Vacation Time & Sick Time

Staff Vacation Policy

Vacation days are earned beginning the date of employment and accrue at a rate based on years of service (note the schedule below).  Each month in which you work 11 days or more counts as continuous employment for purposes of accruing vacation.

Period of Continuous Employment Annual Vacation Time Accrued
Date of hire to end of 4th year 10 days/2 weeks
Start of 5th year to end of 8th year 15 days/3 weeks
Start of 9th year and beyond 20 days/4 weeks


In no event can vacation use in any year exceed the accrued vacation amount.  Vacation time does not accrue should your employment terminate prior to three months from date of hire.  You may not accumulate vacation hours greater than a two year accrual.  Once your vacation hours reach the maximum accrual, you will cease to accrue vacation hours until some vacation time has been used.
Employees at the senior administrator level follow the same vacation policy stated above, except the amount of vacation allotted each fiscal year (or a portion thereof) will be equal to 20 days/4 weeks from date of hire or appointment as a Senior Administrator.

Staff Sick Time Policy

The University's sick time policies are consistent with all applicable laws including the Oregon Paid Sick Time law. The link below has more information about the Oregon Paid Sick Time law. Please contact the Office of Human Resources if you have any questions or need assistance in this area.

Oregon Paid Sick Time Law

Sick Time Policy for Staff Employees 

The University provides paid sick time to staff employees. The University's intent is to meet or exceed all applicable federal, state, and local laws regarding sick time.

Eligible Employees

This policy is applicable to all non-faculty, non-student employees of the University and includes full-time and part-time employees. The employees subject to and covered by this policy are referred to as "staff employees."
(The sick time policy for faculty is set out in the Faculty Handbook. The sick time policy for student employees is set out in the Student Employment Handbook.)

Accrual

Regular staff employees accrue sick time as follows: full-time regular staff employees accrue one day of paid sick time per month, and part-time regular staff employees accrue a prorated amount based on full time equivalency.

Non-regular staff employees (i.e., temporary, casual, and seasonal staff) accrue sick time as follows: 1 hour of paid sick time for every 30 hours worked.

If a staff employee is reemployed within 180 calendar days of separation from employment, previously accrued unused sick time shall be restored.

Use of Sick Time

Regular staff employees may use sick time as it is accrued. Non-regular staff employees must wait until the 91st day of employment before using sick time.

Staff employees may use accrued sick time, in hourly increments, for the following reasons:

  • For a staff employee's mental or physical illness, injury or health condition, need for medical diagnosis, care or treatment of a mental or physical illness, injury or health condition, or need for preventive medical care.
  • For care of a family member (definition of family member is below) with a mental or physical illness, or injury or health condition; care of a family member who needs a medical diagnosis; care of a family member who needs treatment of a mental or physical illness, or injury or health condition; or care of a family member who needs preventive medical care.

For any leave covered under the Oregon Family Leave Act (OFLA) and/or the federal Family & Medical Leave Act (FMLA), including, without limitation, the following:

  • To care for an infant or newly adopted child under 18 years of age, or for a newly placed foster child under 18 years of age, or for an adopted or foster child older than 18 years of age if the child is incapable of self-care because of a mental or physical disability. Leave for this purpose must be completed within 12 months after birth or placement of the child, and an eligible employee is not entitled to any period of leave under this subsection after the expiration of 12 months after birth or placement of the child.
  • To care for a family member with a serious health condition as defined under OFLA and/or FMLA.
  • To recover from or seek treatment for a serious health condition of the employee as defined under OFLA and/or FMLA.
  • To care for a child of the employee who is suffering from an illness, injury, or condition that is not a serious health condition as defined under OFLA and/or FMLA but that requires home care.
  • To deal with the death of a family member within 60 calendar days of the date on which the eligible employee receives notice of the death of a family member by: attending the funeral or alternative to a funeral of the family member; making arrangements necessitated by the death of the family member; or grieving the death of the family member. (In addition, the University provides up to three days of bereavement leave as explained here.)

For the following purposes related to domestic violence, sexual assault, harassment, or stalking:

  • To seek legal or law enforcement assistance or remedies to ensure the health and safety of the staff employee or the staff employee's minor child or dependent, including preparing for and participating in protective order proceedings or other civil or criminal legal proceedings related to domestic violence, harassment, sexual assault, or stalking.
  • To seek medical treatment for or to recover from injuries caused by domestic violence or sexual assault to or harassment or stalking of the staff employee or the staff employee's minor child or dependent.
  • To obtain, or to assist a minor child or dependent in obtaining counseling from a licensed mental health professional related to an experience of domestic violence, harassment, sexual assault, or stalking.
  • To obtain services from a victim services provider for the staff employee or the staff employee's minor child or dependent.
  • To relocate or take steps to secure an existing home to ensure the health and safety of the eligible staff employee or the staff employee's minor child or dependent.

In the event of a public health emergency which includes but is not limited to:

  • Closure of the staff employee's place of business or the school or place of care of the staff employee's child, by order of a public official due to a public health emergency;
  • A determination by a lawful public health authority or by a health care provider that the presence of the staff employee or the family member of the staff employee in the community would jeopardize the health of others, such that the staff employee must provide self-care or care for the family member; or
  • The exclusion of the staff employee from the workplace under any law or rule that requires the staff employer to exclude the staff employee from the workplace for health reasons.

Definition of Family Member

In this policy, "family member" means an employee's spouse, same-gender domestic partner, custodial parent, non-custodial parent, adoptive parent, foster parent, biological parent, stepparent, parent-in-law, a parent of an employee's same-gender domestic partner, an employee's grandparent or grandchild, or a person with whom the employee is or was in a relationship of in loco parentis. "Family member" also includes the biological, adopted, foster child, or stepchild of an employee or the child of an employee's same-gender domestic partner. An employee's child in any of these categories may be either a minor or an adult at the time of the qualifying sick time use.

Notice & Verification

Staff employees should comply with department procedures regarding providing notice about sick time use. For more information about department procedures, a staff employee should speak with the staff employee's supervisor. Department procedures will be consistent with the following guidelines:

  • If the need for sick time use is foreseeable, the staff employee should provide advance notice to a designated person in the department (usually the supervisor and/or a leave administrator/coordinator), and the staff employee should schedule the use of sick time in a manner that does not unduly disrupt the operations of the department. For foreseeable sick time absences, departments may request that staff employees provide up to 10 calendar days of advance notice or notice as soon as otherwise practicable.
  • If the need for sick time use is unforeseeable, the staff employee should provide notice to a designated person(s) in the department as soon as practicable.
  • When providing notice about the need for sick time use, whether foreseeable or unforeseeable, the staff employee should state the anticipated duration of the sick time use, if possible.
  • The University may request verification of sick time use consistent with all applicable laws. Verification requests must be made by Human Resources and not by departments, and verification documents must be returned to Human Resources. Verification of ability to return to work, with or without accommodations, also may be required by Human Resources, and such verification documents also must be returned to Human Resources.

Other Information

Sick time absences that exceed accrued sick time may be charged to accrued vacation time if approved by Human Resources.

Sick time absences that exceed accrued sick time and approved use of accrued vacation time will be unpaid.

Employees are not expected to find coverage when absent due to use of sick time.

Abuse of sick time and/or failure to follow customary notice and procedure requirements of the University or department for sick time absences or for requesting time off may result in disciplinary action up to and including termination.

Employees are not compensated for accrued unused sick time upon termination, resignation, retirement, or other separation from employment.

Staff employees shall be provided with written notification of accrued and unused sick time consistent with applicable laws.

Consistent with all applicable laws, the University and its employees shall not deny, interfere with, restrain, or fail to pay for sick time use to which a staff employee is entitled, nor shall the University and its employees retaliate or in any way discriminate against an employee with respect to any term or condition of employment because the employee inquired about or invoked the Oregon Sick Time Law, submitted a request for sick time, took sick time, or participated in any manner with an investigation, proceeding, or hearing related to the Oregon Sick Time Law. Any conduct prohibited in this paragraph may result in disciplinary action up to and including termination.

Contact

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Portland, Oregon 97203-5798

503.943.8000

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