Frequently Asked Questions - Time Reporting & Leave Data
- What is the maximum number of vacation hours I can accrue?
- When will I be eligible for extended sick time?
- For which types of absences can I use my extended sick time?
- Who determines if I can use my extended sick time for an absence?
- Who do I contact for an explanation of extended sick time with half pay?
- Will I accrue vacation while using extended sick time?
- How much vacation time will I accrue? When does it increase to 1.5 or 2 days per month?
- When do I receive my monthly vacation/PTO accrual?
- My appointment percentage (effort) has changed. What is my new vacation accrual rate? How was my sick time balance impacted?
- Can I borrow future vacation hours to be used during the Season Days at the end of the calendar year?
- What is a final vacation payout?
- Can I use my vacation time for family care absences?
- How many family care hours am I entitled to receive?
- For which family members am I allowed to use family care time?
- Can I use extended sick time for family care?
- How many season hours am I entitled to?
- When can I use my Season Days/hours?
- When I receive pay for jury duty, what should I do?
- When I receive pay for military duty, what should I do?
- For which family members am I allowed to use funeral time?
- When does a "Leave of Absence" begin? "Termination" begin?
- How many hours of educational time am I eligible to use?
- What is the procedure for correcting a time report?
- What is the maximum number of vacation hours I can accrue?
The maximum you can accrue is 24 times your monthly accrual.
- When will I be eligible for extended sick time?
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.
- For which types of absences can I use my extended sick time?
An employee may use extended sick time for a:
- Who determines if I can use my extended sick time for an absence?
If you have questions about using your extended sick time, please contact your supervisor or your departmental HR Representative.
- Who do I contact for an explanation of extended sick time with half pay?
If you have questions about extended sick time with half pay, please contact the Payroll Timekeeping Section.
- Will I accrue vacation while using extended sick time?
Exempt and Non-exempt (non-union) staff members do not accrue vacation while using extended sick time.
- How much vacation time will I accrue? When does it increase to 1.5 or 2 days per month?
Non-exempt, non-bargained-for staff members begin accruing vacation at the rate of 1 day per month when hired.
- When do I receive my monthly vacation/PTO accrual?
- My appointment percentage (effort) has changed. What is my new vacation accrual rate? How was my sick time balance impacted?
If you have questions about your vacation accrual rate and/or sick time balance, please contact the Payroll Timekeeping Section
- Can I borrow future vacation hours to be used during the Season Days at the end of the calendar year?
An employee is allowed to borrow from future vacation accrual only if his or her department is officially closed during the Season Days.
- What is a final vacation payout?
After termination of employment, you are eligible to be paid for the remaining hours in your vacation balance.
- Can I use my vacation time for family care absences?
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.
- How many family care hours am I entitled to receive?
You are eligible for the following family care hours (SKF) prorated by your percentage of effort:
- For which family members am I allowed to use family care time?
Family care time (SKF) is subtracted from your short term sick balance. You are allowed to use family care time to care for a family member.
- Can I use extended sick time for family care?
No. Extended sick time is only available for use for the staff member's illness.
- How many season hours am I entitled to?
The number of hours that you are eligible to use for Season Days is 32 hours multiplied by your appointment percentage.
- When can I use my Season Days/hours?
For information about when you can use Season Days/hours, please see Section II of Standard Practice Guide 201.26-1: Season Days.
- When I receive pay for jury duty, what should I do?
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.
- When I receive pay for military duty, what should I do?
If you have received pay for military duty, please contact the
- For which family members am I allowed to use funeral time?
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.
- When does a "Leave of Absence" begin? "Termination" begin?
Leave of Absence begins on the first full, unpaid day after the appropriate leave balances are exhausted.
- How many hours of educational time am I eligible to use?
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.
- What is the procedure for correcting a 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