Temporary Amendments to PTO Policy and Holiday Schedule
These amendments are effective until further notice unless noted otherwise.
The health and well-being of our community remains our number one priority. As such, and in response to the current state of emergency, the university has authorized temporary amendments to the Paid Time Off (PTO) Policy and Holiday Schedule as detailed below.
NEW! Intermittent Family Medical Leave
Due to the impact of COVID-19 and in effort to provide greater flexibility, the Office of Human Resources has approved a temporary adjustment to how Intermittent Family Medical Leave (FML) is administered. This adjustment will be available through December 31, 2021. This temporary exception will allow employees to take Intermittent FML related to the birth, adoption or placement of a child for foster care as unpaid time off even if they have a Paid Time Off (PTO) balance.
For example, an employee with a PTO balance of 29 days would be able to take an unpaid intermittent FML day related to the birth of a child without being required to use any of their available PTO.
Currently, Intermittent FML must be used in tandem with available PTO until the PTO balance is 5 days or less. Then, employees can take Intermittent FML unpaid.
COVID-19 Floating Holidays
Three new COVID-19 floating holidays* have been granted to all full-time staff members who are eligible for floating holidays and who are employed as of the effective date of November 23, 2020.
Part-time exempt and non-exempt benefits eligible staff members received a lump sum payment of $300 in mid-December 2020. This is considered an advance payment for you to take up to three unpaid days from November 23, 2020 through December 31, 2021, but please note that you are not required to take the time off. Work with your supervisor if you wish to schedule the time off.
*These floating holidays can be used for any purpose and are not related to a positive COVID-19 diagnosis. The name references that these additional days have been granted in response to the pandemic to provide a one-time boost to available time-off for eligible employees.
These additional days are available for use from November 23, 2020 through December 31, 2021. Eligible employees will request this time following the normal process for requesting time off.
- Quick Guide: Request Time Off [pdf]
Employees who are not currently eligible for Floating Holidays are not eligible for these additional days. However, this offer is extended to part-time exempt and non-exempt benefits eligible staff members as noted above.
For non-PTO eligible/union employees: Refer to your collective bargaining agreement and discuss with your local representative any applicable temporary COVID-19 policies.
Questions? Please contact the HR Service Center, 412-268-4600.
COVID-19 Time Off
In connection with the COVID-19 pandemic, the university is providing additional time off for employees who need time away from work because they have been diagnosed with COVID-19 or because they have been ordered to self-isolate due to exposure to COVID-19, subject to the conditions noted below.
This “COVID-19 Time Off” provides eligible employees with up to 10 paid days of time off, without first exhausting either PTO or Emergency Time Off. If an employee is unable to return to work after using all 10 COVID-19 Time Off days, the employee may use PTO, Emergency Time Off and, if applicable and approved, Short-Term Disability.
This COVID-19 Time Off will remain in effect until further notice.
To be eligible for COVID-19 Time Off, an employee must:
- Currently have a position that is eligible for PTO under the university’s Paid Time Off Policy; and
- The employee must either (a) have been diagnosed with COVID-19 (applies whether working on-site or remotely); or (b) have been ordered to self-isolate due to exposure to COVID-19 (applies only if working on-site)
To apply for COVID-19 Time Off, please review the detailed instructions in the Emergency Time Off and COVID-19 Time Off Requests Quick Guide [pdf].
This time off may run concurrently with Family Medical Leave (FML).
COVID-19 Time Off Program
What is the purpose?
To provide additional time off options to employees directly affected by COVID-19
Amount of time off
Up to 10 days of COVID-19 Time Off at 100% pay
For union employees: Refer to your collective bargaining agreement and discuss with your local representative any applicable temporary COVID-19 policies.
When does eligibility begin?
Immediately upon employment in a position that is eligible for PTO under the university’s Paid Time Off Policy and available to employees who meet one of the following conditions: (a) employees working on-site or remotely who have been diagnosed with COVID-19; and (b) employees working on-site who have been ordered to self-isolate due to exposure to COVID-19 (applies only where employee is working on-site)
Emergency Time Off
Eligibility requirements for Emergency Time Off include the following:
- Eligible employees who are unable to work remotely, who must be off to care for themselves or their dependents, or who are in a high-risk category as defined by the CDC
- Depletion of all other available time off and leave options and balances
- See table below for full details
To apply for Emergency Time Off, please review the detailed instructions in the Emergency Time Off and COVID-19 Time Off Requests Quick Guide [pdf].
This time off may run concurrently with Family Medical Leave (FML).
Emergency Time Off Program
|When can I use this time off?||Once all other types of eligible paid time off and leave are depleted|
|What is the purpose?||
To cover eligible employees who are unable to work remotely, who must be off to care for themselves or their dependents, or who are in a high risk category as defined by the CDC. This Emergency Time Off only applies when an event is declared as Emergency Time Off eligible by the Executive Management Team.
|Amount of time off||
|When does eligibility begin?||Immediately upon employment|
Use of Unearned PTO
Until further notice, the university will permit PTO-eligible staff members to take up to 10 days (instead of the current five) of unearned PTO for COVID-19 related absences if they meet the criteria listed below. As an exception to the Paid Time Off (PTO) Policy, PTO-eligible staff members may take up to 10 days (instead of the current five) of unearned PTO for COVID-19 related absences, if they have:
- Depleted all other types of time off, including PTO and Floating Holidays
- Depleted the 10 days of Emergency Time Off
The negative balance created by the use of unearned PTO will start to reduce as PTO is accrued on the first of each month moving forward. It is strongly recommended that all requests for PTO related to COVID-19 be granted. View the Request Time Off Quick Guide [pdf].
PTO Rollover Exceptions
Due to the COVID-19 pandemic, many staff members have had to cancel or reschedule their planned and approved PTO. This has resulted in staff members entering their next employment year with a PTO balance that is greater than their annual entitlement; therefore, PTO hours are moving into the staff members’ bank of Reserve Sick Days (RSD).
The Office of Human Resources has approved temporary exceptions to the university’s Paid Time Off Policy for PTO that normally would have rolled into a staff member’s bank of RSD from April 1, 2020 – December 31, 2021. Impacted staff members must use the affected PTO by June 30, 2022. Affected PTO not used by this date will be converted back to the staff member’s bank of RSD.
Refer to Temporary Exceptions to PTO Policy: Viewing Potentially Forfeited PTO [pdf] for instructions on viewing your PTO balance.