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Index > Operations Policies > Personal Time Policy

Personal Time Policy

Purpose

This policy clarifies the eligibility of staff members regarding personal paid time off.

Scope

This policy pertains to all staff in a position with minimum scheduled weekly hours of 17.5 hours per week and scheduled hours of 910 hours per year.

Policy Statement

With reasonable advance notice and the approval of the supervisor, an employee may be given time off for reasons of a personal nature. Personal time may not be used during the first 3 months of employment.

Definitions

Scheduled Hours – the number of hours budgeted for a position on an annual basis.

Scheduled Weekly Hours – the number of hours budgeted for a position on an annual basis divided by the number of weeks per year associated with the position. Most positions are 12-month positions. Scheduled weekly hours for partial-year positions are determined based on the number of weeks of coverage.

  • For the purposes of this policy, the value of a day is determined by taking the employee’s scheduled weekly hours in the Workday system, divided by 5. For example, a 12-month full-time employee with scheduled weekly hours of 35 would receive 14 hours of personal time based on a daily value of 7 hours.

  • A part-time 12-month employee with scheduled weekly hours of 20 would receive 8 hours of personal time based on a daily value of 4 hours.

  • Partial-year (example academic year coverage is 39 weeks) employees working 28 hours per week/annual hours of 1,092) would receive 11.2 hours of personal time based on a daily value of 5.6 hours.

Policy

Eligible employees* receive a balance of personal hours each year, including in the year of hire as illustrated below. Any balance of the annual allotment of personal time will automatically be carried over into the new fiscal year, with a maximum balance including carryover of two times the hourly annual personal time allotment allowed based on scheduled hours as of July 1 of the new fiscal year. For example, an employee with an annual allotment of 14 personal time hours may have a maximum balance of 28 personal hours (including carryover).

A full-time employee with scheduled weekly hours equal to 35, receives an annual allotment of 14 hours (2 days)

A full-time non-exempt employee with scheduled weekly hours equal to 40, receives an annual allotment of 16 hours (2 days)


A 12-month, part-time employee with scheduled weekly hours equal to 25, receives an annual allotment of 10 hours (2 days)

*Newly Hired Employee hired between:

July 1 and December 31, receives the full annual allocation of two (2) days

January 1 and June 30, receives 50% of the annual allocation or one (1) day

Procedures

Personal time requests must be submitted to the supervisor for approval in Workday in advance of the personal time being taken. Formal requests and approvals of personal time are entered in Workday and the supervisor’s decision (approval or denial) is recorded in Workday.

Revision history

This policy was last reviewed/modified on: 7/8/2019

Next scheduled review: 7/8/2021

Responsibilities

Issuing Office

Human Resources

Responsible Officer

Vice President for Human Resources

Individuals/offices required for review and changes

Director, Employment
Office of the General Counsel