Paid Time Off (PTO) and Flex Days

PTO is designed to provide staff time away from work to attend to personal responsibilities and balance the demands of both their professional and personal lives. Staff are encouraged to provide advance notice and coordinate schedules with their managers for planned days off.

All staff receive eight (8) holidays each year – New Year’s Day, MLK Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas; and six (6) recess days – the day after Thanksgiving, the last workday preceding Christmas, and the (4) four workdays between Christmas and New Year’s Day.

M&P Staff PTO Accrual

M&P staff will accrue PTO up to a maximum number that is based on their years of service. PTO days are accrued on the 15th of each month.

Fewer than 5 years of service

15 days per year

5 or more years of service

18 days per year

10 or more years of service

21 days per year

20 or more years of service

24 days per year

M&P Staff PTO Accrual (Hired before July 1, 2010)

M&P staff hired prior to July 1, 2010 will accrue a maximum of 24 days of PTO per year (2 days per month), to be used interchangeably for vacation or personal reasons.

M&P Staff 

PTO ACCRUAL (hired prior to July 1, 2010)


24 days per year

Maximum Carryover PTO Days

Each year, the maximum number of carryover PTO days will be 15 or the number of PTO days carried over from the previous fiscal year, whichever is greater.

M&P Staff
PTO Carryover


The greater of:

  • 15 days
  • The carryover from the prior fiscal year

Example: If you carried over 25 days into July 2012, then your carryover into July 2013 will be the number of unused PTO days, not to exceed 25 PTO days.

You will be paid for all unused PTO days at retirement or separation from University employment.

90-Day PTO Extension

Staff who have a balance of PTO that exceeds their carryover limit are able to carry the excess PTO into the new fiscal year by way of a 90 day extension.  This extended time (seen in My Time on July 1 as “PTO MAX EXTENSION”) is available for use between July 1st and September 30th.  When requesting use of this extended time, please select PTO MAX EXTENSION as your “Request Type” in My Time. 

Flex Days

Effective July 1, 2014, staff members may use up to two days per fiscal year for discretionary paid time off. Part-time staff who are scheduled to work 20 hours or more per week are entitled to flex days on a prorated basis. Staff members hired during the first half of the fiscal year will receive two flex days that year; staff members hired during the second half of the fiscal year will receive one flex day that year. Flex days will be available for use by new staff members on the first of the month following their date of hire.

Supervisors should be given as much advance notice of the absence as possible. Flex days do not accumulate from year to year and are not compensable upon termination.

Questions and Answers

Paid Time Off (PTO)

When may I begin to use PTO? 
PTO may be used as days are accrued. There is no waiting period that prohibits you from using accrued PTO.

Am I allowed to borrow non-accrued PTO? 
If you have not yet accrued enough PTO to cover a necessary absence, your supervisor may approve the use of up to five (5) days of PTO not yet accrued. Your PTO balance will self-adjust as days are accrued.

How much will I carry over into the next fiscal year?
To determine your projected PTO carryover, go to the Carryover Calculator page.

Flex Days

Am I eligible to receive Flex Days?
Effective July 1, benefits eligible M&P employees, including police command staff, will be awarded two Flex Days per year for personal use.

For new employees, eligibility in the first year of hire is as follows:

If your date of hire is between… You will receive…

July 1 – December 31

2 days

January 1 – June 30*

1 day

*Employees hired between January 1 – June 30, will receive two Flex Days beginning July 1 of the following year.

When do I receive my Flex Days?
Based on your eligibility, Flex Days are effective on July 1, of each year.

If you are a new hire, your Flex Day allocation will be granted on the first of the month following your date of hire.  

When can I use my Flex Days?
Beginning July 1, you can use your Flex Days at any time. Once you are granted your Flex Day allocation, there is no waiting period to elect to use them.

What can I use my Flex Days for?
Your Flex Days can be used to celebrate religious holidays, handle family emergencies or for any other purpose you deem necessary.

Do Flex Days impact my PTO?
Flex Days are considered additional days that you may take at your discretion. They do not impact your current PTO, Recess or Sick Time accrual.

Can I carry my Flex Days over to the next year?
Flex Days must be used during the fiscal year (July 1 – June 30) in which they are awarded, and they cannot be carried over.

Do I need approval to use my Flex Days?
Yes, similar to other forms of time off, you must have the approval of your manager to use your Flex Days.

How can I use my Flex Days in My Time (Kronos)?
In order to use your Flex time you must select the “Flex” Pay Code on your timecard.

Can I take half of a Flex day?
Yes, you can take a ½ Flex Day, just like you can with PTO or Sick days.

Last update: June 10, 2014