UTMB provides all benefits-eligible employees with paid time off through our myPTO program. This program gives employees the flexibility needed to focus on what matters most — whether it's for a vacation, a field trip with a child, an illness, or any other situation that requires time away from work.
Contact Information
Kronos Questions
(409) 747-8078
payroll.services@utmb.edu
UTMB Policy Questions
HR Business Partner, Employee Relations Advisor & CMC HR Consultant Department List
Paid Time Off (PTO)
Paid Time Off (PTO) provides employees with a bank of hours that may be used for any personal reason that requires time away from work and short-term illness/injury.
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Eligibility
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.
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Accruals
Employees accrue PTO hours monthly based on their total years of state service and FTE status. PTO hours are credited on the first calendar day of each month and are available for immediate use.
*Hours are prorated based on FTE status.Total years of state service Hours 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 4 14.667 176.0 22.0 4 up to 9 16.334 196.0 24.5 9 up to 14 17.334 208.0 26.0 14 up to 20 19.334 232.0 29.0 20 up to 25 21.334 256.0 32.0 25 up to 30 23.334 280.0 35.0 30 up to 35 25.334 304.0 38.0 35+ 27.334 328.0 41.0
**Days reflect an 8-hour work shift and are prorated based on FTE status.New employees begin accruing PTO hours on their date of hire. Hours are available for use on the first calendar day of the following month.
Employees do not accrue PTO hours when they are in a non-benefits eligible status or when they are on leave of absence (LOA) for a full calendar month.
PTO balances are maintained in the Kronos timekeeping system and are viewable by employees, supervisors, and timekeepers.
Note: All vacation leave hours accrued by employees under the previous state-sponsored vacation leave plan were deposited into their myVacation Carry Forward bank in Kronos on March 28, 2022.
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Maximum Carryforward Limits
PTO carryforward limits are administered on a fiscal year basis (Sept. 1 to Aug. 31) based on employees’ total years of state service as of March 28, 2022.
myVacation Carry Forward 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, are subject to the following carryforward limits.Total years of state service Maximum carryforward hours per fiscal year 0 up to 4 300 4 up to 9 300 9 up to 15 300 15 up to 20 300 20 up to 25 300 25 up to 30 398 30 up to 35 398 35+ 398 The maximum carryforward limit allocated to an employee as of March 28, 2022, remains with that employee until they separate or retire from UTMB. This includes those employees who later achieve 25 or more total years of state service.
Any hours above an employee’s maximum carryforward limit at the end of each fiscal year will be rolled into their EIB on Sept. 1.
myVacation Carry Forward 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, were granted a transition period (March 28, 2022–Aug. 31, 2025) to comply with the myPTO program’s carryforward limits. Employees continue to accrue PTO hours during the transition period.Total years of state service Maximum carryforward hours through transition period of March 28, 2022–Aug. 31, 2025 Permanent maximum carryforward hours per fiscal year as of Sept. 1, 2025* 0 up to 4 300 300 4 up to 9 300 300 9 up to 15 300 300 15 up to 20 340 300 20 up to 25 388 350 25 up to 30 436 398 30 up to 35 484 446 35+ 532 494 *Maximum carryforward limits to be applied as of Aug. 31, 2026.
The maximum carryforward limit allocated to an employee as of March 28, 2022, remains with that employee throughout the transition period. This includes those employees who later achieve 15 or more total years of state service.
The final maximum carryforward limits go into effect on Sept. 1, 2025, and these limits will then remain with employees until they separate or retire from UTMB.
Any hours above an employee’s maximum carryforward limit at the end of each fiscal year will be rolled into their EIB on Sept. 1.
Transferring Employees
Employees transferring directly from another state agency with PTO/vacation leave accruals above the myPTO program’s maximum carryforward limits will have the remaining fiscal year and the next two fiscal years to reduce their PTO balance. -
Using PTO Accruals
The use of PTO hours should be scheduled in advance whenever possible, according to UTMB policy and procedures. Supervisors have the authority to approve or not approve time-off requests based on staffing and operational needs.
Scheduled Time Off Process
Time off that is requested and approved prior to the absence in accordance with UTMB’s Attendance Policy is considered scheduled.- Employee submits a time-off request with required advance notice in Kronos using the appropriate leave type and pay code.
- Supervisor approves the request or communicates reason(s) for not approving the request.
- Department ensures necessary coverage is in place for the employee’s absence.
Unscheduled Time Off Process
Time off that is not requested and approved with adequate notice prior to the absence is considered unscheduled.- Employee notifies supervisor of unexpected need to be away from work.
- Employee keeps supervisor informed of their status and date of return, if known.
- Immediately upon returning to work, employee submits a time-off request in Kronos using the appropriate leave type and pay code, unless already completed by the employee’s supervisor or department timekeeper.
Please be aware that employees must use 16 hours (prorated for FTE status) of their direct access accruals and/or personal leave accruals before they can access their EIB. See the Direct Access to Extended Illness Bank Fact Sheet for more details.
If an employee is out on previously scheduled PTO, the time cannot be changed to another type of leave, with the exception of a hospital admission for the employee or an immediate family member.
If an official holiday occurs while an employee is out on previously scheduled PTO, the time should be considered holiday leave.
Available Resources
Refer to these resources for assistance with submitting time-off requests: - Employee submits a time-off request with required advance notice in Kronos using the appropriate leave type and pay code.
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Donation to Major Disaster Recovery Bank
Under the myPTO program, benefits-eligible employees are 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 benefits-eligible employees who have been adversely affected by a major disaster, as declared by the U.S. President.
See the Major Disaster Recovery Bank (MDRB) Fact Sheet for more details on donating to and requesting withdrawals from the MDRB.
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Status Change
PTO accrual rates are based on an employee’s FTE status at the beginning of the month.
- 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.
- 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.
- 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.
- 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.
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.
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Separation of Employment
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.
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.
State Agency Transfers
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.- For employees transferring to UTMB from another state agency that has a traditional leave program, their unused vacation leave will transfer as PTO accruals. There are no limits to the amount of vacation leave that may be transferred to UTMB; however, transferring employees will be subject to UTMB’s maximum carryforward limits and will be granted a transition period, if needed, to reduce their PTO balance. Transferring employees may begin using their PTO accruals immediately.
- For employees transferring to UTMB from another state agency that has a paid time off program, their unused PTO hours will transfer as PTO accruals. There are no limits to the amount of PTO hours that may be transferred to UTMB; however, transferring employees will be subject to UTMB’s maximum carryforward limits and will be granted a transition period, if needed, to reduce their PTO balance. Transferring employees may begin using their PTO accruals immediately.
- For employees transferring from UTMB to another state agency that has a traditional leave program, their unused PTO hours will transfer as vacation leave accruals.
- For employees transferring from UTMB to another state agency that has a paid time off program, their unused PTO hours will transfer as PTO accruals.
Retirement
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). See the State Service Credit Fact Sheet for more details.Death Benefits
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.
Extended Illness Bank (EIB)
The Extended Illness Bank (EIB) component of the myPTO program provides employees with income protection for extended periods of personal or family illness/injury.
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Eligibility
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.
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Accruals
Employees accrue 40 hours (prorated for FTE status) of EIB each fiscal year. Hours are credited in a lump sum on Sept. 1 and are available for immediate use. New employees are credited EIB hours in a prorated lump sum on their date of hire.
Unused EIB hours may carryforward from one fiscal year to the next with no limits.
EIB balances are maintained in the Kronos timekeeping system and are viewable by employees, supervisors, and timekeepers.
Note: All sick leave hours accrued by employees under the previous state-sponsored sick leave plan were deposited into their EIB bank in Kronos on March 28, 2022.
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Using 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. Unscheduled time off is managed in accordance with UTMB policy and procedures.
Please be aware that employees must use 16 hours (prorated for FTE status) of their direct access accruals and/or personal leave accruals before they can access their EIB.
Time Off Process for Illness/Injury
- Employee notifies supervisor of need to be away from work for their own illness/injury or an immediate family members’ illness/injury.
- Employee keeps supervisor informed of their status and date of return, if known.
- Immediately upon returning to work, employee submits a time-off request in Kronos using the appropriate leave type and pay code, unless already completed by the employee’s supervisor or department timekeeper.
Employees or their supervisor should contact HR Leave Management to request Family and Medical Leave (FML) if an illness/injury lasts for five or more consecutive workdays or results in an overnight hospital stay.
Employees who are 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.
Employees who exhaust all their available accruals and need more time away from work for an illness/injury or parental leave may be eligible for expanded income protection through UTMB’s reduced paid leave benefit. See the Reduced Paid Leave (RPL) Fact Sheet for more details.
Available Resources
Refer to these resources for assistance with submitting time-off requests: -
Direct Access to EIB
The myPTO program allows employees to directly access a combined total of 16 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 is not required for the above situations unless an employee is out for their own illness/injury for three or more consecutive workdays.
Employees are also 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
Due to their role and responsibilities, UTMB graduate assistants are able to directly access their EIB accruals for their own illness/injury or an immediate family member’s illness/injury.
It is important to note that these direct access provisions do not provide employees with additional paid leave hours. Employees must have accruals available to be able to directly access their EIB.
Hours may be used in 15-minute increments.
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Donation of EIB Hours
Benefits-eligible employees may donate accrued EIB hours to a temporary Major Disaster Recovery Bank (MDRB) or directly to another benefits-eligible employee.
Donation to Major Disaster Recovery Bank
Under the myPTO program, employees are 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.See the Major Disaster Recovery Bank (MDRB) Fact Sheet for more details on donating to and requesting withdrawals from the MDRB.
Donation of EIB Hours Directly to Another Employee
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.The dollar value of the donated EIB hours will be included in the donor employee’s taxable income for the pay period during which the donation is made, and UTMB will withhold taxes from the donor employee’s paycheck. The donor employee’s earnings must be sufficient to cover the taxes in order for the donation to be executed.
See the Direct EIB Donation information online for more details.
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Status Change
EIB accrual rate is based on an employee’s FTE status at the beginning of the fiscal year.
- 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.
- 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.
- 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.
- 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.
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Separation of Employment
Employees who separate from UTMB for any reason will not receive payment for accrued EIB hours.
Restoration of EIB Balance
Employees who separate from UTMB as a result of a formal reduction in force may have their EIB balance restored if they are reemployed by the state within 12 months.Employees who separate from UTMB for any other reason may have their EIB balance restored if they are reemployed by the state within 31 calendar days to 12 months of the date of separation.
State Agency Transfers
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.- For employees transferring to UTMB from another state agency that has a traditional leave program, their unused sick leave will transfer as EIB accruals.
- For employees transferring to UTMB from another state agency that has a paid time off program, their unused EIB hours will transfer as EIB accruals.
- For employees transferring from UTMB to another state agency that has a traditional leave program, their unused EIB hours will transfer as sick leave accruals.
- For employees transferring from UTMB to another state agency that has a paid time off program, their unused EIB hours will transfer as EIB accruals.
Retirement
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). See the State Service Credit Fact Sheet for more details.Death Benefits
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.
Institutional Holidays
UTMB provides employees with 10 Institutional Holidays each fiscal year in observance of designated national and state holidays.
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Eligibility
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.
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Holiday Schedule
UTMB’s holiday schedule includes 10 designated holidays each fiscal year. If a designated holiday occurs on a Saturday or Sunday, it will generally be observed the business day before or after the weekend.
- Labor Day
- Thanksgiving Day
- Day after Thanksgiving
- Christmas Eve
- Christmas Day
- New Year’s Day
- Martin Luther King Jr. Day
- Memorial Day
- Juneteenth
- Independence Day
Alternate Holidays
The holiday schedule also includes approved alternate holidays.- Rosh Hashanah
- Yom Kippur
- Veterans Day
- Good Friday
- Cesar Chavez Day
- Eid-al-Fitr
- Eid-al-Adha
Employees may observe an alternate holiday by working on a designated holiday that requires staffing, with their supervisor’s approval. If the department is not open and staffed to conduct business on the holiday, then the employee may not work during the holiday and must use their available accruals to observe the alternate holiday.
Floating Holidays
In addition to the designated holidays, hours equivalent to the amount of time granted for five floating holidays are rolled into employees’ monthly PTO accrual rate each fiscal year.These hours are included in the monthly PTO accrual rates that are available online and in the Paid Time Off Fact Sheet.
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Accruals
Employees receive up to 8 hours of holiday credit for each designated holiday. Hours are prorated based on FTE status and are automatically populated within the Kronos timekeeping system two weeks prior to each holiday.
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Working on Institutional Holidays
Employees Paid Bi-Weekly
Employees who are paid bi-weekly and required to work on a designated holiday will receive their regular rate of pay for all hours worked and holiday pay for the amount of time granted for the holiday.Employees wanting to receive holiday compensatory time instead of holiday pay must submit a request through the Kronos timekeeping system within 72 hours of the holiday. Requests submitted after the 72-hour period (historical corrections) will not be accepted.
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.
Employees Paid Monthly
Employees who are paid monthly (Administrative & Professional, Faculty and Nonteaching) and work on a holiday they are not scheduled or required to work may do so with prior approval from their supervisor.Employees who work on a designated holiday will receive 8 hours of holiday compensatory time, which will be stored in the employee’s holiday balance.
Employees who work their appointed hours during the week but their regularly scheduled day off occurs on a designated holiday, will receive 8 hours of holiday compensatory time, which will be stored in the employee’s holiday balance. For example, if an employee’s regularly appointed hours are Tuesday – Friday and the holiday is on a Monday, the employee will receive 8 hours of holiday compensatory time. Holiday compensatory time must be used within 12 months from the date of accrual.
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Institutional Holidays While on Leave
If a designated holiday occurs while an employee is out on previously scheduled PTO or EIB, the time is considered holiday leave and not charged against the employee’s available accruals.
If a designated holiday occurs while an employee is on an unpaid leave of absence, the employee is not eligible for holiday credit.
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Institutional Holidays on Regularly Scheduled Days Off
If a designated holiday occurs on a bi-weekly employee’s regularly scheduled day off, the employee will receive 8 hours (prorated for FTE status) of holiday credit. The holiday credit will be paid on the next scheduled payday.
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Unscheduled Absence on Institutional Holidays
If an employee is unable to work a scheduled shift on a designated holiday, the holiday hours used should be recorded as unscheduled in accordance with UTMB’s Attendance Policy.
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Personal Holidays
The myPTO program supports personal holidays previously granted to employees. Accrued personal holiday hours do not expire and may carry forward from one fiscal year to the next with no limits.
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.
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Status Change
Holiday hours are based on an employee’s FTE status at the time the holiday credit is granted.
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.
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.
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Separation of Employment
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 will receive 8 hours (prorated for FTE status) of PTO for each institutional 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.
State Agency Transfers
For employees transferring to UTMB from another state agency, their unused holiday credit may not be transferred as UTMB does not accept holiday leave balances.For employees transferring from UTMB to another state agency, their unused holiday credit may be transferred if the new agency accepts holiday leave balances.
Death Benefits
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.Please note that 8 hours (prorated for FTE status) will also be added to the employee’s PTO balance for each institutional 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. PTO hours are eligible for payment to the employee’s estate.
Reduced Paid Leave (RPL)
Reduced Paid Leave (RPL) is a benefit entirely funded by UTMB that provides expanded income protection to employees who have exhausted their available accruals and need more time off for a personal illness/injury, the catastrophic illness/injury of an immediate family member, or parental leave.
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Eligibility
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.
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RPL Guidelines
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. (Example: If an employee has 300 hours in available accruals, then the employee will be granted 180 RPL hours for a combined total of 480 hours.) Employees must use their available accruals before using granted RPL hours. RPL hours may be used to cover care and bonding time.
RPL ends the earlier of:
For an employee’s personal illness/injury
- The date the employee is released to return work by a licensed practitioner; or
- The point at which the sum of all illness/injury periods reaches 480 hours within a rolling 12 months.
For an immediate family member’s catastrophic illness/injury
- The date the immediate family member’s illness/injury ceases to be catastrophic; or
- The point at which the sum of all family member illness/injury periods reaches 480 hours within a rolling 12 months.
The rolling 12 months begins at the end date of the RPL grant.
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Exclusions
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.
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Request and Approval Processes
Employees requesting 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.
The number of RPL hours granted 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.
Please be advised 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.
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RPL Payments
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.
Granted, unused RPL hours expire upon the employee’s return to work.
When an employee is on RPL, UTMB will continue to contribute its share of the employee’s insurance premiums. The employee is required to pay their share of the premiums in accordance with applicable billing procedures. Failure by the employee to make the monthly payments may result in the discontinuation of insurance coverage.
Employees also do not accrue PTO hours or holiday hours when on RPL.
Employees may not donate granted RPL hours to another employee or to UTMB’s Major Disaster Recovery Bank (MDRB), upon activation.
Employees who separate or retire from UTMB with granted, unused RPL hours will not be paid for these hours.
Upon the death of an employee, UTMB will not pay the estate of the deceased for any RPL hours granted but not used.