Summary of Paid Time Off for Staff Employees

All Staff

All Staff employees receive nine paid holidays a year. Each holiday is considered to be eight hours for full-time Staff; part-time Staff earn a prorated amount.

*Accrues on March 1 of each year. The Campus Holiday is either a “floating” holiday or a day designated by the president of the university or the chancellor of the campus.
On campuses that treat the holiday as a floating holiday, Campus Holiday is available to use on or after March 1.

When it is necessary for a Support and Service Staff to work on a holiday, it is typically at the discretion of the department as to whether the employee receives either additional pay or time off. Refer to the specific employee Holiday policy for the correct procedure. Professional Staff who work on a holiday receive equivalent time off.
Eligible employees receive terminal pay for certain unused holidays when separating from the university.

Professional Staff

PTO Plan

The following table shows the amount of paid time off (PTO) that full-time Professional Staff accrue each month. Part-time Staff earn a prorated amount. PTO is not accrued during any period of absent without pay.

Below are general rules about PTO. See the policy for additional rules and details.

• PTO benefits are used for vacation, sick leave, funerals, personal business, and other absences from work.

• PTO is earned at the end of the last workday of the month and is available to use on the next workday.

• PAE Staff must record PTO in full-day increments unless using it to cover a reduced workday under an FMLA or Worker’s Compensation covered absence;

• PAO and PAU Staff must record PTO on the basis of the exact time taken to cover an absence from work.

• The maximum of PTO that can be used in a year is the amount earned from January 1 to December 31 of each year.

• At the end of each year, employees may allocate up to a maximum of 96 hours (12 days) of unused PTO to a sick leave account. Part-time employees may allocate a portion of this amount.

  • There is no limit on the total amount of time an employee may have in her/his sick leave account.

  • Staff may use time from their sick leave account to cover personal or family illness, medical appointments, and funeral attendance.

• At the end of each year, unused PTO that is not converted to a sick leave account is carried over to the next year. The maximum amount of PTO that can be carried over to the next year is the amount earned in one year.

• All accumulated PTO is paid at time of separation from the university.

• Other paid time off is granted for specific purposes such as military leave, court duty, voting, adverse weather, adverse working conditions, and injury on-the-job.

Support and Service Staff

The following table shows the amount of Vacation and Income Protection time that full-time Support and Service Staff accrue each biweekly pay period. Part-time Staff earn a prorated amount. Vacation and Income Protection time are not accrued during any period of absent without pay.

Vacation Plan

Below are general rules about Vacation time. See the policy for additional rules and details.

• Vacation benefits are used for vacation, personal time away from work, and absences such as adverse weather, class attendance, and family medical leave.

• Additional paid time off is granted for specific purposes such as funerals, military leave, court duty, voting, and injury on-the-job.

• Unused Vacation hours accumulate from year to year.

• Maximum Vacation hours that can be used in a year:

  • From 0 to end of 13 years of service: 304 Vacation hours

  • Beginning of 14 years of service and beyond: 784 Vacation hours

• Accumulated Vacation is paid at time of separation up to maximums based on length of service.

Income Protection (Sick Time) Plan

See the Income Protection policy for a complete list of absences for which employees may use Income Protection time. Some examples include personal or family illness, medical appointments, class attendance, etc.

Some rules about using and accruing Income Protection time are:

• Supervisors may request verification of need for time off or an emergency.

• Accruals accumulate from year to year.

• A percentage of accumulated Income Protection time is paid to those who separate from the university with IU Retiree status.

INShape Indiana

INShape Indiana was created two years ago by the Governor’s Council for Physical Fitness and Sports to promote smoking cessation, healthier eating, and more physical activity among Indiana residents. Indiana University has joined with the state, Anthem Blue Cross and Blue Shield, and other members of the Indiana business community to promote this program to employees. Participants of INShape Indiana receive periodic e-mail information about wellness resources, special events, and exercise and weight loss programs. The following are examples of information on the INShape Indiana Web site.

• Nutrition resources, including a printable Healthy Shopping List (with tips on how to choose better foods for your family) and recipes for healthy cooking

• The difference between moderate and vigorous physical activity and examples of each

• “Ask the Trainer” and “Ask the Dietician” Web inquiries

• Information and events specific to the family, older adults, and those with disabilities

• Online advice from the Ready, Set, Walk! program on subjects ranging from selecting the proper footwear and warming up/stretching and cooling down to adopting safety practices when walking

• Tips on selecting walking shoes and socks

Employees are encouraged to visit the INShape Indiana Web site at www.in.gov/inshape/ and register to participate.