myPTO Program
Frequently Asked Questions
General Information
PTO FAQs
- What is a paid time off program?
A paid time off program is a system of pooling and managing leave that is commonly used in the marketplace. It is a more modern approach to providing time off that gives employees a bank of hours to use as needed for scheduled and unscheduled absences.
A PTO program’s primary focus is on when time off is taken and not the purpose or the reason for the time off.
- How does a PTO program differ from a traditional leave program?
With a traditional leave program, paid time off is separated into different categories such as vacation, holiday and sick leave. Employees earn a specific number of hours for each category, and the time off can only be taken for that purpose.
A PTO program does not separate leave into categories. It uses a single pool of time off to give employees more control over how they spend their time away from work — whether it is for vacation, an illness, a field trip with a child or any other personal reason.
- Why is UTMB transitioning from the state-sponsored vacation and sick leave plans to the myPTO program?
Transitioning to the myPTO program will:
- Provide a more balanced approach in the application of leave
- Ensure our leave practices are comparable with other organizations in our market
- Allow UTMB to reduce the financial liability related to vacation leave balances and invest in other programs and services
- Promote a culture of wellness that encourages employees to use their earned time off to focus on themselves and their families
- Make UTMB more attractive to those who value discretionary time off
- When will the myPTO program be effective?
The myPTO program is expected to launch March 28, 2022, and its provisions will apply to all benefits-eligible faculty and staff.
- Can employees opt out of the new program?
No. Employees cannot out of the myPTO program.
- What will happen to employees existing vacation and sick leave balances?
Employees will not experience any loss of their existing vacation and sick leave balances with the transition to the myPTO program. All leave hours previously accrued by employees under the state-sponsored plans will be deposited into their myVacation Carry Forward and EIB Leave banks on March 28, 2022.
- What is changing under the new program?
Under the myPTO program, employees will have immediate access to their PTO and EIB accruals. This means new hires will no longer be required to wait until the completion of their six-month probationary period to take time off.
Employees will also have access to income assistance through UTMB’s new reduced paid leave benefit and a temporary recovery bank for declared major disasters.
- Will employees still have access to other types of state-sponsored leave?
Yes. Eligible employees will still be able to take time away from work without a loss of accruals for these state-sponsored paid leaves:
- Assistance Animal Training Leave
- Court Appointed Special Advocate (CASA) Volunteer Leave
- Funeral Leave
- Jury and Witness Service
- Leave for Employees Certified as Firefighter, Emergency Medical Service Volunteer, Disaster Service Volunteers, Amateur Radio Operators, and Reserve Law Enforcement Officers
- Leave for Employees Donating Organ, Bone Marrow or Blood
- Military Leave
- Time Off for Voting
- Veterans Health Leave
- How does the new program affect leave taken under the FMLA?
The myPTO program will coordinate with the provisions of the Family and Medical Leave Act (FMLA) and will not affect the criteria for taking this type of leave. FML will continue to run concurrently with employees’ paid leave accruals, which means employees granted FML must use their PTO, EIB and other available accruals to cover the leave period.
It is important to note that employees on approved or pending FML leave will be able to directly access their EIB without first using 16 hours (prorated for FTE status) of PTO, other leave accruals or leave without pay.
- How does the myPTO program affect the Sick Leave Pool?
UTMB will discontinue its Sick Leave Pool on March 28, 2022. Withdrawal requests from the Sick Leave Pool will continue to be considered and hours will be granted until the discontinuation date. No hours will be granted after the discontinuation date. If an employee is on leave when the Sick Leave Pool ends, they are permitted to use previously granted Sick Leave Pool hours until the hours are exhausted or until they return to work.
After March 28, 2022, employees who exhaust all their accruals and need more time away from work for a personal illness/injury, the catastrophic illness/injury of an immediate family member or parental leave may be eligible for expanded income protection through UTMB’s reduced paid leave benefit.
- Does the transition to the myPTO program affect employees’ mandatory retirement savings plan(s)?
No. The transition to the myPTO program will not impact employees’ retirement savings plan(s) through the Teacher Retirement System of Texas (TRS) or the Optional Retirement Program (ORP).
Paid Time Off (PTO)
PTO FAQs
- What is PTO?
PTO provides employees with a bank of hours that may be used for vacation, short-term illness/injury and other personal situations that require time away from work. The use of PTO hours should be scheduled in advance whenever possible, according to UTMB policy and procedures.
- Who is eligible for PTO?
All employees who are appointed to work at least 20 hours per week (0.5–1.0 FTE) in a benefits-eligible position that does not require student status as a condition of employment are eligible for PTO.
- How is PTO accrued?
PTO hours are accrued monthly based on total years of state service and FTE status. Hours are credited on the first calendar day of each month and are available for immediate use.
Total years of state serviceHours accrued per month for full-time employee*Hours accrued per year for full-time employee*Days accrued per year for full-time employee**0 up to 414.667176.022.04 up to 916.334196.024.59 up to 1417.334208.026.014 up to 2019.334232.029.020 up to 2521.334256.032.025 up to 3023.334280.035.030 up to 3525.334304.038.035+27.334328.041.0
**Days reflect an 8-hour work shift and are prorated based on FTE status. - What happens to employees’ previously accrued vacation leave hours?
All vacation leave hours previously accrued by employees under the state-sponsored vacation leave plan will be deposited into their myVacation Carry Forward bank on March 28, 2022.
Employees will receive a personalized statement prior to the transition to the myPTO program to assist them in understanding how their previously accrued vacation leave hours will be transferred and how they will accrue leave under the new program.
- Where can employees view their PTO balance?
Employees will be able to view their PTO balance through the Kronos timekeeping system beginning March 28, 2022.
- Is there a limit to the number of PTO hours that may be carried forward each year?
Yes. PTO carryforward limits are administered on a fiscal year basis (Sept. 1 to Aug. 31) based on employees’ total years of state service and PTO balance as of March 28, 2022.
- What are the maximum carryforward limits for employees with a myVacation balance of less than 300 hours on March 28, 2022?
Employees with a myVacation Carry Forward balance of less than 300 hours on March 28, 2022, will be subject to the following carryforward limits.
Total years of state serviceMaximum carryforward hours per fiscal year0 up to 43004 up to 93009 up to 1530015 up to 2030020 up to 2530025 up to 3039830 up to 3539835+398The maximum carryforward limit allocated to an employee as of March 28, 2022, will remain with that employee until they separate or retire from UTMB.
- What are the maximum carryforward limits for employees with a myVacation balance equal to or greater than 300 hours on March 28, 2022?
Employees with a myVacation Carry Forward balance equal to or greater than 300 hours on March 28, 2022, will be granted a transition period (March 28, 2022–Aug. 31, 2025) to comply with the myPTO program’s carryforward limits.
Total years of state serviceMaximum carryforward hours through transition period of March 28, 2022–Aug. 31, 2025Permanent maximum carryforward hours per fiscal year as of Sept. 1, 2025*0 up to 43003004 up to 93003009 up to 1530030015 up to 2034030020 up to 2538835025 up to 3043639830 up to 3548444635+532494*Maximum carryforward limits to be applied as of Aug. 31, 2026.
The maximum carryforward limit allocated to an employee as of March 28, 2022, will remain with that employee throughout the transition period. The final maximum carryforward limits will go into effect on Sept. 1, 2025, and these limits will then remain with employees until they separate or retire from UTMB.
- What happens to the PTO hours above an employee’s maximum carryforward limit at the end of the fiscal year?
Any PTO hours above an employee’s maximum carryforward limit at the end of each fiscal year will be rolled into their EIB on Sept. 1.
- Can new employees use accrued PTO within their six-month probationary period?
Yes. New employees will begin accruing PTO hours on their date of hire, and these hours will be available for immediate use on the first calendar day of the following month.
New employees will no longer be required to wait until the completion of their six-month probationary period to take time off from work.
- How do employees request time off with the myPTO program?
Employees will continue to use the Kronos timekeeping system to request time away from work. Time-off requests should be submitted with reasonable advance notice using the appropriate myPTO pay code for the leave. Supervisors have the authority to approve or not approve time-off requests based on staffing and operational needs.
- Will there still be scheduled and unscheduled absences?
Yes. There will still be scheduled and unscheduled absences with the myPTO program.
Time off that is requested and approved in advance according to UTMB’s Attendance Policy is considered a scheduled absence. Time off that is not requested and approved in advance according to UTMB’s Attendance Policy is considered an unscheduled absence.
- Is there a minimum number of PTO hours an employee must use at one time?
PTO can be taken in 15-minute increments, and there is no minimum number of PTO hours that must be used at one time.
- What happens if an employee has already submitted a time-off request for vacation leave occurring after the transition to the myPTO program?
Time-off requests submitted through the Kronos timekeeping system on or before March 28, 2022, for scheduled vacation (VA) and unscheduled vacation (VAU) will automatically be changed to the appropriate myPTO pay code, and no further action will be required by the employee.
After March 28, 2022, employees will be expected to use the new myPTO pay codes when requesting time away from work.
- What happens to an employee’s PTO accrual rate if they move from a part-time to a full-time benefits-eligible position?
Employees who move from a part-time to a full-time benefits-eligible position will begin receiving the higher PTO accrual rate on the first calendar day of the month following the change.
- What happens to an employee’s PTO accrual rate if they move from a full-time to a part-time benefits-eligible position?
Employees who move from a full-time to a part-time benefits-eligible position will begin receiving the prorated PTO accrual rate on the first calendar day of the month following the change.
- What happens to an employee’s PTO accruals if they move from a benefits-eligible position to a non-benefits eligible position?
Employees who move from a benefits-eligible position to a non-benefits eligible position will no longer be able to accrue or use PTO. They will receive a lump sum payment for the total number of PTO hours accrued but not used as of the date of the change. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of the change.
- Does an employee accrue PTO hours if they move from a non-benefits eligible position to a benefits-eligible position?
Employees who move from a non-benefits eligible position to a benefits-eligible position will begin accruing PTO on the date of the status change. Hours will be prorated based on FTE status and will be available for use on the first calendar day of the month following the change.
- What happens to an employee’s PTO accrual rate when they achieve another year of state service?
Employees who achieve another year of state service that permits them to receive a higher PTO accrual rate will see the adjustment on the first calendar day of the month following the change.
If the change occurs on the first calendar day of the month, the employee will see the adjustment beginning with that month.
- Can an employee who is out on previously scheduled PTO change the time to another type of paid leave?
No. Employees who are out on previously scheduled PTO cannot change the time to another type of paid leave, with the exception of a hospital admission for the employee or an immediate family member. In this instance, employees may request that their PTO be changed to EIB if proper documentation is provided.
- What happens if an official holiday occurs while an employee is out on previously scheduled PTO?
If an official holiday occurs while an employee is out on previously scheduled PTO, the time should be considered holiday leave and not charged against the employee’s PTO balance.
- Do employees accrue PTO hours when they are on leave without pay?
No. Employees who are on leave without pay for a full calendar month do not accrue PTO hours.
- Can PTO be used instead of docking an employee’s pay for lateness?
Yes. Accrued PTO hours may be used instead of docking an employee’s pay for lateness if mutually agreeable between the employee and their supervisor.
- Are employees required to use PTO for the first 16 hours of leave due to illness/injury?
Employees must use PTO, other available accruals or leave without pay for the first 16 hours (prorated for FTE status) of leave due to their own illness/injury or an immediate family member’s illness/injury, unless the leave meets the criteria for direct EIB access.
- Who is considered an immediate family member?
For the purposes of the myPTO program, an immediate family member is defined as an employee’s:
- Parent (includes biological parent or individual who acted in the capacity of a parent)
- Spouse (includes opposite-sex or same-sex spouse)
- Child (includes biological, adopted, foster, or step children, legal wards and other individuals for whom the employee acts in or acted in the capacity of a parent)
- What happens to the PTO/vacation leave balance of employees transferring between state agencies?
Employees transferring between state agencies may have their PTO/vacation leave balance transferred to the new agency if there is no break in service and the accrued hours were not paid by the former agency at the time of separation. Transferred hours may be used immediately.
- Are accrued PTO hours paid upon separation or retirement from UTMB?
Yes. Employees who separate from UTMB for any reason (including retirement) may receive a lump sum payment for the total number of PTO hours accrued but not used as of the last day of employment. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of separation, and should appear on the employee’s last paycheck.
Employees transferring to another state agency may have their PTO balance transferred to the new agency if there is no break in service and the unused hours were not paid by UTMB at the time of separation.
- Can separating employees defer their unused PTO hours to a retirement account instead of being paid for them?
Yes. Employees also have the option to defer any portion of their unused PTO hours (up to the IRS limits) to a 403(b) tax sheltered annuity and/or 457(b) deferred compensation account. To defer unused PTO hours, employees must have an account established with an approved provider prior to separation. See the UTSaver Deferring Annual Leave website for more details.
- Are employees still able to use their PTO to purchase or receive service credit?
Yes. Eligible employees may be able to use their PTO and/or EIB accruals to purchase or receive service credit through the Teacher Retirement System of Texas (TRS) or the Employees Retirement System of Texas (ERS).
- What happens to accrued PTO hours upon an employee’s death?
Upon the death of an active employee, UTMB will pay the estate of the deceased for the total number of PTO hours accrued but not used as of the last day of employment. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of their death.
- Can employees donate accrued PTO hours to others?
Under the myPTO program, benefits-eligible employees will be able to donate a portion of their accrued PTO and/or EIB hours to a Major Disaster Recovery Bank (MDRB) .
The MDRB will be activated as needed on a temporary basis to support other employees who have been adversely affected by a major disaster, as declared by the U.S. President.
- Can employees sell back accrued PTO hours?
No. The myPTO program does not allow employees to sell their accrued PTO hours back to UTMB.
Reduced Paid Leave (RPL)
PTO FAQs
- What is RPL?
RPL is a new benefit funded by UTMB that provides expanded income protection to employees who have exhausted their available accruals and need more time away from work for a personal illness/injury, the catastrophic illness/injury of an immediate family member or parental leave.
- Who is eligible for RPL?
Employees who meet the following criteria are eligible to apply for RPL:
- Appointed to work at least 20 hours per week (0.5–1.0 FTE) in a benefits-eligible position that does not require student status as a condition of employment.
- Have exhausted all available accruals and are either 1.) unable to perform the essential job functions of their position due to a personal illness/injury that directly results in a significant, adverse change to their physical or mental condition or 2.) unable to work due to the catastrophic illness/injury of an immediate family member and have had at least six months of continuous employment; a catastrophic illness/injury is a severe condition or combination of conditions affecting the family member’s physical or mental health that is immediately life-threatening or likely to be fatal within the next 12 months.
Please note:
- Approved RPL runs concurrently with Family and Medical Leave (FML), parental leave or any other health-related leave.
- If an employee has applied or been approved for short-term disability payments through the
UT System benefits program, they are not eligible for RPL for the same qualifying illness/injury. - If an employee has been approved for long-term disability payments through the UT System benefits program, they are no longer eligible for RPL if there is an overlap of the payment periods.
- Employees may not receive both Workers’ Compensation Insurance (WCI) and RPL. If an employee has filed, is filing or intends to file a WCI claim or appeal, they are not eligible to apply for RPL.
- How does RPL work?
RPL may be granted for two illness/injury periods within a rolling 12 months, up to a combined maximum of 480 hours. The two illness/injury periods may consist of:
- Two unrelated diagnoses for an employee’s own illness/injury.
- One period for an employee’s own illness/injury and one period for an immediate family member’s catastrophic illness/injury.
- Two unrelated diagnoses for immediate family members’ catastrophic illness/injury.
Employees on an approved leave of absence for the birth, adoption or foster care placement of a child may receive up 480 RPL hours, minus their personal paid leave accruals.
- Can RPL be used to cover care and bonding time after the birth, adoption or foster care placement of a child?
Yes. Granted RPL hours may be used to cover care and bonding time.
- What is not covered by RPL?
RPL cannot be used for:
- Intermittent absences (even when associated with an approved leave of absence).
- Illness/injury requiring care outside of the United States other than unplanned, emergency care while traveling.
- Absences related to treatments or procedures that are deemed non-medically necessary (cosmetic, infertility, sterilization treatments or procedures).
- Absences related to dental services such as those provided for the routine care, treatment, extraction, removal or replacement of teeth or structures directly supporting the teeth.
- Absences related to dental-in-nature oral and maxillofacial surgery or any procedures related to dental implants.
- How are the number of RPL hours granted to an employee determined?
The number of RPL hours granted for an illness/injury period is based on the physical and/or cognitive demands of the employee’s position; diagnosis leading to treatment or surgery; and the medical disability standards for the specified health condition.
It is important to note that the number of RPL hours granted may not be sufficient to cover the full length of incapacity noted by the licensed practitioner in the required certification.
- If an employee was granted RPL for two illness/injury periods within the last 12 months but did not receive or use the maximum 480 hours, is the employee eligible for additional RPL hours?
No. Employees who received RPL for two illness/injury periods within the last 12 months will not be able to re-apply for RPL until 12 months after the end date of the first RPL grant, even if the total number of hours used was less than 480.
- What is the process for applying for RPL?
Employees needing RPL for a personal illness/injury, the catastrophic illness/injury of an immediate family member or parental leave are required to complete an online application. They must also provide certification supporting the leave from a licensed practitioner. Failure to provide the required certification may result in the denial of the request.
HR Leave Management reviews all requests and supporting documentation to determine if the leave qualifies for RPL.
- How are employees paid while on RPL?
While on RPL, employees will receive 50% of their monthly or hourly base pay rate. RPL is payable after seven calendar days or the exhaustion of all available accruals, whichever is greater.
Each new illness/injury period requires employees to satisfy a new elimination period, and RPL hours cannot be supplemented with other accrued leave.
- What happens if an employee does not have sufficient leave accruals to cover the seven-day elimination period?
Employees who do not have sufficient leave accruals may use leave without pay to cover the seven-day elimination period.
- What happens if an employee is released to return to work before using all granted RPL hours?
If an employee is released to return to work by a licensed practitioner before using all granted RPL hours, the unused hours will expire.
- How does RPL work with short-term disability insurance?
If an employee has applied or been approved for short-term disability payments through the UT System benefits program, they are not eligible for RPL for the same qualifying illness/injury.
- If an employee is receiving Workers’ Compensation Insurance (WCI) benefits for a work-related illness/injury, can they also receive RPL?
No. Employees may not receive both Workers’ Compensation Insurance (WCI) and RPL. If an employee has filed, is filing or intends to file a WCI claim or appeal, they are not eligible to apply for RPL.
- Can an employee apply for RPL if they are out on an approved leave of absence at the time of transition to the myPTO program?
No. Employees who are already out on an approved leave of absence at the time of transition to the myPTO program will not be able to apply for RPL for that absence.
- Will employees continue to accrue PTO and holiday hours while on RPL?
No. Employees on RPL are placed in a leave of absence status, which suspends their accrual of PTO and holiday hours.
- What happens if an employee receives a donation of EIB hours directly from another employee while on RPL?
If an employee on RPL receives a donation of EIB hours directly from another employee, RPL will be suspended while the employee uses the donated hours. Donated EIB hours will paid at 100% of the employee’s monthly or hourly base pay rate.
- Can employees donate granted RPL hours to others?
No. Employees may not donate granted RPL hours to another employee or to UTMB’s Major Disaster Recovery Bank (MDRB), upon activation.
- What happens if an employee separates or retires from UTMB with granted, unused RPL hours?
If an employee separates or retires from UTMB with granted, unused RPL hours, the hours will expire and the employee will not receive any payment for them.
- What happens to granted, unused RPL hours upon an employee’s death?
Upon the death of an employee, UTMB will not pay the estate of the deceased for any RPL hours granted but not used.
Extended Illness Bank (EIB)
PTO FAQs
- What is EIB?
EIB provides income protection for an employee’s own illness/injury or an immediate family member’s illness/injury that lasts longer than 16 hours.
- Who is eligible for EIB?
All employees who are appointed to work at least 20 hours per week (0.5–1.0 FTE) in a benefits-eligible position are eligible for EIB.
- What happens to employees’ previously accrued sick leave hours?
All sick leave hours previously accrued by employees under the state-sponsored sick leave plan will be deposited into their EIB Leave bank on March 28, 2022.
Employees will receive a personalized statement prior to the transition to the myPTO program to assist them in understanding how their previously accrued sick leave hours will be transferred and how they will accrue leave under the new program.
- How is EIB accrued?
Employees accrue up to 40 hours of EIB each fiscal year, based on FTE status. Hours are credited in a lump sum on at the beginning of each fiscal year or at the time of hire and are available for immediate use.
Please note that employees will receive a prorated lump sum of EIB hours on April 1, 2022, to reflect the number of months remaining in FY22.
- Where can employees view their EIB balance?
Employees will be able to view their EIB balance through the Kronos timekeeping system beginning March 28, 2022.
- Is there a limit to the number of EIB hours an employee can accrue?
No. There is no limit to the number of EIB hours an employee can accrue.
- Can unused EIB hours carryforward from one fiscal year to the next?
Yes. Unused EIB hours may carryforward from one fiscal year to the next with no limits.
- How do employees use their EIB accruals?
When an employee is unable to work due to their own illness/injury or an immediate family member’s illness/injury, the employee is expected to follow departmental call-in procedures and to notify their supervisor of their need to be away from work.
Employees must use PTO, other available accruals or leave without pay for the first 16 hours (prorated for FTE status) of an illness/injury, unless the leave meets the criteria for direct EIB access.
- In what situations can employees directly access their EIB accruals?
Under the myPTO program, employees will be able to directly access a combined total of 40 hours (prorated for FTE status) of EIB each fiscal year for:
- Personal wellness activities – personal wellness activities include routine and preventative medical, dental and vision care and other health-related events
- Care for the illness/injury of employee and immediate family members
- School-sponsored educational activities for dependent children who are in pre-kindergarten through 12th grade – school-sponsored activities include parent-teacher conferences, tutoring, volunteer programs, field trips, classroom programs, school committee meetings, academic competitions, and athletic, music, or theater programs
Hours may be used as preferred, and documentation will not be required for the above situations unless an employee is out for their own illness/injury for three or more consecutive workdays.
Employees will also be able to directly access their EIB accruals for:
- Hospital admissions that require an overnight stay for employee and immediate family members
- Continuous or intermittent leave approved by HR Leave Management
- Leave requests pending approval by HR Leave Management; if a request is denied, the employee must use PTO, other available accruals or leave without pay for the first 16 hours of the leave
Additionally, due to their role and responsibilities, UTMB graduate assistants will be able to directly access their EIB accruals for their own illness/injury or an immediate family member’s illness/injury.
- How do employees request time off due to an illness/injury?
Employees will continue to use the Kronos timekeeping system to request time away from work. Time-off requests should be submitted with reasonable advance notice using the appropriate myPTO pay code for the leave.
- Is there a minimum number of EIB hours an employee must use at one time?
EIB can be taken in 15-minute increments, and there is no minimum number of EIB hours that must be used at one time.
- What happens if an employee has already submitted a time-off request for sick leave occurring after the transition to the myPTO program?
Time-off requests submitted through the Kronos timekeeping system for scheduled sick leave (SL) and unscheduled sick leave (SLU) between March 28, 2022, and May 31, 2022, will automatically
be changed to EIB, and no further action will be required by employees, managers or timekeepers.Any time-off requests submitted for scheduled sick leave (SL) and unscheduled sick leave (SLU) occurring after May 31, 2022, will need to be updated by employees with the appropriate myPTO pay code.
- Are employees required to provide medical documentation to use EIB?
Employees are not required to provide medical documentation before accessing their EIB accruals. However, employees out for their own illness/injury for three or more consecutive workdays must present a release from a licensed practitioner clearing them to return to work.
- What happens to an employee’s EIB accruals if they move from a part-time to a full-time benefits-eligible position?
Employees who move from a part-time to a full-time benefits-eligible position will be credited the difference in EIB hours on the date of the status change.
- What happens to an employee’s EIB accruals if they move from a full-time to a part-time benefits-eligible position?
Employees who move from a full-time to a part-time benefits-eligible position will retain all previously accrued EIB hours and will receive the prorated number of hours on Sept. 1.
- What happens to an employee’s EIB accruals if they move from a benefits-eligible position to a non-benefits eligible position?
Employees who move from a benefits-eligible position to a non-benefits eligible position will no longer be able to accrue or use EIB. Accrued but unused EIB hours are frozen until the employee returns to a benefits-eligible status or terminates employment.
- Does an employee accrue EIB hours if they move from a non-benefits eligible position to a benefits-eligible position?
Yes. Employees who move from a non-benefits eligible position to a benefits-eligible position will be credited EIB hours in a prorated lump sum based on their FTE status and date of the status change.
- What happens to the EIB/sick leave balance of employees transferring between state agencies?
Employees transferring between state agencies may have their EIB/sick leave balance transferred to the new agency if there is no break in service or they are reemployed by the state within 31 calendar days to 12 months of the date of separation.
- If an employee separates and then returns to UTMB, will their EIB balance be restored?
Yes. Employees who separate from UTMB may have their EIB balance restored if they are rehired within 31 calendar days to 12 months of the date of separation.
- Are accrued EIB hours paid upon separation or retirement from UTMB?
Employees who separate from UTMB for any reason will not receive payment for accrued EIB hours.
- Are employees still able to use their EIB to purchase or receive service credit?
Yes. Eligible employees may be able to use their EIB and/or PTO accruals to purchase or receive service credit through the Teacher Retirement System of Texas (TRS) or the Employees Retirement System of Texas (ERS) .
- What happens to accrued EIB hours upon an employee’s death?
Upon the death of an active employee, UTMB will pay the estate of the deceased for one-half of their accrued EIB hours or for 336 hours, whichever is less. The employee must have had at least six months of continuous employment with the state for the estate to receive payment. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of their death.
- Can employees donate accrued EIB hours to others?
Yes. Benefits-eligible employees may donate accrued EIB hours directly to another employee if the recipient of the donation meets the eligibility requirements for EIB and has exhausted their own EIB balance. Donations made directly to individuals are subject to taxation. See the Direct Sick Leave Donation Overview for more details.
Benefits-eligible employees will also be able to donate a portion of their accrued PTO and/or EIB hours to a Major Disaster Recovery Bank (MDRB) . The MDRB will be activated as needed on a temporary basis to support other employees who have been adversely affected by a major disaster, as declared by the U.S. President. Donations made to the MDRB will not be subject to taxation.
Institutional Holidays
PTO FAQs
- Does the official holidays schedule include alternate holidays?
Yes. The official holidays schedule includes approved alternate holidays each year.
- Who is eligible for holiday credit?
All employees who are appointed to work at least 20 hours per week (0.5–1.0 FTE) in a benefits-eligible position that does not require student status as a condition of employment are eligible to receive holiday credit.
- How is holiday credit accrued?
Employees receive up to eight hours of holiday credit for each official holiday. Hours are prorated based on FTE status and are automatically populated within the Kronos timekeeping system two weeks prior to each official holiday.
- What happens if an employee wants to observe an approved alternate holiday?
Employees may observe an approved alternate holiday by working on an official holiday that requires staffing, with their supervisor’s approval. If the department is not open and staffed to conduct business on the official holiday, then the employee may not work during the official holiday and must use their available accruals to observe the alternate holiday.
- How do floating holidays work?
To allow employees more time off for their discretionary use, hours equivalent to the amount of time granted for five floating holidays will be rolled into employees’ monthly PTO accrual rate each fiscal year. These hours have already been included in the monthly PTO accrual rates that are available online and in the Paid Time Off Fact Sheet .
The hours reflect the time previously used for the UTMB winter holiday break and CMC specific holidays.
- How will the transition to the myPTO program affect the UTMB winter holiday break and CMC specific holidays?
Beginning in FY23, employees will be expected to use their PTO or other available accruals when wanting time off for any day not included in the official holidays schedule. This includes previously granted time off for the UTMB winter holiday break and CMC specific holidays.
- What happens if a bi-weekly employee works on an official holiday?
Employees who are paid bi-weekly and required to work on an official holiday will receive their regular rate of pay for all hours worked and holiday pay for the amount of time granted for the holiday.
If an employee wants to receive holiday compensatory time instead of holiday pay, they must submit a request through the Kronos timekeeping system within 72 hours of the holiday. Holiday compensatory time will be equivalent to the amount of time granted for the holiday and must be used within 12 months from the date of accrual.
- Can monthly employees work on an official holiday?
Employees who are paid monthly (Administrative & Professional, Faculty and Non-Teaching) must receive prior approval from their supervisor to work on an official holiday that they are not scheduled or required to work. Those who work on an official holiday will receive eight hours of holiday compensatory time. Holiday compensatory time must be used within 12 months from the date of accrual.
- What happens if an official holiday occurs while an employee is out on previously scheduled leave?
If an official holiday occurs while an employee is out on previously scheduled leave, the time should be considered holiday leave and not charged against the employee’s available accruals.
- Do employees accrue holiday credit when they are on an unpaid leave of absence?
No. Employees are not eligible for holiday credit if an official holiday occurs while they are on an unpaid leave of absence.
- What happens if an official holiday occurs on a bi-weekly employee’s regularly scheduled day off?
If an official holiday occurs on a bi-weekly employee’s regularly scheduled day off, the employee will receive eight hours (prorated for FTE status) of holiday credit. The holiday credit will be paid on the next scheduled payday.
- What happens if an employee is unable to work a scheduled shift on an official holiday?
If an employee is unable to work a scheduled shift on an official holiday, the holiday credit used should be recorded as unscheduled in accordance with UTMB’s Attendance Policy .
- How will the transition to the myPTO program affect previously accrued holiday compensatory time?
Previously accrued holiday compensatory time will not be affected by the transition to the myPTO program. The hours will remain in employees' holiday bank and must be used within 12 months from the date of accrual.
- What happens to an employee’s holiday credit if they move from a benefits-eligible position
to a non-benefits eligible position?
Employees who move from a benefits-eligible position to a non-benefits eligible position will no longer be able to receive or use holiday credit. Accrued but unused holiday hours are frozen until the employee returns to a benefits-eligible status or terminates employment.
- Will employees be able to receive holiday credit if they move from a non-benefits eligible position to a benefits-eligible position?
Employees who move from a non-benefits eligible position to a benefits-eligible position will begin receiving holiday credit as of the date of the status change. Hours will be prorated based on FTE status.
- Is accrued holiday compensatory time paid upon separation or retirement from UTMB?
Employees who separate from UTMB for any reason will not receive payment for accrued holiday compensatory time. However, employees who voluntarily separate from UTMB may be able to extend their separation date up to 40 hours to allow them to use their accrued time. Requests to extend a separation date should be submitted and approved in advance. Historical corrections will not be permitted.
Employees may also receive eight hours (prorated for FTE status) of PTO for each official holiday that is scheduled to fall within the period after the date of separation and the date which the employee could have used their PTO accruals and personal holiday leave. These PTO hours are eligible for payment upon separation.
- What happens to the holiday leave balance of employees transferring between state agencies?
If an employee is transferring from UTMB to another state agency, their unused holiday credit may be transferred if the new agency accepts holiday leave balances.
If an employee is transferring to UTMB from another state agency, their unused holiday credit may not be transferred as UTMB does not accept holiday leave balances.
- What happens to accrued holiday compensatory time upon an employee’s death?
Upon the death of an active employee, UTMB will pay the estate of the deceased for accrued holiday compensatory time as of the last day of employment. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of their death.
In addition, eight hours (prorated for FTE status) will be added to the employee’s PTO balance for each official holiday that is scheduled to fall within the period after the date of the employee’s death and the date which the employee could have used their PTO accruals and personal holiday leave. These PTO hours are also eligible for payment to the employee’s estate.
- What happens to previously granted personal holidays under the myPTO program?
Personal holidays previously granted to employees are not affected by the transition to the myPTO program. Accrued personal holiday hours do not expire and may carry forward from one fiscal year to the next with no limits.
- Are personal holiday hours paid upon separation or retirement from UTMB?
Yes. Employees who separate from UTMB for any reason will receive a lump sum payment for the total number of personal holiday hours accrued but not used as of the last day of employment. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of separation.
Major Disaster Recovery Bank (MDRB)
PTO FAQs
- Who is eligible for the MDRB?
All employees who are appointed to work at least 20 hours per week (0.5–1.0 FTE) in a benefits-eligible position that does not require student status as a condition of employment will be able to donate accruals to and request withdrawals from the MDRB.
- How does the MDRB work?
The UTMB President will have the discretion to activate and inactivate the MDRB and to establish the employee eligibility criteria associated with each activation.
Depending on the nature of the declared major disaster, employees will be able to donate PTO and/or EIB hours to the MDRB. Donations will be accepted for the duration of the MDRB event, and it is important to note that employees may only donate hours accrued under the myPTO program. Hours accrued under the state-sponsored vacation and sick leave plans will not be eligible for donation.
- Are the donations subject to taxation?
No. Donations to the MDRB are not subject to taxation.
- How many PTO and/or EIB hours can employees donate to the MDRB?
Employees may donate:
- A minimum of 8 PTO hours up to their maximum annual accrual of PTO hours.
- A minimum of 8 EIB hours up to a maximum of 200 hours, only if EIB donations are accepted into the MDRB.
When making a donation, employees must maintain a PTO balance of at least 80 historical and new hours and an EIB balance of at least 80 hours.
- What are the criteria for receiving withdrawals from the MDRB?
An employee may request to receive withdrawals from the MDRB if they have exhausted their available accruals and a declared major disaster has caused severe hardship to the employee and/or to an immediate family member, resulting in the employee being unable to work.
- What is the maximum number of hours an employee can receive per MDRB activation?
Employees may receive up to two grants of MDRB hours per activation of the temporary recovery bank, not to exceed 80 hours per grant (for a total of 160 hours). If the temporary recovery bank is activated multiple times in a fiscal year, then the maximum MDRB hours that may be granted to an employee for all activations is 300 hours.
- How are the number of MDRB hours granted to an employee determined?
MDRB hours are granted based on the employee’s eligibility, the order in which the request was received and the number of hours available in the temporary recovery bank.
- Can granted MDRB hours be used intermittently?
Yes. Granted MDRB hours may be used intermittently.
- How are recipient employees paid for granted MDRB hours?
Granted MDRB hours will be paid at the recipient employee’s monthly or hourly base pay rate at the time of use.
- What happens to granted, unused MDRB hours if a recipient employee moves from a benefits-eligible position to a non-benefits eligible position?
If a recipient employee moves from a benefits-eligible position to a non-benefits eligible position, any granted, unused MDRB hours will be returned to the temporary recovery bank.
- What happens if a recipient employee separates or retires from UTMB with granted, unused MDRB hours?
A recipient employee who separates or retires from UTMB with granted, unused MDRB hours will not receive payment for these hours. The hours will be returned to the temporary recovery bank.
- What happens upon inactivation of the MDRB?
Upon inactivation of the MDRB, unused PTO and/or EIB hours will be returned to the donor employees. This includes unused hours granted to recipient employees and unused hours remaining in the temporary recovery bank.
- How much time will be returned to donor employees?
Unused PTO and/or EIB hours will be returned in the same proportion as the number of hours an employee donated relative to the total hours donated for the disaster event, unless the remaining amount is so small that accounting for it is unreasonable or administratively impractical.
Example: If an employee donates 200 hours and the temporary recovery bank receives a total of 10,000 hours, then 0.20% of any unused hours will be returned to the donor employee at the end of the MDRB event.
- What happens to returned PTO and/or EIB hours if a donor employee separates or retires from UTMB prior to the inactivation of the MDRB?
If a donor employee separates or retires from UTMB prior to the inactivation of the temporary recovery bank, the employee will be paid for any returned PTO hours. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of separation.
If a donor employee separates from UTMB prior to the inactivation of the temporary recovery bank and is reemployed by the state within 31 calendar days to 12 months of the date of separation, any returned EIB hours will be restored to the employee’s EIB balance.
- What happens to returned PTO and/or EIB hours if a donor employee transfers to another state agency prior to the inactivation of the MDRB?
If a donor employee transfers to another state agency prior to the inactivation of the temporary recovery bank, UTMB will notify the new agency about the additional PTO hours to be added to the employee’s PTO/vacation leave balance.
If a donor employee transfers to another state agency prior to the inactivation of the temporary recovery bank and meets the new agency’s EIB/sick leave reinstatement requirements, the returned EIB hours will be sent to the new agency for crediting to the employee’s EIB/sick leave balance.
- What happens to returned PTO and/or EIB hours if a donor employee dies prior to the inactivation of the MDRB?
If a donor employee dies prior to the inactivation of the temporary recovery bank, UTMB will pay the estate of the deceased for any returned PTO hours. Payment will be calculated at the employee’s monthly or hourly base pay rate at the time of death.
If a donor employee dies prior to the inactivation of the temporary recovery bank, UTMB will pay the estate of the deceased for one-half of the returned EIB hours, providing the 336-hour payout maximum has not been reached.