Time Off Work: Paid Time Off
|William Rickle, S.J.
Date to be reviewed:
|Director of Human Resources
Wheeling Jesuit University respects the dignity of the human person and provides employees with paid time off to attend religious services of their choosing on holidays and to spend quality time with family members on vacation. In support of that philosophy, the University provides a competitive slate of paid time off days.
2.1 Policy Statement
Paid time off for all benefit-eligible employees will be governed by this policy and the parameters established herein are not subject to change absent the express approval of the University president or his designee.
- "Accrues / Accrued" - The actual portion of the allotment the employee has earned to date.
- "Allotment / Allotted" - The actual number of days / hours to which an employee is entitled if the employee works the prescribed period of time (the vacation year).
- "Benefits-Eligible" - Full-time employees (Faculty, Staff, and Administration) are provided, as a part of their overall package, access to health and welfare benefits for themselves and for qualified dependents. Participation is optional with costs being shared by both the University and the employee through payroll deductions as premium contributions. Full time is defined in the policy "Types of University Employment."
- "Paid time off" - Paid time away from work which the University provides the employee equivalent to what the employee would have received had he / she had been at work for the equivalent length of time. Total paid time off will not exceed the employee's annualized pay but constitute a portion of the annualized pay.
- "Per Diem" - The equivalent in pay of eight (8) hours worked for both Administrators and Staff.
- "PTO Year" - The 'Paid Time Off' (PTO) year, the twelve (12) month period in which all paid time off accrues and is consumed (exception: sick days); coincides with the fiscal year.
- "Pro-rated" - Calculating a portion of the allotment based upon time worked or time remaining.
- "Sick Bank" - The amount of accrued but unused sick days that the employee has saved up to the amount permitted by policy.
- All benefit-eligible employees are given seventeen (17) paid holidays. These are:
- New Year's Day
- Holy Thursday
- Good Friday
- Easter Monday
- Memorial Day
- Independence Day
- Day before Thanksgiving
- Thanksgiving Day
- Day after Thanksgiving
- Christmas Eve Day
- Christmas Day
- New Years Eve Day
- Five (5) floating holidays established annually by University administration (see 2.3 - g below).
- The actual holiday schedule will be posted on the University Calendar. Holidays that fall on a Saturday will
be observed on Friday; holidays that fall on a Sunday will be observed on Monday.
- During the interim between Christmas and New Year's Day, the floating holidays may be combined to give an unbroken period of paid time off.
- Holidays that occur during a vacation period will be considered holidays and not deducted from the employee's vacation accrual.
- Holiday pay practices during leaves are governed by the specific policies covering those leaves.
- The number of authorized holidays, and the scheduling of holidays, is subject to change at the discretion of the University. There is no guarantee of the number of or the scheduling of holidays. g. Exception to 2.3-a: Depending upon when the Christmas and New Year's Holidays fall during the annual Christmas Break, the University may, at its discretion, add one (1) additional floating holiday or move another existing holiday during the calendar year, to provide for a complete two-week shutdown and avoid opening the University for one (1) or two (2) days.
- Full-time administrators accrue their vacation allotment by months worked. A twelve month position receives a paid vacation allotment of up to fifteen (15) days per PTO Year and accrues that paid vacation allotment at the rate of 1.25 days per month; administrators working less than twelve months will have their vacation allotment prorated by actual months (or equivalent months) or percentage of time worked in the PTO Year and will accrue the prorated allotment at a different rate. Vacation accrual begins the day the administrator begins work: if the administrator starts on or before the 15th of the month, the administrator will accrue a full months allotment; if the administrator begins after the 15th of the month the administrator will not accrue any vacation allotment until the succeeding month.
- Full-time staff employees accrue their vacation allotment by pay periods worked. A full-time staff position receives a paid vacation allotment of two (2) weeks (80 hours) per calendar year. After ten (10) years of employment, full-time staff employees receive a vacation allotment of three (3) weeks (120 hours) per calendar year. For every eighty (80) hours worked, a full-time staff employee who is entitled to 10 days (80 hours) vacation accrues 3.08 hours vacation allotment; a full-time staff employee who is entitled to 15 days (120 hours) vacation accrues 4.62 hours vacation allotment. Staff employees working less than twelve months will have their paid vacation allotment prorated by actual hours worked in the calendar year and will accrue the pro-rated allotment at a different rate based upon hours worked.
- Accrued but unused vacation time is paid out upon the employee's termination from the University based entirely upon the records in the Human Resource Office.
- The last day of work cannot be taken as a vacation or personal day.
- Allotted but unaccrued vacation days will not be paid out upon termination.
- Vacation days allotted may be taken prior to accrual subject to repayment provisions listed in 2.7 below.
2.5 Sick Days
- Paid sick days are available for employees who are unable to work due to personal illness, surgery or physician / dental appointments, or the illness, surgery or physician / dental appointments of either the employee's spouse or dependant (excluding the employee's parents). The University values its employees and trusts that they will not be absent unnecessarily. Employees must report that they will be off by notifying their supervisor prior to the official start time each day they are absent. A supervisor may request a health care provider's slip at any time for any absence and a health care provider's slip will be required for all absences of three (3) or more consecutive work days. The slip must document the employee's inability to work, the health condition preventing the employee from working and the medical treatment rendered. In compliance with HIPPA regulations, the slip should be submitted to the HIPPA Compliance Officer in the Human Resource Department upon the employees return to work. Supervisors should notify Human Resources to initiate FMLA paperwork whenever an employee is off three (3) or more work days. Employees who have exhausted their sick days and are subsequently off work in excess of the required waiting time for short term disability should call Human Resources to initiate paperwork for short term disability.
- Full-time administrators accrue their paid sick day allotment by months worked. A twelve month position receives a paid sick day allotment of up to fifteen (15) days per PTO Year and accrues those paid sick days at the rate of 1.25 days per month; administrators working less than twelve months will have their paid sick day allotment prorated by actual months (or equivalent months) or percentage of time worked in the PTO Year and will accrue the prorated allotment at a different rate. Paid sick day accrual begins the day the administrator begins work and all new-hired administrators will be advanced five (5) "accrued" paid sick days. The administrator will begin to accrue additional paid sick days beginning the first day of the administrators fifth month of work. The advanced paid sick days may be taken prior to actual accrual subject to repayment provisions listed in 2.7 below.
- Full-time staff employees accrue their paid sick day allotment by pay periods worked. A full-time staff position receives a paid sick day allotment of two (2) weeks (10 work days or 80 hours) per PTO Year. Staff employees working less that twelve months will have their paid sick day allotment prorated by actual hours worked in the calendar year. For every eighty (80) hours worked, a full-time staff employee who is entitled to 10 days (80 hours) paid sick days accrues 3.08 hours paid sick days. Staff employees working less than twelve months will have their paid sick days prorated by actual hours worked in the PTO Year and will accrue the pro-rated allotment at a different rate based upon hours worked. Paid sick day accrual begins the day the staff employee begins work and all new-hired staff employees will be advanced eight (8) hours "accrued" paid sick time. The advanced paid sick time may be taken prior to actual accrual subject to repayment provisions listed in 2.7 below.
- Sick days for staff employees may be taken in minimum increments of one (1) hour and for administrative employees in minimum increments of one half day. Increments less than one (1) full hour (staff) or one half day (administrative) will not be permitted with the exception of FMLA required intermittent leave. All sick days taken must be reported. Staff will record their sick days on their time sheets; administrators will be required to report the sick days via form or electronic time keeping system to Human Resources. No employee may take days in excess of what has been accrued to date (Exception: Employees may draw from their "sick bank"). It is the employee's responsibility to accurately report all sick days taken.
- Administration accumulates accrued but unused paid sick days in a personal "sick bank" up to a maximum of thirty (30) days at which point they accrue no additional sick days [Exception: Administration employees hired prior to December 31, 2011 will retain in their "sick bank" a number of "Service Days" over and above the 30 day maximum noted herein. In consideration of the elimination of unlimited sick leave, those employees will be issued a one-time allotment of one (1) additional sick day for every complete year of service up to a maximum of twenty (20) days]. Employees will receive an annual allotment of paid sick days; however, unused days in excess of the maximum permitted in the "sick bank" will be lost.
- Staff accrues unused sick days in a personal "sick bank" up to a maximum of 480 hours at which point they accrue no additional days or hours.
- For time off exceeding the annual sick day allotment and accrued but unused sick days in their personal "sick
bank", Administration and Staff employees will need to reference the Human Resource Policy on STD / LTD / Life Insurance.
- Accrued but unused sick days will not be paid out upon termination.
- Allotted but unaccrued sick days will not be paid out upon termination.
2.6 Personal Days
Personal days are to be used for urgent personal business that cannot be scheduled outside work hours and are not to be viewed as additional vacation days. Unused personal days do not accumulate and cannot be carried over; accrued but unused personal days are lost at the conclusion of the PTO Year.
- Full-time, twelve (12) month, administrative employees will receive an allotment of five (5) personal days per PTO Year. Administrative employees working less than twelve months will have their allotment of personal days prorated by actual months (or equivalent months) or percentage of time worked in the PTO Year Administrators accrue personal days allotted by the month worked. Personal day accrual begins the day the employee begins work: if the employee starts on or before the 15th of the month, the employee will accrue a full months' allotment; if the employee begins after the 15th of the month the employee will not accrue any allotment until the succeeding month.
- Full-time staff employees will be granted an allotment of two (2) personal days (16 hours) per PTO Year. Staff employees accrue personal days by the pay period worked. For every 80 hours worked, staff employees earn .62 hours personal leave. Staff employees working less than twelve months will have their allotment prorated by actual hours worked in the PTO Year.
- Personal days allotted may be taken prior to accrual subject to repayment provisions listed in 2.7 below.
- Accrual of paid time off and use during leaves is covered in specific leave policies. All paid time off accrued during a leave is recognized and awarded only upon the employee's return to work.
- Accrued but unused personal days will not be paid out upon termination.
- Allotted but unaccrued personal days will not be paid out upon termination.
2.7 Scheduling Vacation and Personal Days
- Vacation must be scheduled no less than two (2) weeks in advance and requires supervisor approval. Every effort will be made to accommodate vacation requests; however, supervisors may deny any request due to scheduling conflicts or workload within the department. Supervisors may establish and communicate weekly vacation allowances (number of employees who can schedule a vacation) within their areas of responsibility. The University reserves the right to institute vacation scheduling requirements including: vacation shutdown periods when employees must apply their vacations, pre-scheduling requirements to schedule vacations annually, and allowances of employees who may be on vacation to staff operations more efficiently.
- Staff employees may take their vacation in one (1) hour increments; administrative employees must take their vacation in half day increments only.
- In special circumstances, and with the preapproval of the employee's supervisor and the Director of Human Resources, an employee may carry over to the following vacation year accrued but unused vacation allotment up to a maximum of five (5) days for Administrative employees and forty (40) hours for Staff employees. Such carryover must be used within the first three (3) months of the subsequent PTO Year or it will be lost. Requests to carry over unused vacation must be signed and received in the Human Resource Department by the final day of the PTO Year (June 30th for both Staff and Administration) so that they may be carried over into the subsequent PTO Year (July 1st for both Staff and Administration). The opportunity to carryover vacation is not a guarantee and may be either temporarily suspended or permanently discontinued by the University's Senior Leadership at any time and for any reason.
- Personal days must be requested one (1) week in advance and require supervisor approval with the exception of emergency requests. Every effort will be made to accommodate personal day requests; however, supervisors may deny any request due to scheduling conflicts or workload within the department.
- Personal days will be taken in the same increments as vacation days (see 2.4(d)).
- The University may designate specific days or weeks of the year (referred to as "blackout periods") when vacations and personal days will not be permitted or authorized (exception: bona fide emergency personal days which may be subject to verification). These blackout periods will be determined by the individual departments, approved by the University's Senior Leadership, and will coincide with special occasions, budgetary / fiscal requirements, student activities, or other significant events determined by Senior Leadership as requiring all employees to be in attendance. Blackout periods may be communicated at the beginning of PTO Year but no later than three (3) months in advance of the next scheduled blackout period.
2.8 Proration and Repayment
- Vacation and personal leave allotments are provided by the University conditioned upon an employee working the balance of or the entire PTO Year. In the event an employee terminates employment prior to the end of the PTO Year, then the amount of vacation and personal leave earned by the employee will be determined by prorating the amount of time worked.
- If the employee has used more vacation and personal leave than earned, the employee will be responsible for repayment of the unearned but used vacation and personal leave. Such repayment may be made by authorizing a deduction from the amount of the final paycheck. Employees will be notified when they are using allotted but unaccrued paid time off and may be asked to sign an authorization form in advance to deduct days used but unaccrued from their final paycheck in the event they terminate employment.
- If there is an accrued but unused portion of vacation remaining, the employee will receive that amount in the final paycheck. Since personal leave is only to be used to cover unavoidable absences from work, employee's are not paid for unused personal leave upon termination. Accrued but unused sick days do not pay out upon termination.
2.9 Jury and Court Appearances
- Employees who are summoned for jury duty must report that they will be off to their immediate supervisor and provide Human Resources with a copy of the summons to verify such jury duty. Any payments given for meals, parking fees, etc, for the jury duty served are the employee's to receive. Employees will receive their regular pay (per diem) for jury duty days.
- Employees who are summoned to appear in court as a representative of the University will receive their regular pay (per diem) for court appearance days. Employees who are summoned to appear in court for cases in which they are a party but not representing the University will not receive their regular pay and must use either a vacation or a personal day.
Paid bereavement leave will be granted for a maximum of five (5) days if a death occurs in the employee's immediate family. Immediate family includes spouse, parent or step-parent, child or step-child, brother or step-brother, sister or step-sister, grandparent of employee or spouse, grandchild, father or mother-in-law, brother or sister-in-law and son, daughter-in-law or a dependent with which the employee has a committed relationship. One (1) day of leave may be taken and charged to sick leave in the event of death of a non-immediate family member (uncle, aunt, nephew or niece). Campus Ministry should be notified by supervisors whose subordinates experience a death in the family.
2.11 Workers Compensation
Paid vacation, sick and personal leave cannot be used to cover workers compensation time-off work. Accrual of paid time off and holiday pay are covered in the policy on workers compensation.
An administrator with at least six (6) years of continuous full-time service at the University may be awarded a semester of summer sabbatical leave for the purpose of professional development, especially where the department can fulfill the administrator's regular duties during his/her absence. Sabbatical leave may also be granted if an administrator is invited to participate in an educational experience that will enhance his/her professional skills. The sabbatical leave may be with full, partial or no compensation depending upon circumstances, resources and the needs of the University. Approval of sabbatical leave shall be by the President of the University on a recommendation of the Executive Committee member responsible for the department.
2.13 Mission and Community Leave (Mission Benefits)
The University provides a number of days for University sponsored and endorsed activities consistent with the University's Catholic, Jesuit, mission. These days are specified on the Campus Ministry website and in the Mission Benefits policy.
2.14 Furlough Days
- The University may, from time to time, provide non-exempt employees with the opportunity to take furlough days. These days must be scheduled in advance, they must be unpaid, and they must be requested in writing by the employee and approved by the VP for Administration and the Director of Human Resources. The University may also schedule unpaid furlough days for non-exempt employees as budgetary constraints require; these must be approved by the Board of Trustees (see Unpaid Time Off).
- While furlough days for exempt employees are not permitted under the FLSA, budgetary constraints may require long-term reductions in the monthly salaries of University exempt employees. Such reductions may be equivalent to a period of days per month; in exchange, the University may authorize those exempt.
- For Administrative employees, vacation, sick, and personal days, as well as holidays, jury duty, bereavement and mission and community leave, will be paid at the employee's regular per diem.
- For Staff employees, hours of vacation, sick, and personal will be paid at the employee's regular hourly rate of pay. Holidays, jury duty, bereavement and mission & community leave will be paid at the employee's regular per diem.
2.16 Accrual During Leaves
Paid time continues to accrue during the following University-approved leaves and paid time off: holidays, vacations, personal, sick, FMLA, bereavement and jury duty (2.8-a) in the specific leave policies. All paid time off accrued during a leave is recognized and awarded only upon the employee's return to work.
2.17 Effective Date
This policy takes effect as of the date it is approved and posted on the Human Resource Website and does not include unpaid leave accrued prior to the date of approval.
The Director of Human Resources has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President or his designee.
Unpaid Time-Off Policy
STD/LTD/Life Insurance Policy