Carnegie Mellon University

Temporary Amendments to PTO Policy

Effective until further notice

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 some temporary amendments to PTO Policy as detailed below.

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:

  1. Currently have a position that is eligible for Paid Time Off (PTO) under the university’s Paid Time Off Policy; and
  2. 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 Paid Time Off (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)

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

For PTO eligible employees: Up to 10 days of Emergency Time Off at 100% pay

For non-PTO eligible/non-union employees: Up to 10 days of time off at 100% pay, split between:

  • Up to 40 hours of paid sick time under the Pittsburgh Paid Sick Days Act. Under this Emergency Time Off Program, paid sick time may be used even if the paid sick time has not yet been earned.
  • Up to five days of Emergency Time Off at 100% regular pay, if needed, after the exhaustion of paid sick time.

For non-PTO eligible/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.

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 Guide [pdf].

Due to the COVID-19 pandemic, many staff members have had to cancel or reschedule their planned and approved Paid Time Off (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 – July 1, 2021. Impacted staff members must use the affected PTO by December 31, 2021. Affected PTO not used by this date will be converted back to the staff member’s bank of RSD. 

If you have any questions, please contact Matt McCabe or Amelia Kephart.