HR-403 Personal Days (Prior to Jan 2024)

Summary

The University provides paid personal days to eligible employees to encourage time off to be used at the discretion of the employee. This policy applies to all benefit-eligible Administrative, Service & Support employees and certain non-regular academic employees as approved by the Chancellor and President.

Employees with primary titles that are Administrative, Service & Support who are exempt from classification because their positions are primarily directing instructional, or research activities are not subject to this policy.

If any part of this policy does not reflect the Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

CRR and Policy Provisions below will sunset as of 12/31/2023. Please refer to updated HR-403 Personal Days (as of Jan 2024) policy for absences on or after 01/01/2024.

Policy

Per Collected Rules and Regulations (CRR) 340.060: Personal Days (Amended 9-7-22):

Bd. Min. 7-30-82, effective 9-1-82; Bd. Min. 7-15-86; Amended 9-26-97; Amended Bd. Min. 7-17-98; Amended Bd. Min. 7-19-02; Amended 9-13-13; Amended Bd. Min. 6-21-18.

Eligible Employees – Regular Administrative, Service and Support employees and certain non-regular academic employees as approved by the Chancellor and President will be granted four personal days each year. The year will be calculated using the employee's beginning employment date. Personal days are to be used at the employee's discretion, subject to supervisory review and approval. Personal days must be taken before the end of the anniversary year and accumulation beyond the year is not permitted.
Sunset – The provisions of this rule will be suspended as of the effective date of Collected Rule and Regulation 340.025 (PTO). Unused personal day balances recorded in the University’s time-keeping system at that time will remain available for use during approved absences until the employee’s next anniversary date. Personal days must be taken before the end of the anniversary year. Accumulation beyond the year and payment at separation are not permitted.

Further HR Policy Provisions

Additional HR-403 policy provisions below in accordance with CRR 340.060:

Accrual timing and usage
1. Eligible employees are granted four (4) personal days (32 hours) each year, with the year determined on the basis of the employee's beginning employment date.
2. Benefit-eligible employees who are 99 percent to 75 percent FTE are granted personal days on a prorata basis.
3. The total hours provided may not exceed 32 hours for 100 percent FTE staff
4. All unused personal days are lost at the end of the anniversary year, even if the employee is on leave.
5. See HR-404 Sick Leave for additional information on using personal days in combination with sick and vacation for the placement of an adoptive or foster child in the employee’s home or care of that child within twelve (12) months after placement; or the care of an employee’s child within twelve (12) months after birth.
6. Employees whose FTE is reduced and whose accruals exceed the maximum allowed with their new, lower FTE may use personal days for the excess amounts before this status change, upon supervisory approval.
Non-exempt employees required to work on a previously approved personal day receive 1 1/2 times their regular straight-time wage rate for the hours worked and may retain the personal day or elect to receive their regular pay for the personal day. Time reporting for employees who elect to receive their regular pay for the personal day should be treated as if they had worked a holiday.
Separation of employment or Retirement
1. Payment for unused personal days upon termination or retirement is not permitted.
Procedure information
1. Personal days must be recorded in the University's central payroll system as part of the regular payroll processing cycle.
2. Any balance of unused personal days is transferred with an employee transferring from one department or campus to another.

Summary

Policy

Further HR Policy Provisions

See Also