myPTO Program

New Leave Program for Benefits-Eligible Employees

UTMB is transitioning to a paid time off program for all benefits-eligible faculty and staff. The myPTO program replaces the existing state-sponsored vacation and sick leave plans and is expected to launch in the spring of 2022.

It is important to note that the final details of the myPTO program are still being confirmed. More information about the new program, including the monthly PTO accrual rates and the allowable carry forward amounts for each fiscal year, will be communicated as soon as is possible.


Modernized Approach to Managing Leave

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.

With the myPTO program, employees will have more flexibility and privacy over how they spend their time away from work — whether it is for vacation, an illness or injury, a field trip with a child or any other personal reason.


Advantages of New Leave 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

Program Components

Your Questions Answered


  • When will the myPTO program be effective?

    The myPTO program is expected to launch in the spring of 2022. Employees will receive plenty of notice before the program's launch date and will have ample opportunity to get more information and ask questions. 

  • Can I opt out of the new program?

    Employees cannot opt out of the myPTO program. The program’s provisions will apply to all benefits-eligible faculty and staff.

  • How does the myPTO program differ from a traditional leave program?

    The myPTO program is a different way of providing time off that gives employees and managers more privacy and flexibility than a traditional leave program.

    The program’s focus is on when the time off is taken, not the purpose or reason for the time off. 

  • What will happen to my existing vacation and sick leave balances?

    Employees will not experience any loss of their existing vacation and sick leave balances with this transition. All leave hours previously accrued by employees under the state-sponsored plans will be transferred to the myPTO program. 

  • How will I accrue PTO hours?

    Employees will accrue PTO hours monthly based on years of state service and FTE status. More information on the monthly accrual rates as well as the allowable carryforward amounts will be provided in the coming months. 

  • What is meant by “prorated for FTE status”?

    FTE (full-time equivalency) status refers to an employee’s total appointed hours in relation to a 40-hour workweek. FTE status is used as the pro-rata basis for determining leave accruals and allowable carry forward amounts.

    This means employees who work less than full time will receive a prorated amount of leave hours and carry forward hours based on their total appointed hours.

  • How will I request time off with the myPTO program?

    Employees will continue to use the Kronos timekeeping system when requesting time away from work. New pay codes are being created to support the transition to the myPTO program. 

    Managers, timekeepers and employees will be able to learn more about these pay codes and attend Kronos training in advance of the program’s launch date.

  • 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 with adequate advance notice is considered an unscheduled absence.

  • Will I still have access to other types of state-sponsored paid leave?

    Yes. With the myPTO program, 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 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. FMLA will continue to run concurrently with employees’ paid leave accruals, which means employees granted FMLA must use their PTO, EIB and other available accruals to cover some or all of the leave period.

    It is important to note that employees on approved or pending FMLA leave will be able to directly access their EIB without first using 16 hours (prorated for FTE status) of PTO or other accruals. 

  • Does short-term disability insurance affect the RPL benefit offered by UTMB?
    Employees receiving short-term disability insurance payments through the UT System benefits program will not be able to receive reduced paid leave from UTMB for the same qualifying illness/injury.
  • Will the myPTO program affect UTMB’s winter holiday break?

    UTMB's official holidays schedule varies from year to year, with an average of nine to 10 holidays.

    In addition to these holidays, hours equivalent to the amount of time granted for five holidays will be rolled into employees’ monthly PTO accrual rate each fiscal year, allowing employees more time off for their discretionary use.

    Beginning in FY23, employees who schedule time away from work during the winter holiday break will be required to utilize their PTO balance or other available accruals for any day not included in the official holidays schedule.

  • Will I still be able to purchase service credit under the new program?

    Yes. Employees who meet the eligibility criteria will be able to use their unused EIB and/or PTO hours to purchase service credit through the Teacher Retirement System (TRS) or Employees Retirement System of Texas (ERS).

  • Will accrued PTO hours be paid if I separate or retire from UTMB?

    Yes. Employees who separate from UTMB for any reason may receive a lump sum payment for the total number of PTO hours accrued but not used as of the last day of employment. 

    Employees also have the option to defer any portion of their unused PTO hours (up to the IRS limits) to a 457(b) deferred compensation account. To defer unused PTO hours, employees must have a 457(b) DCP account established with an approved provider prior to separation.

No Loss of Existing Balances


Existing Leave Balance

Helpful Resources

Watch the July 14 Town Hall playback below:

For CMC viewers, watch the July 14 Town Hall playback below:

On the Way

Comprehensive training and tools will be available later in the winter to assist with the transition to the myPTO program.

  • Program handbook and fact sheets
  • Manager and employee information sessions
  • Kronos training on requesting and managing leave
  • PTO accrual rate calculator
  • Personalized leave statements