Vacation and Sick Time
All regular benefits-eligible staff accrue time off each pay period based on the hours they have worked or the paid leave they have taken. Accruals are prorated for part-time employees. Employees can view their balances any time in Workday via the Time and Absence applications.
View Benefits Eligible Staff Time Off Categories
Vacation Leave
For regular, full-time, non-union, non-exempt and exempt staff
| Years of Service | Accrued in 12 Month Period | Per Hour Accrual Rate* |
|---|---|---|
| Up to 5 years | 15 days (105 hours) | 0.057692 |
| 5 + years | 20 days (140 hours) | 0.076923 |
*Multiplied by # of hours worked and/or paid
Vacation Carryover Policy
Vacation carryover is based upon years of service and applies to all employees. The carryover cutoff is Dec. 31 of each year. Carryover amounts are prorated for part-time employees.
| Years of Service | Carryover Limit |
|---|---|
| Up to 5 years | 10 days |
| 5 to 10 years | 15 days |
| More than 10 years | 20 days |
Bonus Vacation Days
Bonus Vacation Days are awarded to benefits eligible employees for not using sick time during for one year period tied to one’s anniversary date. If one day is used during this one year measurement period (calculated using the “Shadow Sick Plan” category in WorkDay), then one extra day of vacation is awarded. If no sick time is used during the measurement period, then two extra vacation days are awarded. The bonus vacation days must be used within one year of the award date or they expire.
Note: Only allowable accrued and carryover vacation time will be paid out at the end of employment. Vacation time may not be used to extend the date of termination. Once notice of termination is given, the use of vacation days must have manager approval.
Sick Days
When Sick Time May Be Used
Accrued sick time may be used for the following purposes:
- To care for the employee’s immediate family member, who is suffering from a physical or mental illness, injury or medical condition that requires home care; professional medical diagnosis or care; or preventative medical care. Up to 40 hours of accrued sick time per calendar year may be used in the case of illness of members of an employee's immediate family. Immediate family is defined as a spouse, domestic partner, parent, grandparent, child, brother, sister, father-in-law, mother-in-law, sister-in-law, brother-in-law, son-in-law, daughter-in-law or member of the household.
- To care for the employee’s own physical or mental illness, injury, or medical condition that requires home care; professional medical diagnosis or care; or preventative medical care.
- To attend the employee’s routine medical appointment or a routine medical appointment for the employee’s child, spouse, parent, or parent of spouse.
- To address the psychological, physical or legal effects of domestic violence (as defined in the university’s domestic violence leave policy).
Earned sick time includes time necessary to travel to and from an appointment, a pharmacy or other location related to the purpose for which the time was taken.
Requesting a Sick Day
To receive sick pay, an employee must report the absence to their immediate supervisor before the start of the regular workday and record the date on the time sheet in Workday. Supervisors may request documentation for any leave exceeding three days. Any medical documentation requested should be submitted to our leave management vendor, The Standard, for review. For more information on medical leaves, please visit the Medical and Family Leave Programs page.
Note: No unused accrued sick leave will be paid at the end of employment.
Personal Days
All full-time, benefits-eligible staff accrue the equivalent of one personal day every three months, for a total of four days per calendar year. Personal day balances may never exceed more than four days.
Generally, new staff members must complete their introductory period before being granted a personal day. Personal days may be used for religious observances or for personal business. All requests for personal days are subject to the approval of an employee's supervisor.
Note: No unused accrued personal days will be paid at time of termination. Once notice of termination is given, the use of personal days is not allowed.