Office of Human Resources

Paid Time Off

Policy #3.1070
Effective: 2/7/05

Paid time off (PTO) benefits are applicable to all regular full time and regular part time employees and shall accrue as follows:

Salaried Employees

Period of service PTO
1st year 15 days
2nd year 16 days
3rd year 17 days
4th year 18 days
5th year 19 days
6th year 20 days
7th year 21 days
8th year 22 days
9th year 23 days
10th year 24 days
11th year & thereafter 25 days

Salaried employees shall receive 9.25 hours (monthly proration of fifteen days over twelve months) PTO for each full month worked from the date of hire through the end of that calendar year.

Executive Vice President, Provost, Associate Provosts, Vice Presidents, Associate Vice Presidents, and Deans shall receive 25 days of PTO per year, pro rated monthly for the first year of employment at the monthly rate of 15.75 hours.

Hourly Employees

Period of service PTO
0 - 3 months none
3 mos. - 2 years 15 days
3rd year 16 days
5th year 17 days
7th year 18 days
9th year 19 days
10th year& thereafter 20 days

Hourly employees, upon completion of their initial ninety days of employment, or an extension of same, will receive PTO benefits as follows: (a) office employees: 9.25 hours, or (b) service employees: 10 hours (monthly proration of fifteen days over twelve months) of PTO for each month worked through the end of the calendar year.

General Information

  1. The purpose of the use of PTO benefits is at the discretion of the employee (i.e., PTO can be used for vacation, personal business, brief illness (of up to three days in duration), intermittent use under the FMLA, or for medical/dental appointments that cannot be scheduled during non working hours). Anticipated use is to be requested of and approved by the employee's supervisor.

  2. Illness for which the Short-Term Disability Bank benefit shall be utilized is illness requiring more than three consecutive days off work. Use of the STDB requires a written physician certification, and is described in detail in policy #3.1080, Short Term Disability Bank (STDB) of sick days.

  3. The University's PTO period is January through December. Benefits are granted each year on January 1 and should be used by December 31 of the same year. Up to five (5.0) days of unused PTO may be carried into the next year, but must be used by June 30 or be forfeited.

  4. Regular part time employees as defined in Policy 1.1050, Employee Categories, shall receive 50% PTO&STD benefits.

  5. Terminating employees will receive payment for unused PTO on a pro-rated basis (i.e., an employee who receives 15 PTO days on January 1st and terminates employment with the University on April 30, is entitled to five days PTO for the fourth month period worked). If this same employee has taken more than five PTO days prior to termination, payment of the days in excess of five shall be deducted from the final paycheck.

  6. Terminating employees will receive payment for unused PTO carried over from the previous calendar year.

  7. On an annual basis employees may convert up to five (5) days unused PTO into STDB. Such conversion, which must take place between November 15 and December 15, is binding (i.e., PTO once converted to STDB cannot be converted back to PTO) including at separation of employment. Such conversion must be initiated by the employee on a STDB Conversion Form (Exhibit #9); unused PTO not eligible for carry-over will not automatically be converted at the end of the calendar year.

Helpful Resources

Commitment to Equal Employment Opportunity

Lewis University is an equal opportunity employer. Decisions regarding hiring, compensation, discipline, promotion, termination, or other terms and conditions of employment will be made without regard to race, color, religion, sex, pregnancy, age, marital status, national origin, veteran status, genetic information or disability which is unrelated to the ability to perform the job or which can be reasonably accommodated.