Close Menu

Frequently Asked Questions

Filter by audience

Expand Filter List Collapse Filter List

Filter by topic

Expand Filter List Collapse Filter List
12
results found for vacation

What happens if I have more than one year of accrued vacation time on or after January 1, 2022?

At the end of FY20, the university is provided 18 months’ notice for this change to ensure that staff have ample opportunity to use their vacation time to get excess balances below the new maximum accrual level before the policy change goes into effect. Staff vacation is accrued on a monthly basis. On or after January 1, 2022, staff with accrued vacation time that equals or exceeds one year will not earn the monthly accrual for each month where they equal/exceed the maximum accrual.  They will not accrue again until they bring their balances below the maximum accrual level by using their vacation time. The monthly accrual rate will not change.

Here are two examples of how this will work:

Example 1: A full-time exempt staff member has worked at Tufts for 10 years and has a total of 145 vacation hours as of January 2022. The staff member will not accrue vacation in January because their balance is greater than 140 hours, which is their vacation accrual maximum. This staff member then uses 35 hours of vacation in February and their balance decreases to 110 hours. They then will accrue vacation time (11.67 hours) again beginning in February. 

Example 2: A full-time staff, 40 hour/week non-exempt member with 10 years of service has 115 vacation hours as of January 15, 2022 and this person's maximum accrual is 120 hours. This staff member will accrue 5 hours in January (a partial accrual instead of the full 10 hours) to bring their balance to up to the vacation maximum of 120 hours. This staff member then uses 40 hours of vacation in February and their balance decreases to 80 hours. They then will accrue vacation time (10 hours) again beginning in February 15. 

Last update: Friday, Jun 26, 2020 - 3:57pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

What steps should staff take to prepare for the new vacation time accrual policy?

Since this change will impact people in different ways, the following steps are recommended:

All supervisors/managers work with their direct reports to develop a plan to take accrued vacation time with consideration to business operations and essential needs of the department. Managers consider coverage for their department plans and projects to account for the fact that staff will be taking additional vacation before December 31, 2020.

Responsibilities for staff and supervisors include:

Staff:

  • Can check their vacation balances in eServe and will have 18 months to plan for this change and draw down time that has been earned to the new one-year maximum.
  • Will not be able to accrue additional time as of 1/1/22, until their balance falls below the new one-year maximum level.
  • Will work with their supervisor to develop a plan to use vacation time.
  • It is important to also partner with your department timekeeper and report your time off to them as soon as your time off request is approved so they can track your time accurately.

Note: No changes will be made to the monthly rate at which an employee earns vacation time. The change impacts the maximum level of allowable vacation time.

Supervisors:

  • Will monitor their staff’s accrued vacation time. They will work with staff members with balances exceeding one year’s of accrual of earned vacation time to ensure that vacation time is taken to reduce excess balances. It is expected that those with vacation balances that exceed one year’s worth of accruals will reduce balances by two-thirds prior to June 30, 2021, with the remaining one-third of the excess balance used by December 31, 2021.
  • Will work with staff to consider vacation requests and prepare for operational coverage while ensuring that vacation time is planned and taken.
  • Will check their staff’s vacation time in eServe; they also can request staff vacation accrual reports from their department administrator to assist in monitoring balances.

For those senior leaders who have high vacation balances, develop and share their plans to lower their vacation balance (e.g., sharing with the team that they are taking Fridays off for the summer; taking a two-week vacation; etc.). This reinforces the message that staff are encouraged to use their time.

It is essential that staff participate in planning time off to reduce these vacation accruals in a timely way. It is every manager’s responsibility to work with their staff to help manage these reductions.

Last update: Friday, Jun 26, 2020 - 3:56pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

I am an employee who has COVID-19. What if I don't have enough sick time?

If you are concerned that you will not have enough sick time to cover your illness, you can contact your HR Business Partner to talk about pay options.  Non-exempt employees have both sick time and extended sick leave options; exempt employees have sick time that is available.  If all sick time options are exhausted, there may be vacation or personal time pay options as well. 

Individuals who have an active COVID-19 infection are asked to self-isolate.

If you have been diagnosed with, or you are suspected to have, COVID-19, you should notify your supervisor and should not work at this time. (Note: If your school (e.g., TUSDM’s COVID-19 response team) has an exposure response team, please make sure to report any exposure/illness to that response team and follow the protocol of your school.) 

Use your paid sick time and report your request for leave with leave administration at leaves@tufts.edu. If you do not have any remaining sick time, the university will advance sick time for up to 20 days to pay you so you may stay home during a COVID-19 illness or during an illness resulting from COVID-19. If you require additional leave, please contact your Human Resources business partner.

If you have had an active COVID-19 infection, you will need to provide medical clearance in order to resume work.

Last update: Friday, Jun 26, 2020 - 5:44pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

A staff member is unable to secure childcare because of COVID-19 restrictions. Their job cannot be performed from home. What options can I, as the manager, provide?

Staff members may use up to 10 days of their sick time in a one year period, in total, to care for children. This year, in this time of COVID, staff can use or be advanced (if you have no sick time) up to 10 additional days. Once that time has been exhausted, the staff member may use their personal and vacation time.  

Once personal/vacation time has been exhausted, the staff member should speak to their HR Business Partner to determine if alternative work arrangements (such as a change in work hours/days, temporary FTE reductions, etc.) can be made or if the staff member must transition to unpaid status. Managers are expected to work closely with Human Resources and the employee toward identifying options to support continued employment whenever possible.

Care.com is a resource available to our staff for emergency dependent care. Staff members can access the Tufts care.com benefit at:  https://access.tufts.edu/child-elder-care 
 

Last update: Friday, Jun 26, 2020 - 3:58pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

A staff member has a job that does not allow for working from home and must care for an elderly relative who cannot receive care elsewhere because of COVID-19 restrictions. What options are available?

Staff members may use up to 20 days of their sick time to care for a dependent or immediate family member, as defined in the university’s employee policies. Once that time has been exhausted, the staff member may use their personal and vacation time.  

Once personal/vacation time has been exhausted, the staff member should speak to the HR Business Partner to determine if alternative work arrangements (such as change in hours/days, temporary FTE reductions, etc.) can be made or if the staff member must transition to unpaid status. If the elderly relative is ill, the employee may be eligible for FMLA. Managers are expected to work closely with Human Resources and the employee toward identifying options to support continued employment whenever possible.

Care.com is a benefit that is available to staff for emergency dependent care situations. Staff members can access the Tufts care.com benefit at:  https://access.tufts.edu/child-elder-care 
 

Last update: Friday, Jun 26, 2020 - 3:58pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

As a manager, what is my role for helping my staff manage large balances of vacation time?

Managers will monitor their staff’s accrued vacation time. They will work with staff members with balances exceeding one year of earned vacation time to ensure that vacation time is taken to reduce excess balances. It is expected that those with vacation balances that exceed one year’s worth of accruals will reduce those balances significantly prior to June 30, 2021, with the remaining reductions of the balance used by December 31, 2021. (Specifically, it is expected that those with vacation balances that exceed one year’s worth of accruals will reduce balances by two-thirds before June 30, 2021, and will use the remaining one-third of their excess balance by December 31, 2021.)

Managers should check their staff’s vacation time in eServe. Department administrators also will be able to run vacation accrual reports for managers. Contact TSS with questions.

If managers need advice as to how to talk with their staff, they can contact their HR Business Partner for advice and resource information.

Last update: Friday, Jun 26, 2020 - 3:57pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

Why does it matter if I use my accrued vacation time or not?

Because of significant budget constraints as a result of the COVID-19 pandemic, the university had to consider cost-saving measures and minimize impact to jobs, programs, and student life. One way to have significant savings and minimize those other impacts is to reduce the liability to the university from banked vacation. By cutting this cost in half during the period from June 2020 through December 2021, in conjunction with other savings, the institution can save jobs, programs, and services.

Last update: Tuesday, Jun 16, 2020 - 10:41am
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

When will the new maximum time-off accruals be imposed?

While the new maximum will not be imposed until January 1, 2022, there are goal markers for managers to work with staff to meet by the end of June 2021 and ultimately decreasing their vacation time down to the one-year level of accruals by December 31, 2021 to reduce vacation liability.

Last update: Friday, Jun 5, 2020 - 12:04pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

What do the new maximum time-off accruals equal for staff?

In January 1, 2022, the new maximum accrual for staff will be equal to one, 12-month total accrual. For example, a non-exempt, benefits-eligible staff member with one year of service, whose standard hours are 35 hours per week, would accrue 1.25 days per month or three weeks of vacation per year, which equals 105 hours per year. The maximum accrual will equal 105 hours, at which time the employee would not be able to accrue more vacation time until they dropped below that maximum accrual of 105 hours.

Last update: Friday, Jun 5, 2020 - 12:03pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

Where do I verify my time off accruals?

Staff can view their personal information, including their vacation, sick, and personal time accruals in eServe.

If you disagree with what you see in eServe, arrange time to reconcile your records of your paid time off with those of your department. Any discrepancies can be resolved by your supervisor by contacting Tufts Support Services (TSS@tufts.edu) on your behalf.

Last update: Friday, Jun 5, 2020 - 11:59am
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

If I can’t take time off because of my specialized role, can I get an exemption from the new vacation time policy?

Managers will be reaching out for their staff’s vacation requests to prepare for operational coverage and to ensure that vacation time is planned. Every person needs time off, and should be encouraged to take time off to support their own health and wellness. There is an 18-month lead into the new vacation maximum accrual, which goes into effect January 1, 2022.  You should work with your manager to plan to bring your maximum vacation balance below the new one-year accrual rate before that date.

Last update: Friday, Jun 26, 2020 - 5:51pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

A staff member is concerned about contracting COVID-19 at work and infecting immune-compromised family members or roommates at home. How should I advise them?

The staff member and supervisor may explore the continuation of work from home arrangements, if feasible. If this is not possible, the staff person should speak to their supervisor and HR Business Partner to determine if any other alternative work arrangements can be made or if any vacation or personal leave is available.
 

Last update: Thursday, May 14, 2020 - 3:38pm
This question is associated with:
Woman writing on whiteboard
Show all Faculty, Staff & Managers questions

These FAQs are subject to change. Please check back here for the latest guidance. If you do not  find the information you are looking for, please send an email to COVID19@tufts.edu.