Combined Time Off
Combined Time Off (CTO) can be used for vacation, personal illness, doctor's appointments, and other personal reasons, including care of immediate family who are seriously ill and require care at home, and for children's doctors' appointments which cannot be scheduled outside of working hours.
Departments establish practices for providing notice of absences from work and for scheduling time away. Some departments whose workload is directly dependent on students being on campus take their time off when students are not in residence. Other departments schedule time off by mutual arrangement based upon the person's need and the department's workload.
- Employees accrue CTO each payday per information and limits on the chart that follows. CTO does not accrue during unpaid leaves or once an employee has reached the maximum accrual.
- Employees (exempt and non-exempt) who work less than 12 months or have a pro-rated weekly schedule receive the appropriate accrual based on the months/hours scheduled to work; and CTO can only be used during the months in which the employee is scheduled.
- When using CTO, non-exempt employees record hours used. Exempt employees should report CTO in half or full day increments to preserve exempt status.
- Employees who do not have enough accrued time in their CTO bank to cover time off will need to record time off as unpaid. If there are extenuating circumstances, a written request for an exception and plans for replenishing the CTO bank may be submitted to the Executive Director of Human Resources.
- Beginning January 1, 2021, employees who leave the University will be allowed to cash out a maximum of 20 days of CTO, as long as CTO has been recorded appropriately throughout their employment.
- Each time an employee is within 20 hours of reaching their CTO maximum, Workday will automatically transfer a minimum number of hours to the Sick-Leave Reserve (SLR) until they reach the SLR maximum. This way, the employee will continue to accrue CTO each payday until both CTO and SLR are at their maximums.
- Assistant Coaches are contracted annually for up to four years. Due to the varied schedule required for the Assistant Coach role, these positions do not participate in Combined Time Off (CTO) or the Sick-Leave Reserve (SLR). Assistant Coaches are required to report sick days and schedule all planned absences with their direct supervisor. All University Holidays are available to be taken off by Assistant Coaches, except in the unusual circumstance in which team athletic events are scheduled on a holiday. If an Assistant Coach must work a University Holiday, they may schedule a different day off during the same fiscal year.
Click here to review CTO accrual rates for your position.
For information on sick leave, short term disability, long term disability, and other extended leaves click here.