Paid Time Off (PTO)

Northwestern believes in allowing employees the opportunity to plan and manage their own time off and therefore, has established Paid Time Off (PTO). PTO can be used for any planned or unplanned reason including vacation, family needs, personal illness, illness of a dependent child, appointments with healthcare providers, personal business and additional holidays.

It is available to all regular full time and regular part time employees (budgeted for 20 or more hours a week). All PTO for regular part time employees is pro-rated.

Northwestern’s PTO Policy is available under ‘Policies and Procedures’ at HRconnection.

Reporting time off to supervisor

The University's ability to meet student and patient/client needs is dependent on employees being at work during their scheduled work hours. An employee who is going to be absent or tardy is responsible for reporting the absence or tardiness to his/her supervisor as soon as possible, but no later than their normal starting time. Punctual and consistent attendance is an important factor in determining an employee's continuation and potential advancement within the University.

Employees who are absent for three (3) consecutive days without notifying their supervisor will be considered to have voluntarily terminated their employment.

Accrual of PTO

PTO hours accrue every fiscal year based on the PTO schedule listed below and the employee's anniversary date. It begins on the employee's first day of employment and does not accrue if an employee is on Short Term Disability or Long Term Disability or any unpaid leave of absence. In these situations, accruals resume when the employee returns to work.

Employment Category

Years of Service

Maximum Carryover

Executive Level, Faculty Vacation Plan B

0+ Years

8.31 hours/pay period

27 days/year

Department Head, Directors

0 - 3 Years

6.78 hours/pay period

22 days/year

4 + Years

8.31 hours/pay period

27 days/year

Regular Full Time

0 - 2 Years

5.23 hours/pay period

17 days/year

3 Years

5.85 hours/pay period

19 days/year

4 - 7 Years

6.77 hours/pay period

22 days/year

8 + Years

8.31 hours/pay period

27 days/year

Regular Part Time (budgeted for 20 or more hours/week)

 

Pro-rated portion of full time accrual, based on normal schedule.

Employees are responsible to plan and manage their own PTO hours by referring to their pay check stubs or PTO reports.

PTO is to be requested with as much advance notice as possible and must not interrupt workflow. Employees should schedule their PTO using the method approved by their supervisor. If the request is denied, the supervisor will discuss it personally with the employee. Non-exempt employees should note PTO on their timesheet and exempt employees should record PTO on the Professional/Faculty PTO form as well. PTO can be used in increments of 1/4 hour or more. Employees must use PTO hours to cover their absences. If an employee does not have enough PTO hours to cover an absence, he/she will only be paid to a "zero" (0) balance.

At the end of each fiscal year, unused account balances up to the amounts indicated in the following table will be carried forward to the next fiscal year. However, this PTO time must be used prior to the end of the new fiscal year or it will be transferred to the Sick Leave Only account. Any time in excess of the maximum carryover amount will be transferred to the Sick Leave Only account.

Employment Category

Years of Service

Maximum Carryover

Executive Level , Faculty Vacation Plan B

0+ Years

160 hours 20 days

Department Head, Directors

0 - 3 Years

120 hours 15 days

4+ Years

160 hours 20 days

Regular Full Time (40 hours/week)

0 - 2 Years

80 hours 10 days

3 Years

96 hours 12 days

4 - 7 Years

120 hours 15 days

8 + Years

160 hours 20 days

Regular Part Time (budgeted for 20 or more hours/week)

 

Pro-rated portion of full time accrual, based on normal schedule.

Pay in lieu of actually taking time off will not be granted. Accrued but unused PTO will be paid to an employee at the time employment terminates.

Longevity leave

All regular full-time PTO eligible employees will receive an additional 4 hours of paid time off for each year of service beginning on the anniversary of the 10th year of service.

Detailed information on Northwestern’s Longevity Leave Policy is available under ‘Policies and Procedures’ at HRconnection.

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