 | Board of Visitors minutes November 11, 1995 |  |
ATTACHMENT B
UNIVERSITY OF VIRGINIA
Human Resource Policies and Procedures
SUBJECT: Paid-Time-Off (PTO) Policy
APPLICABLE TO: All Salaried Health Care Professionals
POLICY:
It is the policy of the University to apply the paid-time-off leave model commonly used in the health care industry to its salaried health care professional staff.
GENERAL INFORMATION:
The Paid-Time-Off (PTO) leave program provides employees with leave hours to be used for approved absences from work. Employees on or after January 1, 1996 receive PTO. Employees working before that date will convert to PTO.
PTO is a flexible leave program which allows employees to use PTO hours for any reason as vacation, a holiday, illness, to care for sick children or other family members, to take care of personal business, etc. The PTO program permits employees to plan time off to better meet their personal needs. Usage of PTO hours require employees to coordinate time off with the immediate supervisor and request must comply with established department procedures and policies for time away from work.
Administrative leave, military leave, Family Medical leave and Educational leave are not part of this policy.
DEFINITIONS:
Paid-Time-Off (PTO):
Leave time which may be used for any purpose to include vacation, personal and family illnesses, holidays, etc.
PTO Current Account:
Employee leave account into which leave hours accrue each pay period and from which leave may be used for any purpose. Annual leave balances up to one hundred and sixty (160) hours can be rolled into the PTO current account at time of conversion to PTO leave program.
PTO Plan Year:
Twelve month period from the first pay period beginning in January to the last pay period beginning in December, during which leave hours accumulate in an employees current account.
Catastrophic Leave:
Employee leave account from which hours may be used for illnesses or disability after 40 consecutive hours in a year have been charged to the PTO Current Account. Created from
Cash Out:
Employees who stand to lose PTO leave at the end of a plan year because of excess balances or otherwise may chose to elect a cash-out one time per calendar year. The cash-out will be paid at 100 percent of value, but can not exceed the maximum amount stated in the chart below per years of service.
PROCEDURE:
Incumbent Employee and Employees transferring after July 1, 1995
Employees will not lose any accrued balances on hand at time of enrollment in the PTO leave program. At time of conversion accrued leave will be deposited into accounts as follows:
• A Maximum of one hundred and sixty (160) hours of Annual or Compensatory leave may be deposited into the PTO Current Account available for immediate use.
• Remaining balances of annual or compensatory leave in excess of the 160 hours can be transferred to the Catastrophic leave balance up to a Maximum of Six Pay Periods (480 hours). If the employee does not elect to transfer hours to the Catastrophic leave account the remaining annual and compensatory leave will be paid out at time of conversion.
• All Sick Leave Balances will be deposited into the Catastrophic Illness Bank. Twenty-five percent (25 percent) of catastrophic balance in this account will be paid upon termination of employment if employee has five (5) or more years of continuous service up to a maximum payout of $5,000.
• PTO will accrue to the PTO Current Account biweekly.
• At the end of the program year, last pay period beginning in December, PTO accruals can carry over to the next PTO program year up to a maximum of 160 hours. Hours can also be transferred into the Catastrophic Illness Bank up to the maximum of 480 hours, or cashed-out up to the maximum allowable.
Employees Hired after the Effective Date of This Policy (Including Other State Agency Employees):
• Accrued time will be deposited into one account, the PTO Account.
• All leave, except Sick Leave (employees transferring from other agencies), must be paid by the prior employing agency prior to employment at the Medical Center. Sick Leave balances will he deposited into the Catastrophic Illness Bank.
• PTO will accrue to the PTO Current Account biweekly.
• At the end of the program year, (last pay period beginning in December), PTO accruals can carry over to the next program year up to a maximum of 160 hours. Hours can also be transferred into the Catastrophic Illness Bank up to the maximum of 480 hours at the election of the employee.
• Catastrophic Illness Bank: Twenty-five percent (25 percent) of Catastrophic balance in this account will be paid upon termination of employment if employee has five (5) or more years of continuous service up to a maximum payout of $5,000.
PTO ACCRUALS:
The following schedule reflects accrued leave entitlement under the PTO leave program. These hours incorporate sick leave, annual leave, school leave and holiday leave hours.
| Years of Service as of December 31 | Biweekly Accruals | Maximum Annual Accrual | Annual Cash out |
| 0 - 5 | 9.231 | 240 | 70 |
| 5 - 10 | 10.154 | 264 | 90 |
| 10 - 19 | 11.693 | 304 | 100 |
| 20+ | 12.308 | 320 | 120 |
Additional Holiday hours declared by the Governor will be added to the PTO Current Account.
Part-time employees accrue PTO in proportion to the full-time equivalent of employment and years of service.
Situations affecting PTO Accruals:
Leave-with Pay:
Accruals will continue while on leave with pay until sixty (60) calendar days of paid leave have expired.
Leave without Pay:
PTO accruals will cease when an employee is on leave without pay and will not be earned until employee returns to work for a full biweekly pay period.
Docking Situations:
Docking of less than fourteen (14) calendar days will not affect PTO accruals. After 14 calendar days employee should be placed on leave without pay and accruals will cease.
PTO Loan Hours:
Employees can be "Loaned" up to Forty (40) PTO hours to cover time off for which they do not have enough PTO hours. Loaned hours will be repaid automatically by the PTO leave program as PTO hours are accrued. If an employee terminates and there are unpaid "Loaned" PTO hours employee will have to repay "Loaned" hours. The Catastrophic Illness Bank will he reduced by the "Loaned" hours prior to calculating the pay out of the Catastrophic balance.
PTO Usage:
PTO Current Account:
Hours in the PTO Current Account may be used for any purpose such as illness (personal or family), vacation, holidays, personal business, etc.
Request for usage must comply with established departmental polices and procedures.
Catastrophic Leave Account:
Hours in this account may be used for personal illness or disability after employee has charged 40 consecutive hours in a year to the PTO Current Account,
A Catastrophic leave request form must be provided to the immediate supervisor in order to use these hours.
The employee can elect to have PTO hours transferred into this account at end of program year. PTO hours transferred to this account will be limited by a balance in this account of Six (6) Pay Periods (480 hours).
Hours remaining in PTO account greater than 160 that are not cashed-out or transferred to the Catastrophic account at end of program year will be lost.
Annual Cash Out:
PTO leave can be Cashed Out once per calendar year up to the maximum Cash Out per years of service; provided employees PTO Current Account balance does not go below Zero (O) hours.
The Cash Out will be included in the First Pay Check received in December.
A PTO Cash Out Request form must be completed, submitted and received by the Payroll Department no later than October 31 of each plan year.
| ISSUED BY: | Department of Human Resources |
| ISSUE DATE: | January 1, 1996 |
| SUPERSEDES: | NA |
| Board of Visitors minutes November 11, 1995 | |