Paid Time

• 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. 

• Accruals

  On March 28, 2022, all vacation leave hours previously accrued by employees under the state-sponsored vacation leave plan will be deposited into their myVacation Carry Forward bank within the Kronos timekeeping system.

  Employees will then begin accruing PTO hours monthly based on 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.

  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

  *Hours are prorated based on FTE status.
  **Days reflect an 8-hour work shift and are prorated based on FTE status.

  New employees will 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. 

• 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, will be 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, will remain 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, will be granted a transition period (March 28, 2022–Aug. 31, 2025) to comply with the myPTO program’s carryforward limits. Employees will 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, will remain 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 will 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 through the Kronos timekeeping system using the appropriate myPTO 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 through the Kronos timekeeping system using the appropriate myPTO pay code, unless already completed by the employee’s supervisor or department timekeeper.

  Employees must use PTO, other available accruals or leave without pay for the first 16 hours (prorated for FTE status) of leave due to an illness/injury, unless the leave meets the criteria for direct EIB access. 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.

• Conversion of Previously Submitted Time-Off Requests

  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 employees, managers or timekeepers.

  After March 28, 2022, employees will be expected to use the new myPTO pay codes when requesting time away from work.

• Donation to Major Disaster Recovery Bank

  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 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.

• 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. 

• 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.