Financial Operations - Payroll - Time Reporting and Leave Data
Exempt and Non-exempt (non-union) staff members do not accrue vacation while using extended sick time.
Only staff members covered by the following union contracts accrue vacation while using extended sick time.
If you have received pay for jury duty, documentation must be provided to your supervisor and the days spent on jury duty must be reported on your time report.
The required documentation and reporting information are discussed in Standard Practice Guide 201.29: Jury and Witness Service.
If you have additional questions, contact the Pay / Timekeeping Section.
Non-exempt, non-bargained-for staff members begin accruing vacation at the rate of 1 day per month when hired. The accrual rate increases to 1.5 days per month after completing 5 years of service and increases again to 2 days per month after completing 8 years of service.
Exempt staff members accrue vacation at the rate of 2 days per month when hired. The rate does not increase.
For additional information about vacation accrual, please contact your departmental Human Resource representative or your departmental timekeeper.
For monthly-paid staff (pay groups MOR or MPP), vacation/PTO accrual is available on the first of each month.
For biweekly-paid staff (pay group BWC), vacation/PTO accrual is available at the beginning of the pay period which contains the first of the month.
For information about your accrual rate, please contact your departmental Human Resource representative or your departmental timekeeper.
When a death occurs in an staff member's immediate family, the University provides up to 3 days (a maximum of 24 hours) paid time off. The immediate family consists of a staff member's spouse or same-sex domestic partner (with whom the staff member shares living accommodations and expenses); the son, daughter, parent, grandparent, grandchild, brother, sister (or spouse of any of them), of either the staff member or the staff member's spouse/same-sex domestic partner.
Leave of Absence begins on the first full, unpaid day after the appropriate leave balances are exhausted.
Termination begins the day after the last day worked. However, the vacation/PTO accrual for the month is based on the last day worked.
After termination of employment, you are eligible to be paid for the remaining hours in your vacation balance. Your final vacation payout is made once your department processes your termination paperwork AND all time reports have been received through your last day of work.
Employees with approval from their supervisor are eligible to use 3.0 hours per week (pro rated based on percentage of effort) for educational time.
After you have exhausted your family care balance, additional family care absences can be taken from your vacation balance by using the time reporting code FCV on your time report.
If you need to correct a hardcopy time report that has already been submitted, contact your departmental HR representative or departmental timekeeper to discuss the correction process that is used in your department.
The maximum you can accrue is 24 times your monthly accrual.
For example, if you accrue 16 hours in a month, 24 times 16 is 384. If you accrue 8 hours in a month, 24 times 8 is 192.
You are eligible for the following family care hours (SKF) prorated by your percentage of effort:
Non-Exempt Employees 120 hours
Exempt Employees 120 hours
Trades Employees 24 hours
IUOE Employees 48 hours
POAM Employees 48 hours
You are eligible for extended sick time after completing two full years of employment, provided you are actively at work at the end of the second year.
Family care time (SKF) is subtracted from your short term sick balance. You are allowed to use family care time to care for an incapacitated, ill, or injured family member; including taking them to preventative medical and dental appointments. Family care sick pay is also available for employees who are unable to work because they are caring for their newly born, new adopted or newly fostered child. Staff members may use sick time pay for this purpose only during the year following the child's birth or arrival in the home.
"Family members" include the staff member's spouse or same-sex domestic partner (with whom the staff member shares living accommodations and expenses); the child, sibling, parent, grandparent, or other related individual whose care is the responsibility of the staff member, spouse, or same-sex domestic partner.
An employee may use extended sick time for a:
- single disabling incident of illness or injury for more than 10 consecutive working days
- chronic disabling conditions requiring periodic absences from work
- pregnancy, where the staff member's physician has attested to the need for the non-contiguous absences
No. Extended sick time is only available for use for the staff member's illness.
If you have questions about using your extended sick time, please contact your supervisor or your departmental HR Representative. A case may be created with Work Connections and you may be contacted by a staff member from Work Connections (734-615-0643).
The number of hours that you are eligible to use for Season Days is 32 hours multiplied by your appointment percentage.