3.1. 9 Personal Days

Policy Section: Leaves of Absence

Policy Number and Title: 3.1.9 Personal Days
Applicable to: All Regular Employees
Effective Date: July 1, 2012

Purpose

 
The University provides employees with personal days for occasional absence from the workplace needed for a variety of personal reasons, e.g., religious holidays, school events, car repair appointments, etc. These days can be planned or used on an emergency basis. Managers should develop and communicate clear, consistent and reasonable call out and tracking procedures for personal days. Union employees should refer to their current union contracts.
 

Application

 
Allotment
At the beginning of each fiscal year, i.e., July 1, full-time employees receive an allotment of two personal days for the year. Part-time employees receive prorated personal days based on their reduced work schedule. Nonunion maintenance and service employees who do not have bundled time are allotted an additional two personal days. Refer to the appropriate calculation schedule provided.
 
Personal days do not carry over from one fiscal year into the following fiscal year.
 
New Hires
In the first year of employment, employees hired between July 1 and December 31 are allotted all personal days for that fiscal year.
 
Employees hired between January 1 and June 30 are allotted half of their personal day allotment for the remainder of that fiscal year.
 
New employees may use these days after their start date with their manager’s approval.
 
Usage
Employees may use their personal days each fiscal year for any reason not necessarily covered by the other time off policies. As a best practice, employees should take the personal days in full- or half-day increments whenever possible.
 
Personal days must be approved by the supervisor before they are taken. For emergency or other unplanned and unavoidable situations for personal days, employees should notify their supervisors of such situations as quickly as possible through the normal departmental reporting channels.
 
Tracking Time Off
Managers and their employees are responsible for maintaining accurate time and attendance records to:
  • ensure personal time balances are known and documented at all times and
  • be compliant with the provisions of federal, state and University regulations.
Flexible or Irregular Work Schedule
Employees working a flexible or irregular work schedule are expected to follow the same policy guidelines as employees on a regular work schedule.
Payout
Unused personal days are not compensated upon termination or at the start of an unpaid leave of absence.
 

Roles & Responsibilities

 
Scheduling
Employee:
 
Requests personal days in advance of scheduled time out, whenever possible. For emergencies or other unplanned and unavoidable situations, call or e-mail supervisor at the beginning of the workday or as soon as possible thereafter by following the department’s normal procedures.
 
Accurately tracks time off, either in the Time Collection System (biweekly-paid employees) or in HR Self Service (monthly-paid employees).
 
 
Supervisor:
 
. Supervisors should review and approve these requests to accommodate both the employee and departmental business and operational needs and to ensure that they are fair, consistent and equitable in their consideration and approvals.
 
Ensures employees are tracking time off.
 
 
Other Documents & Resources
 

Other Policies

 
 
Office of Human Resources
(609) 258-3300
 
Office of the Dean of the Faculty
(609) 258-3020
 

Last revised May 3, 2004.