This overview will assist you in understanding how paid time off is calculated for staff employees. Always refer to the appropriate Collective Negotiations Agreement for any variations or additional details concerning university policies on paid time off. If you have questions, contact a University Human Resources Benefits Specialist at 848-932-3990.
*Members of FOP, please consult Union Collective Agreements
*If an aligned staff member, please refer to your Collective Negotiations Agreement
Paid time off accrual is prorated based upon percentage of time appointed
Example: Part-time 12-month 50% employee works 18.75 hours per week
(37.5 x .50 =1875) and earns 7.5 vacation days per year (12 months x 1.25 x .50 = 7.5)
Example: 12-month, NL employee hired 9/1/00 begins earning 1.66 vacation days on 9/1/04. On 7/1/05 employee will have access to 19.1 vacation days (months x 1.25 + 10 months x 1.66 = 19.1)
If the employee is hired mid month, accrual rate will change first day of following month following anniversary
Example: 12-month, fixed workweek employee has 12 year anniversary on 9/15 and begins earning 1.66 vacation days on 10/1. On 7/1 employee will have access to 18.7 days (3 months x 1.25 + 9 months x 1.66 = 18.69).
Accrued paid time off and absence information is available in the Absence Reporting System (ARS)
Absences are recorded by dividing the number of hours taken by designated full-time work day
Example 1: Full-time employee works 7.5 hours a day. Out of office 7.5 hours, recorded a 1 day off (7.5 divided by 7.5 = 1)
Example 2: Same full-time employee out of office 3 hours. Record as .4 (3 divided by 7.5 = .4)
The same formula applies to part time employees
Example: Part-time 50% employee works 17.5 hours a week (35 x .50 = 17.5). Full-time day = 7.0. Out of office 1.75 hours, recorded as .25 day off (1.75 divided by 7.0 = .25)
A change in job status from full-time to part-time or part-time to full-time will affect paid time off accrual
Example 1:Full-time 12-month NL employee who normally earns 20 vacation days a year changes to part-time 50% status on 2/1. At the beginning of next fiscal year, employee will have 15.8 vacation days. (7 months x 1.66 + 5 months x 1.66 x .50 = 15.77)
Example 2: Part-time 50% 12-month fixed workweek employee who normally earns 7.5 vacation days a year changes to full-time status on 2/1. At the beginning of next fiscal year employee will have 10.6 vacation days (7 months x 1.25 x .50 + 5 months x 1.25 = 10.63).
Example 1: FT employee works three 12.5 hour shifts (Monday Wednesday and Friday). Holiday falls on a Thursday. Employee may work 5 hours on alternate workday instead of 12.5 (12.5 – 7.5 = 5).
Example 2: PT 60% employee works three 7.5 hour shifts (Monday, Tuesday and Wednesday). Holiday falls on Monday. Employee receives 4.5 hours of holiday for Monday (7.5 x .60 = 4.5) and must either work 3 hours or charge 3 hours to another form of paid time off.
The terminating employee receives both unused and accrued vacation days.
Example: 12-month NL employee earned 20 days vacation days, used 1 and terminates Sept 1. Employee entitled to 22.3 vacation days (20 + 1.66 x 2 months – 1 = 22.3).
Employee uses AL, PH and, vacation days prior to retirement. The employee and department head calculate last day in office prior to retirement.
Example: Retirement = June 1, employee earns 20 days per year and used 10. Days remaining = 34 (10 unused + 3AL + 2PH + 18 accrued {1.66 X 11 months} + 1 holiday = 34) Count working days backwards from June 1. Last working day = April 13.