With prior approval for time off, employees may use accrued PTO for any reason, including but not limited to vacation, short-term illnesses, and any personal business.
All full-time and part-time (at least .5FTE/20 hours per week) benefits eligible employees are eligible for PTO.1
First Day Eligible to Use: You may take accrued time off for discretionary use as of your 181st day of active employment, also considered your “leave eligibility date”.2 This excludes any period of Leave Without Pay (LWOP). If you have met the leave eligibility date at another state agency or during previous employment at MD Anderson, you are eligible to take leave here immediately according to normal approval guidelines.2
You earn PTO accruals beginning on the first day of employment and ending on the last day of work. You earn a full month of PTO for actively working a partial or full month. You are credited with PTO accruals on the first day of each month you are actively employed3 unless you are on Leave Without Pay for the entire month. You do not earn PTO while in an unpaid status. If you are on paid leave on the first day of the month, you may not use the PTO leave accrued for that month until after returning from leave. If you do not return from leave, these hours are not earned and are not included when calculating the final payout of accrued PTO hours.
You accrue PTO based on your length of state service and your full-time equivalency status (FTE).4 PTO is credited for each month of service in a paid status during the fiscal year (September 1 – August 31).
Full-time employees accrue and carry forward PTO as shown in the following table.5
|Years of total
|Full-time employees accrue this much PTO per month*||Full-time employees accrue this much PTO per year*||Maximum carry forward PTO per year (150% of accrual) *,**|
|0 up to 2||11 hours||132 hours||198 hours|
|2 up to 5||14 hours 20 minutes||172 hours||258 hours|
|5 up to 10||15 hours 40 minutes||188 hours||282 hours|
|10 up to 15||17 hours||204 hours||306 hours|
|15 up to 20||19 hours||228 hours||342 hours|
|20 up to 25||21 hours||252 hours||378 hours|
|25 up to 30||23 hours||276 hours||414 hours|
|30 up to 35||25 hours||300 hours||450 hours|
|35 or more||27 hours||324 hours||486 hours|
*Part-time employees accrue and may carry forward pro-rated PTO based on their full-time equivalency (FTE).4
**PTO accruals carry forward each month, but there is an annual limit on the number of hours that may be carried forward into the next fiscal year. Unused PTO hours, above the maximum limit, will be converted to EIB and placed in the employee’s EIB bank annually.6
Credit for a higher rate of accrual will begin on the first calendar day of the month only if your anniversary date falls on that day. Otherwise, the increase in accrual rate will be given on the first day of the following month.7
Managers and employees should watch their accruals to ensure that any accruing PTO hours above the carryover threshold are scheduled to be used in advance.
Transfer of Leave Balances Between State Agencies (UTMDACC Institutional Policy ADM0298): Employees transferring between state agencies (going from MD Anderson to another state agency or a state agency to MD Anderson) may transfer their previous and unused PTO hours to vacation accruals or vacation accruals to PTO hours as appropriate provided that:
- the employment with the state is uninterrupted (direct transfer), and
- you were not paid for the leave.8
You may use these hours once you have met your initial state leave eligibility date and according to normal approval guidelines. Unused hours from junior colleges and school districts do not transfer to MD Anderson or count toward your years of state service for leave accruals.9,10,11
3Texas State Government Code Section 661.152(3)(e)
4Texas State Government Code Section 661.152(3)(c)
5Texas State Government Code Section 661.152(3)(d)
6Texas State Government Code Section 661.152(3)(h)
7Texas State Government Code Section 661.152(3)(g)
8Texas State Government Code Section 661.153
9Texas State Government Code Section 661.915
10Texas State Attorney General Opinion MW-165 (1980)
11Texas State Attorney General Opinion WW-1143 (1962)
Managers should inform staff of any departmental procedures for requesting time off, such as additional forms or expectation in scheduling that are above the institutional procedures (as listed below).
Scheduled Time Off - If the need is known in advance:
STEP 1: Employee requests PTO with reasonable advance notice.
STEP 3: Manager approves time off request as appropriate or communicates reasons for not approving a request (e.g., scheduling conflicts, not eligible, etc.).
STEP 4: Manager and employee work to ensure necessary coverage is in place for the employee’s absence. Upon return, employee works with timekeeper to ensure coding is appropriate.
NOTE: If business needs permit and prior to the leave, employees may work with their managers to make alternative arrangements to make up their time away from work. The leave and made up time must occur in the same work week
Unscheduled Time Off - If the need is not known in advance or is due to illness/injury:
STEP 1: Employee notifies manager promptly of the need to not be at work due to unforeseen personal reasons.
STEP 2: Employee keeps the manager informed of their status and the expected date of return, if known.
STEP 3: Timekeeper codes time while the employee is on leave.
STEP 4: If the employee is on leave for 4 or more work days due to unscheduled illness or injury:
- The employee must use PTO (or other applicable leave) for the first 16 hours (prorated for part-time employees) and then use time from their EIB.
- You have direct access to EIB for a chronic medical condition if you already utilized 16 hours of paid time off (or other applicable leave) for the same condition in the same fiscal year. Most chronic conditions will qualify for Intermittent Family & Medical Leave. Please contact the Leave Center at 5-FMLA to see if Intermittent FML applies to you.
- You must use 16 hours of PTO (or other applicable leave, prorated for part-time employees) before EIB can be used for each new illness or injury or the same chronic ilness or injury occurring in a new fiscal year.
- For employees who have not met their leave eligibility date:
- If you or your immediate family member is ill or injured, you may borrow up to 16 hours of accrued PTO if no other accruals exist.
- If you have already borrowed 16 hours of PTO and you or your immediate family member experience another illness or injury unrelated to the first illness or injury, the first 16 hours would be LWOP (unless other accruals exist) followed by EIB.
- If you need to take leave for any reason other than for your or your immediate family member's illness or injury, you must take LWOP unless other applicable accurals exist.
- The employee (or manager if the employee is unable) must call the Leave Center at 5-FMLA to initiate a Family Medical Leave request to run concurrently with leave and ensure job protection while out if the absence is for a serious health condition.
- The manager has the right to request a physician’s report if the employee does not initiate FML.12
- If the absence included a 24-hour hospital stay, the manager or Leave Center if FML, has the right to request proof of hospital stay.
- The manager has the right to request a physician’s report to show proof before return to work that the employee is physically fit to return to duty
STEP 5: If the leave was not coded by the Leave Center, upon return to the office, employee submits a Request for Time Off form or uses their departmental time off procedures. The employee works with timekeeper to ensure coding is appropriate.
NOTE: If the employee is immediately hospitalized, the employee does not have to take PTO. They can immediately access EIB leave and should call the Leave Center. See EIB for more information.
- See Kronos Pay Code List and Creating Departmental Time Off Procedures for assistance with using this or other types of leave.
- If you change your status from regular full-time or part-time to either hourly and/or temporary, you are not eligible for accrual or use of PTO leave until you change back to a benefits-eligible status. Accrued but unused balances are “frozen” until you become benefits-eligible again or terminate employment.13
- If you start on a temporary appointment, you may be credited with time earned if your status is changed to a benefits-eligible status.
- If you change status from hourly/per diem to regular full-time or part-time status, you will begin accruing PTO effective with your change in status payroll date.
- If you change your status from an EDU to a faculty, administrative or classified benefits-eligible position, your remaining vacation balance is forfeited on the date of the transfer and you will begin accruing PTO.
- If you resign, are terminated, or otherwise separate from employment after meeting the leave eligibility date, you will be paid for the total number of available PTO hours earned but not used as of your last day of work.14,15
- If you resign, are terminated or otherwise separate from employment before meeting the leave eligibility date, no accrued PTO leave will be paid. If you have borrowed PTO hours during your first 6 months of employment, your paycheck will be deducted for these hours.
- You cannot use accrued but unused PTO hours to extend your separation date for the purpose of accruing leave. Your actual last day worked determines your benefits.16
- You may be rollover all or portions of your excess PTO and Earned Holiday Bank balances into a 457(b). Read more or call 5-myHR for more information.
- Payroll Services issues terminating leave-eligible employees a check for any unused accrued PTO leave within 30 days after the employee’s last workday.
- Lump sum payments to terminating employees will normally be computed using the base salary at the time of separation. Terminating employees whose PTO bank was previously “frozen” will receive a lump sum payment computed using the last salary rate while in the position held that accrued PTO.
- Lump sum payments will include holidays that occur between the termination date and the number of work days provided by the PTO balance at termination.16
- Lump sum PTO payments will not include longevity or hazardous duty pay and are not included as creditable compensation for Teacher Retirement System.
- In the event you die while an active employee, your unused accrued PTO leave balance is paid to your estate, provided you had met the leave eligibility date.
- Purchase of TRS Service Credit: EIB and PTO hours may be used to satisfy Teacher Retirement System (TRS) requirements for the purchase of a year of service credit for retirement purposes. You will need to directly contact TRS at 1-800-223-8778 or visit the TRS site.
- Most retirees who return to work at a state employer will earn PTO based on their service after retirement.17
Change in Schedules:
- Department leadership has the authority to adjust an employee’s work schedule during the same week, as long as the standard hours of the employee are met.
- Example: If an employee is scheduled to take 8 hours of PTO off on Friday and by Thursday has worked 40 hours, then the manager may cancel the scheduled leave for that Friday. Employees may also request in advance of the time off, except for illness, to cancel the scheduled leave day, if their standard hours are met for the week.18
13Texas Government Code Section 661.063(b)
14Texas Government Code Section 661.063
15Texas Government Code Section 661.062
16Texas Government Code Section 661.067
17Texas Government Code Section 661.152(l)
18MD Anderson Legal Opinion