Policy Statement
Western New England (WNE) provides Paid Time Off (PTO) to support employees in maintaining a healthy work-life balance. This policy combines sick time, vacation, and personal paid time to ensure that employees have the flexibility to manage their personal health, family responsibilities, and time away from work for rest and relaxation. We are committed to creating a positive and productive work environment for all employees.
Reason for Policy
This policy is designed to enhance work-life balance, promote the well-being of employees, and foster long-term retention by providing paid time off for vacation, illness, injury, and personal needs. By offering this benefit, the university demonstrates its commitment to supporting its staff, ensuring their health and productivity, and maintaining a competitive edge in attracting and retaining top talent through a comprehensive benefits package.
Who is Governed by this Policy
All exempt and non-exempt Staff and 12-month faculty, and 9-month faculty, assistant coaches, and adjuncts for sick time.
Policy
Sick Time
To see eligibility, accrual, carry over, and maximum balance, please refer to the link below:
Usage Guidelines: Sick time can be used in increments of one hour or more if non-exempt, or four hours if exempt.
Sick Time may be used for:
- For the employee’s personal illness, injury, health condition, or routine medical appointments
- For illness, injury, health condition, or routine medical appointments of the employee’s spouse, child, parent, or parent-in-law
- To address the psychological, physical, or legal effects of domestic violence related to a spouse, child, parent, or parent-in-law
Prompt notification should be made to the employee's supervisor in all sick time circumstances. When time is foreseeable as much advance notice as possible should be given.
When an employee is absent from work due to illness or injury for 5 or more consecutive days, employees must notify Human Resources and must apply for the short-term disability. When extended periods of absence due to illness or injury are anticipated, employees must notify Human Resources so that application may be made for short/long-term disability benefits. Failure to apply for short-term disability is a violation of insurance regulations and will be subject to disciplinary action.
Misuse of sick time is considered a violation of policy and constitutes grounds for disciplinary action, which may include termination of employment in cases of serious misuse or misrepresentation.
Please note that 9-month faculty, assistant coaches, and adjuncts may use sick time, however, it is not accrued. For any absence due to injury or illness that exceeds 5 consecutive days, the employee must notify Human Resources.
Employees will not be reimbursed for unused sick time upon termination.
Vacation Time
To see eligibility, accrual, carry over, and maximum balance, please refer to the link below:
Please note that nine-month faculty, assistant coaches, and adjuncts are not eligible for the vacation time benefit.
Vacation Time Terms & Conditions
All vacation is at full salary (based on your normal salary or hourly rate) and all benefits continue during paid vacation time. You accrue vacation during all absences except the following:
- Time Without Pay
- Long-Term Disability Time
Any university holiday which occurs while you are on vacation is considered a holiday and is not charged to your vacation.
In the event of a serious illness requiring hospitalization or medical care, a death in the family, or a call to jury or military service occurring during your scheduled vacation, you may request your department head’s approval to adjust your vacation schedule. This could include an extension of your current vacation or restoring a portion of the unused vacation for future use, subject to organizational needs and approval.
If you leave the university voluntarily (resign or retire), your last workday in a position is considered your official termination date. Any vacation you have earned as of that date will be paid to you. Vacation time is generally not permitted during your notice period and cannot be used to extend your official termination date.
Vacation Requests
Requests for vacation should be made via Paycom portal to your supervisor or department head as far in advance as possible in order to minimize disruption in the department's work. Vacation plans should be coordinated so as not to interfere with the normal operating efficiency of your office or department.
Departments which experience cyclical periods of heavy workload may require that vacations not be taken during those time. Likewise, departments which experience less busy periods during certain times may encourage staff to schedule vacations at those time. Department heads should inform employees of these guidelines in advance, preferably during the hiring process.
Vacation Approval
Your supervisor or department head is responsible for coordinating vacation schedules. While every effort will be made to accommodate your request, your department head has the right to limit or refuse your vacation requests if requested during a time that could significantly impact department operations.
Employees are encouraged to work collaboratively when coordinating vacation time requests. If conflicting requests arise and cannot be resolved among the individuals involved, priority will be given based on the order of submission and the department’s operational needs.
Paid Personal Time
To see eligibility, accrual, carry over, and maximum balance, please refer to the link below:
Usage Guidelines: Paid Personal time may be used for any purpose and does not require documentation. It is intended to provide employees with flexibility for personal needs, and/or to celebrate holidays of their choice.
Document History
Policy Origination Date: January 15, 2025
Who Approved This Policy
Associate Vice President of Human Resources
Contact
Human Resources Partner
Rivers Memorial