularly take time off to recharge.

Q: When do I receive my PTO?

Eligible employees are awarded PTO twice per fiscal year:

• 12-month employees: July 1 and Jan. 1
• 10-month employees: Sept. 1 and Jan. 1

Each award equals 50% of your annual total.

Q: How much PTO do I get?

The amount of PTO available based upon years of service has not changed. For full-time employees, your total annual PTO depends on your years of service:

Part-time employees receive prorated PTO based on their average scheduled hours (calculated annually in November). See the next FAQ for more details.

Q: How is PTO calculated for eligible part-time employees?

Part-time employees who work 20 or more hours per week are eligible for PTO on a prorated basis, determined by their average hours worked. This average is calculated each November based upon time worked November 1 of the previous year through October 31 of the current year. Once determined that is used for the PTO awards you receive for the next 12 months. So, the results of a November calculation will impact the PTO you are awarded the following January and July/September.

For example, a part-time, 12-month employee who averages 6 hours per day would receive 114 PTO hours annually (6 hours ¡Á 19 days), awarded in two equal parts¡ª57 hours in  January and 57 in July.

As part of the transition to this new program, we will complete an average calculation at the end of June to determine the first award under the new program.

Q: What if I'm a new employee?

Under our new policy, employees hired on or after July 1 will become eligible for PTO on the 1st of the month after 60 days of employment. They will receive a prorated award based on your eligibility date and the next award cycle.

Example: If eligible on October 1, a full-time 12-month employee would receive 38 hours in October and 76 hours on January 1.

Employees who began work prior to July 1 will accrue PTO time based upon the current policy through June 30, 2025.  They will be eligible for an award of PTO on July 1 per the new policy.

Q: Can I borrow PTO before I have been awarded it?

No. Under the updated policy, borrowing PTO is not permitted.  Employees may only use PTO that has already been awarded. Please plan ahead and speak with your supervisor if you anticipate needing time off before your next award.

Q: How can I use PTO?

• Planned Absences (vacation, appointments): Must be pre-approved by your supervisor.
• Unplanned Absences (illness, family emergencies): Notify your supervisor as soon as possible, and daily during your absence.

Q: In what increments can I use PTO?

• Hourly employees: Minimum of 15-minute increments
• Salaried employees: Minimum of 1-hour increments

Q: Can I carry over unused PTO?

Yes, but only up to 24 hours into the next fiscal year. Any unused time above 24 hours will be forfeited at the end of the fiscal year. You cannot accumulate more than 24 hours of carryover over multiple years. Employees will be allowed to carry over up to 24 hours from the current PTO plan into the updated plan effective July 1, 2025.

Q: Can I carry over unused legacy vacation hours?

Unused legacy vacation balances may not be rolled over and must be used prior to June 30, 2025.

Q: I currently have a negative PTO balance. Will that balance carry forward to the new plan?

Yes. If you finish the current fiscal year with a negative balance, those negative hours will carry over and be deducted from your first PTO award in the next fiscal year. Moving forward, borrowing is not permitted as part of this plan, so you should not have negative balances.

Q: I am an Academic Year Employee. Can I use PTO during academic breaks?

Academic-year employees may not use PTO during summer breaks or outside of the academic year. PTO must be used only during the academic year, including days during the academic year when academic offices are closed.

Q: What happens if I need to take time off but have no remaining PTO?

If you have exhausted your PTO balance, you may be able to request unpaid time off from your supervisor in limited circumstances. Approval is not guaranteed and is based on department needs and the nature of the request. We encourage you to manage your PTO carefully to ensure coverage for both planned and unplanned absences, including vacation, personal time, and illness. Please note that if your time off is related to your own serious illness or injury, birth of a child, or care of a family member, you may be eligible for additional leave benefits under FMLA, short term disability, or life event pay.  Please contact the Human Resources department to learn more about those options.

Q: Will I get paid for unused PTO when I leave?

Yes. Upon separation, you will be paid for awarded but unused PTO hours.

Q: Can I cancel PTO/Vacation time that I already have scheduled for this fiscal year if I wish to roll over hours to next fiscal year?

Yes, you can cancel an existing PTO request in the Paycor system. You can find instructions on how to cancel an existing PTO request here. Employees who have legacy vacation hours may not roll those over into the PTO plan. 

How will I know my PTO balance?

Balances are updated within Paycor. There you can view your current balance and make requests for time off.

If you have questions about how this policy applies to your role or need help calculating your PTO award, please contact Human Resources or your department supervisor.