The Ohio State University – University Policies policies.osu.edu Page 1 of 11
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
(Staff who are members of a bargaining unit and are covered by a collective bargaining agreement are included in this
policy. However, when this policy conflicts with specific terms in the applicable collective bargaining agreement, the
language in the collective bargaining agreement will prevail.)
Responsible Office Office of Human Resources
POLICY
Issued: 06/22/1997
Revised: 04/29/2024 (minor revision)
The university strives to recruit and retain world-class faculty and staff and to stand out as an employer of choice. The
university recognizes that supporting faculty and staff as they balance career, personal, and family life ultimately benefits
the faculty, staff, and institution alike. Accordingly, the university provides its faculty and staff with several paid time off
options.
Purpose of the Policy
To provide guidance on and promote consistent application of paid time off benefits designed to support faculty and staff
as they balance career, personal, and family life.
Definitions
Term
Definition
Absence
Time away from work which may be continuous or intermittent and includes paid or unpaid time off and all
leaves.
Adopted child
A child up to 18 years of age who is legally adopted.
Birth mother
One who gives birth to a child.
Extended family
member
Any one of the following: sister, brother, grandparent, grandchild, mother-in-law, father-in-law, sister-in-law,
brother-in-law, daughter-in-law, son-in-law, grandparent-in-law, grandchild-in-law, or corresponding relatives of
the employee's domestic partner.
Foster care placement
A temporary living situation arranged by the state or social services agency in which a foster parent has
assumed child-rearing responsibilities.
Full-time equivalency
(FTE)
The percentage of full time (40 hours per work week) hours worked during the period covered by a given
position (for example, 10% full-time equivalency [FTE] equals four hours of work per work week).
Immediate family
member
Any one of the following:
1. Spouse or domestic partner;
2. Biological, adoptive, step, or foster parent;
3. Individual who stood in loco parentis to an employee when the employee was a child; and
4. Biological, adopted, step, or foster child; a legal ward; or a child of a person standing in loco parentis.
Leave
Absence from work subject to approval per the applicable leave policy (FMLA, Unpaid Leave, Military
Leave, Faculty Leave).
Paid time off
Type of pay utilized during an approved absence from work, dependent on eligibility and/or available balances
(e.g. vacation, sick, parental).
Parent
One who is not the birth mother and who is legally responsible or can demonstrate that they have taken
responsibility for child-rearing. Includes any one of the following: father, mother, spouse, adoptive parent,
foster parent, domestic partner, or employee using a surrogate/gestational carrier.
Adoptive parent
One who, via a legal process, has taken a child into one’s family.
Foster parent
One who has undergone a placement proceeding to assume child-rearing responsibilities.
Serious health condition
An illness, injury, impairment, or physical/mental condition that meets or requires any one of the following:
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 2 of 11
Term
Definition
1. Inpatient care in a hospital, hospice, or residential medical care facility, including any period of incapacity or
any subsequent treatment in connection with such inpatient care.
2. A period of incapacity for more than three full consecutive days and continuing treatment by a health care
provider. Continuing treatment by a health care provider consists of treatment two or more times within a
30-day period, absent extenuating circumstances or treatment at least once by a health care provider
which results in a regimen of continuing treatment. The first visit to the healthcare provider must be within
the first seven days of incapacity.
3. Periods of incapacity due to pregnancy and childbirth, including prenatal care.
4. Chronic conditions which require visits for treatment by a health care provider at least twice a year;
continues over an extended period of time (including recurring episodes of a condition); and may cause
episodic periods of incapacity (e.g., diabetes, epilepsy), permanent/long-term conditions (e.g., Alzheimer's,
terminal cancer), or multiple treatments (e.g., chemotherapy, dialysis).
State of Ohio or any of
its political subdivisions
Includes city, county, and state employers within Ohio and the Ohio National Guard.
Stillbirth
The loss of a fetus while still in the womb during or after the 16
th
week of pregnancy.
Time off service date
The date used to determine the amount of service for the calculation of vacation time off accrual purposes. This
date reflects an employee’s total service at Ohio State and with the State of Ohio or any of its political
subdivisions.
Unit
College or administrative unit.
Unpaid time off
Approved absence from work without pay when an employee has exhausted all paid time off balances or is
ineligible for paid time off.
Policy Details
I. Vacation Time
A. Eligibility
1. Staff in regular, seasonal, and term positions of at least 50% full-time equivalency (FTE) are eligible for
vacation time. See the Staff Employment 4.20 policy
f
or position definitions.
2. Faculty members (including post-doctoral scholars) serving in 12 month positions of at least 50% are
eligible for vacation time.
3. Faculty and staff working in positions of less than 50% FTE are ineligible for vacation time.
4. Faculty serving in nine-month positions are ineligible for vacation time.
5. Staff working in intermittent and/or temporary positions are ineligible for vacation time.
B. Accrual
1. Vacation time accrues for all hours worked and paid absences. It does not accrue during unpaid absences.
2. Vacation time accrual is pro-rated for eligible positions between 50% FTE and 100% FTE.
3. Refer to the Time Off Accrual Rates
fo
r more information on vacation accrual rates.
4. An employee who has previously retired in accordance with the provisions of any retirement plan offered
by the State of Ohio (a reemployed retiree) will not have prior service with the State of Ohio or any of
its political subdivisions or a regional council of government counted for purposes of computing
vacation.
a. A State Teachers Retirement System of Ohio (STRS)/Alternative Retirement Plan participant will be
treated as a reemployed retiree for purposes of this policy if, at the time of separation from
employment, the participant would have been eligible to receive retirement benefits under the
STRS
Ohio Defined Benefit Plan.
b. An Ohio Public Employees Retirement System (OPERS)/Alternative Retirement Plan participant will
be treated as a reemployed retiree for purposes of this policy if, at the time of separation from
employment, the participant would have been eligible to receive retirement benefits under the OPERS
Traditional Pension Plan.
5. Employment outside of that specified in Policy Details III.A, including student employment, federal
employment, and/or employment with other states, does not count toward service credit.
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 3 of 11
C. Use
1. Vacation time must be accrued prior to use.
2. Vacation time is charged in minimum units of one-tenth hour. An employee is charged for vacation only
for days upon which the employee otherwise would have been scheduled to work. Vacation payment will
not exceed the normal scheduled workday or work week earnings.
3. Vacation time may be used from the date of accrual.
4. Available vacation balances must be exhausted prior to applying for unpaid time off. The university may
waive this requirement in military leave, workers' compensation, short-term disability, and long-term
disability cases.
D. Balance transfer and carryover
1. Vacation balances transfer when an employee transfers to a new position, but only if the new position is
eligible for vacation time.
2. Vacation accrued in excess of the maximum carryover will be eliminated on the employee’s time off
service date each year.
E. Pay out
1. Accrued vacation time not used by the effective date of a faculty member's termination will be paid
subject to the maximums of the vacation accrual schedule below. A faculty member who reduces from a
12-month to a 9-month appointment will permanently forfeit accrued vacation not used by the effective
date of the reduction.
2. A staff member who terminates employment or transfers to a position that is ineligible for vacation will
be paid any accrued vacation hours not used by the effective date, subject to the maximums of the
vacation accrual schedule below.
3. Accrued vacation payouts are at the employee’s then-current base rate of compensation.
F. Vacation accrual schedule* (table immediately following):
Category (Full Time)
Years of
Service
Months of
Service
Hours
Earned Per
Year
Days Earned Per Year (based
on a five 8-hour workday per
week schedule)
Maximum Hours for
Vacation Carryover
and Pay Out
Classified Civil Service 0 to 7 0 to 84 80 10
Equal to the amount earned
last 3 years
Classified Civil Service 7+ to 14 85 to 168 120 15
Equal to the amount earned
last 3 years
Classified Civil Service 14+ to 24 169 to 288 160 20
Equal to the amount earned
last 3 years
Classified Civil Service 24+ 289+ 200 25
Equal to the amount earned
last 3 years
Unclassified Professional
0 to 3
0 to 36
96
12
240
Unclassified Professional
3+ to 10
37 to 120
120
15
240
Unclassified Professional
10+ to 24
121 to 288
176
22
240
Unclassified Professional
24+
289+
200
25
240
Senior A&P
0 to 25
0 to 300
176
22
240
Senior A&P
25+
301+
200
25
240
12-Month Regular and
12- Month Associated
Faculty
0 to 25 0 to 300 176 22 240
12-Month Regular
and12- Month
Associated Faculty
25+ 301+ 200 25 240
*Subject to applicable collective bargaining agreements
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 4 of 11
II. Sick Time
A. Eligibility
1. Faculty and staff in regular, seasonal, temporary, and term positions (including post-doctoral scholars) are
eligible for sick time.
2. Staff working in intermittent positions are ineligible for sick time.
B. Accrual
1. Sick time does not accrue and cannot be used for any additional pay arrangements such as supplemental
positions or appointments, overtime hours, faculty teaching overloads, and faculty off-duty arrangements.
2. Sick time accrues during hours worked and paid absences. It does not accrue during unpaid time off.
3. Sick time accumulation is unlimited.
4. Eligible faculty and staff will accrue sick time on a biweekly basis at the rate of 4.6 hours per 80 hours of
service.
5. Sick time accrual is pro-rated for FTEs of less than 100%.
6. For more information on sick time accrual rates please refer to the Time Off Accrual Rates
.
C. Use
1. Sick time is charged in minimum units of one-tenth hour. An employee is charged for sick time only for
days upon which the employee otherwise would have been scheduled to work. Sick payment will not
exceed the normal scheduled workday or work week earnings.
2. Sick time may be used from the date of accrual for approved purposes according to the table in Policy
Details II.G. An adequate sick balance must be accrued prior to usage.
3. Available sick time and vacation balances must be exhausted prior to applying for unpaid time off. The
university may waive this requirement in unpaid personal time, military leave, workers’ compensation,
short-term disability, and long-term disability cases.
4. An employee who is medically unable to work may be separated from employment prior to the
exhaustion of sick time after evaluation and approval by Integrated Absence Management and Vocational
Services (IAMVS) and Employee and Labor Relations.
5. Sick time may be used for illness or injury to self or immediate family members or extended family
members pursuant to the sick time usage table in Policy Details II.G.
6. In instances of death, sick time may be used for immediate, extended family, or non-family members
pursuant to the table in Policy Details II.G.
D. Sick time usage for birth, adoption, or foster care placement by a foster parent may be taken in accordance
with the tables in Policy Details II.G and II.H, and on a reduced schedule or intermittently for the first 12
weeks after the event. After the first 12 weeks, sick time cannot be taken on an intermittent or reduced
schedule basis without advance notice, scheduling, and departmental approval.
E. Balance transfer
1. Sick time balances transfer when an employee transfers from one university department to another.
2. An accrued and unused sick time balance from the State of Ohio or any of its political subdivisions may
be transferred to the university, if proof of accrued time off is provided by the transferring agency and
reemployment occurs within 10 years.
F. Pay out
1. An employee may elect, at the time of retirement from active service with the university under any state
retirement system in Ohio (e.g., OPERS, STRS or the Alternative Retirement Plan) and with 10 or more
years of service with the State of Ohio or any of its political subdivisions, to be paid one-fourth of their
sick time balance, up to a maximum payment of 240 hours.
2. Accrued sick time is paid out at the base rate of compensation as of the last day worked.
3. The one-time retirement pay out of sick time eliminates all accrued sick time on record.
4. These same payout terms apply to employees who die with 10 or more years of service with the State of
Ohio or any of its political subdivisions, with the sick time paid to the estate.
G. Sick time usage parameters for birth/adoptive events (table following Policy Details II.G.2)
1. Amounts in the “sick time usage limit” columns assume adequate time off balance is available.
a. The “sick time usage limit” is pro-rated for FTEs of less than 100%.
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 5 of 11
2. The maximum number of weeks of sick time available following the birth of a child is calculated by
subtracting the weeks of parental time and the weeks of short-term disability payment from the weeks of
Family Medical Leave (FML) available.
Event
Relationship to
Employee
Documentation
Required
Sick Time Usage Limit:
Eligible for Parental Time Off
Sick Time Usage
Limit: Ineligible for
Parental Time Off
Birth
Self (birth mother)
Time off and/or
Leave request and
appropriate medical
documentation
Limited by available FML, not to exceed
30 working days (six weeks/240 hours)
As approved per
medical documentation
Birth
Self (parent)
Time off and/or
Leave request and
appropriate medical
documentation
Ineligible for Sick Time; refer to Parental
Time Off
Up to 10 working days
or 80 hours (two weeks)
Adoption
Self (parent)
Time off and/or
Leave request and
appropriate medical
documentation
Ineligible for Sick Time; refer to Parental
Time Off
Up to 10 working days
or 80 hours (two weeks)
H. Sick time usage parameters for events other than birth and adoption (table following Policy Details II.H.1)
1. Amounts in the “sick time usage limit” column assume adequate time off balance is available.
a. The “sick time usage limit” is pro-rated for FTEs of less than 100%.
Event
Relationship To
Employee
Documentation
Required
Sick Time Usage Limit
Illness or injury (physical or psychological)
Self, immediate
or extended
family member
Time off and/or Leave
request is required.
Appropriate medical
documentation may be
required
As approved
Health examination (medical, psychological,
dental or optical)
Self, immediate
or extended
family member
Time off and/or Leave
request is required.
Medical documentation
may be required
As approved
If a member of the immediate family or
extended family member is afflicted with a
contagious disease or requires the care and
attendance of the employee; or when through
exposure to a contagious disease, the
presence of the employee at the job would
jeopardize the health of others
Self, immediate
or extended
family member
Time off and/or Leave
request is required.
Appropriate medical
documentation may be
required.
As approved
Foster care placement
Self
Time off and/or Leave
request and proof of
foster care placement
Up to 10 working days or 80 hours
(two weeks)
Death
Immediate family
member
Time off request and
obituary/death certificate
Up to five working days or 40 hours
(1 week), continuously or
intermittently. Employees are
eligible for an additional five working
days or 40 hours (1 week) subject
to approval based on operational
needs.
Death
Extended family
member
Time off request and
obituary/death certificate
Up to five working days or 40 hours
continuously or intermittently
Death
Non immediate
or non-extended
family member
Time off request and
obituary/death certificate
One day for funeral attendance
(subject to departmental approval)
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 6 of 11
III. Previous Employment with the State of Ohio or Political Subdivision of Ohio
A. An employee who previously worked for the State of Ohio or any of its political subdivisions may be credited
for time served at that agency, with the exception of reemployed retirees as noted in Policy Details I.B.4.
B. Proof of service from the former public agency must be submitted in writing before service credit is granted.
C. An accrued and unused sick balance from the State of Ohio or any of its political subdivisions may be
transferred to the university, if proof of accrued time is provided by the transferring agency and re-
employment occurs within 10 years.
IV. Parental
A. The purpose of parental time off is to provide a birth mother or parent with paid time off to recover from
childbirth and/or to care for and bond with a newborn or newly adopted child.
B. Eligibility
1. Faculty or staff who hold at least 75% FTE and are in a regular, term (including post-doctoral scholars),
seasonal, or associated faculty position at the time they become a parent are eligible for parental time off.
2. Eligible faculty and staff may receive parental time off immediately upon hire.
3. Staff working in intermittent and/or temporary positions are ineligible.
C. Use
1. All eligible faculty and staff (birth mother and parent) can take up to 240 hours (six work weeks, based on
an appointment of 100% FTE) of parental time off to care for and bond with a newborn or newly adopted
child immediately following a birth or adoptive event.
2. Parental time off is paid at 100% of the employee’s regular pay (based upon FTE) for the specified
number of hours outlined in this policy.
3. Parental time off will commence following the birth or adoption of a child, and the maximum amount of
allotted time off is based on the policy in effect at the time of birth.
4. When medically necessary or necessary to fulfill the legal requirements for an adoption, parental time off
may be taken prior to the birth or adoptive event, provided all eligibility requirements are met when the
time off commences.
5. Parental time off will run concurrently with available FML. If the employee is ineligible for FML or has
an insufficient FML balance, parental time off will still be granted. In this case, the return to work
provision of the Family and Medical Leave 6.05 policy
will apply.
6. Parental time off benefits may be combined with other time off programs to maximize the length of paid
time off available and to supplement paid time off under FML for birth and adoptive events.
a. Pursuant to the sick time usage parameters, the birth mother is eligible to take sick time (not to exceed
30 working days/240 hours or six weeks) and must exhaust all parental time off prior to the use of
sick time off. Parental time off does not have to be exhausted prior to the use of short-term disability
.
Parents (non-birth mothers) are ineligible to take sick time for birth and adoptive events unless
necessary to care for a sick family member.
b. Parental time off must be exhausted prior to the use of vacation or compensatory time when such time
off is requested for the purpose of a birth or adoptive event.
7. Continuous parental time off for parents (non-birth mothers) may be taken immediately following birth or
adoptive event. Intermittent parental time off may be taken during the first year following the birth or
adoptive event with advanced notice, scheduling, and departmental approval.
8. A birth mother may choose to return to work prior to the exhaustion of parental time off and must present
a dated return-to-work certificate
from the health care provider. After the birth mother’s return to work,
the remaining parental time off may be taken on an intermittent schedule with advanced notice,
scheduling, and departmental approval within one year from the birth of the child.
9. Parental time off is a benefit of employment and its use must not have a negative impact on employment
status or opportunities.
10. Units and supervisors should be flexible in managing parental time off requests, so as to permit
employees to effectively balance career and family responsibilities.
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 7 of 11
11. Workload issues should be proactively managed so that excessive work demands are not placed on
remaining faculty and staff.
12. Parental time off may be taken in cases of stillbirth as follows:
a. If the stillbirth requires vaginal delivery or cesarean section, the birth mother may use up to six weeks
of parental time off, and the other parent may use up to two weeks of parental time off. Appropriate
medical documentation is required. Additional time may be used from sick time off balances when
supported by medical documentation.
b. If the stillbirth does not require vaginal delivery or cesarean section, the birth mother and other parent
may use up to two weeks of parental time off. Appropriate medical documentation is required.
Additional time may be used from sick time off balances when supported by medical documentation.
13. One parental time off benefit is available per employee, per birth or adoptive event. The number of
children involved does not increase the length of parental time off granted for that event.
V. Jury Duty/Court Appearance
A. Eligibility
1. All faculty and staff are eligible, except for those working in intermittent positions.
B. Use
1. An employee will be granted excused absence from work without loss of pay when:
a. The employee is summoned for jury duty or is subpoenaed to appear before any court or other legal
body authorized to compel the attendance of witness, provided that the employee is not a party to the
action; or
b. The employee is a party to any action before the State Personnel Board of Review, provided that the
employee is in not on a paid or unpaid leave at the time of a scheduled hearing.
2. Any employee appearing before a court or other legal body in a matter in which the employee is a party
must apply for paid time off or unpaid time off for that absence. Examples include criminal or civil cases,
traffic court, custody or divorce proceedings, or appearing as directed as parent or guardian of a juvenile.
VI. Organ Donation
A. Eligibility
1. Faculty and staff who hold at least 75% FTE in a regular, term, seasonal, or associated faculty position
are eligible for organ donation time off.
2. Staff working in intermittent and/or temporary positions are ineligible.
B. Usage
1. Organ donation time off must be exhausted prior to using any sick time or vacation.
2. Organ donation time off will run concurrently with other university time off and leave programs (e.g.,
FML).
3. All eligible faculty and staff who donate:
a. Their kidney or any portion of their liver can take up to 240 hours.
b. Their bone marrow can take up to 56 hours.
C. Hours
1. Organ donation time off hours are pro-rated based on FTE each calendar year.
2. These hours will be paid at the employee’s regular rate of pay for regularly scheduled work hours that the
employee is medically unable to work.
VII. Vacation Donation
A. Eligibility
1. An employee may utilize donated time off to provide care for their own or an immediate family member’s
serious health condition. Donated time off may also be used for the birth, adoption, or foster care
placement of a child or for the death of an immediate family member. Refer to the sick time usage
parameters in the table in Policy Details II.G for each qualifying time off type.
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 8 of 11
2. An employee must have a regular, seasonal, temporary, or term position that is eligible to accrue sick time
off and must have exhausted all paid time off balances before using donated time off. The recipient may
not be receiving any paid benefit such as short-term or long-term disability and/or workers’
compensation.
3. Staff working in intermittent positions are ineligible for vacation donation.
4. The donor must have a minimum balance of 80 hours of vacation remaining after donation (minimum
must be pro-rated according to donor FTE).
B. Use
1. Donated vacation hours are converted into an equivalent number of sick time hours for the recipient,
regardless of differences between participants’ pay rates.
2. Received hours must be used pursuant to the parameters in the sick time usage table in Policy Details
II.G.
3. Sick time and compensatory time may not be donated.
4. Only immediate family members can donate across units. In no other cases can donations cross units.
5. Donated time off can only be applied for after unpaid leave is approved.
6. The recipient may use up to four weeks of donated time off time (up to 160 hours, pro-rated based on
FTE). Maximum exceptions must be approved by the unit and the Office of Human Resources.
7. Donated time off may not be used to exceed the recipient’s normally scheduled work hours per pay period
and must be donated in eight-hour increments.
8. Donated time off may run concurrently with FML.
9. Donated time off cannot be paid from a sponsored research project (grant or contract).
10. Unused donated time off hours are forfeited and will not be returned to the donor.
11. Requests to receive donated time off made by individuals in the disciplinary process for attendance-
related concerns are approved at the unit’s discretion.
12. The recipient is prohibited from soliciting co-workers for vacation donation. Donations must be
voluntary.
VIII. Multiple Positions
A. Employees in multiple positions of the same position type will have their positions combined to determine
eligibility for paid time off.
B. Employees in multiple positions that have different position types will be combined to determine eligibility
for paid time off in the following circumstances:
1. Regular, term, and seasonal positions will be combined.
2. Other combinations of multiple positions cannot be combined to determine eligibility. The paid time off
eligibility is the one that is most advantageous to the employee.
IX. The university may implement alternative vacation or sick benefits or paid time off programs only for specific
initiatives approved by the Offices of Human Resources and Legal Affairs.
PROCEDURE
Issued: 06/22/1997
Revised: 01/03/2021
I. Arranging Time Off
A. All paid time off requests should be arranged in accordance with unit procedure, consistent with operational
need.
B. When the use of time off is anticipated, verbal notice should be given to the employee’s supervisor as far in
advance as possible. Submitting or ensuring the submission of the request via Workday, to include hours and
dates of time off, is required. Supporting documentation
, if appropriate, may be required.
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 9 of 11
C. Office of Human Resources/Wexner Medical Center Employee and Labor Relations and IAMVS may consult
with individuals and units regarding use of time off.
D. Supervisors must:
1. Review and approve requests for time off;
2. Maintain confidentiality of employee documentation and information; and
3. Collaborate with their Human Resource Consultant (“HRC”) on employee time offs, particularly parental
time off, organ donation time off, donated vacation time, and sick time requests greater than three months.
E. Unit HRCs must:
1. Inform individuals of the time off available for which they are eligible;
2. Consult with individuals on time off and leaves;
3. Ensure individuals are eligible for any time offs used;
4. Maintain confidentiality of employee documentation and information; and
5. Consult with Office of Human Resources/Wexner Medical Center Employee and Labor Relations and
IAMVS for sick time requests longer than three months.
F. Employees must:
1. Know balances and appropriate uses of time off and leaves;
2. Request time off and leaves according to unit guidelines;
3. Submit appropriate documentation when required; and
4. Consult with their unit, HRC, or the Office of Human Resources/Wexner Medical Center Employee and
Labor Relations Consultant regarding time off benefits and necessary documentation.
II. Vacation Donation
A. IAMVS will review and approve requests for vacation donation based on the appropriate medical
documentation.
B. Unit HRCs will:
1. Individually discuss each request with the donor(s) and recipient to review guidelines and advise the
employees to submit the Vacation Donation Recipient Agreement and Vacation Donation Donor
Agreement requests through Employee Self-Service.
2. Collaborate with IAMVS to ensure that each time off request is handled and processed appropriately.
C. Each recipient will consult with their unit’s HRC and IAMVS and collaborate with their unit to ensure that
the time off request is handled appropriately.
D. Each donor must complete the Vacation Donation Donor Agreement, and the recipient must complete the
Vacation Donation Recipient Agreement.
III. Parental Time Off
A. Employees must:
1. Give written notice to their unit as far in advance as possible when anticipating parental time off; and
2. Submit requests for time off with any other appropriate documentation, in accordance with the
Family
and Medical Leave 6.05 policy.
B. The tenure clock will be stopped for faculty for one year for responsibilities related to the birth or adoption of
a child under six years old in accordance with Faculty Rule 3335-6-03.
IV. Jury Duty/Court Appearance
A. For jury duty/court appearance time off, a subpoenaed employee should notify their supervisor as soon as
possible upon receipt of the subpoena, provide a copy of the subpoena or summons, and submit a time off
request indicating hours and dates of required court appearance. If the employee’s normally scheduled
working hours are other than first shift, the supervisor should change the individual’s shift to first shift, or to
hours that coincide with the jury duty daily assignment.
B. Upon release from jury duty, the employee should contact their supervisor immediately regarding return to
university duties and/or to their regular shift assignment.
C. Employees may retain any compensation they receive for jury duty.
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
The Ohio State University – University Policies policies.osu.edu Page 10 of 11
V. Compliance and Fraud
A. Faculty and staff failing to comply with this policy may be denied use of paid time off and corrective action
may be initiated.
B. Requests for paid time off with the intent to defraud or falsification of time off documentation may result in
corrective action up to and including dismissal and reimbursement to the university of salary or wages paid
during such time off.
VI. When using time off to care for a family member, attestation of familial relationship may be requested.
Responsibilities
Position or Office
Responsibilities
Employee
1. Know time off balances and appropriate uses of time off and leaves.
2. Request time off and leaves according to unit guidelines and as outlined in this policy.
3. Submit Vacation Donation Recipient Agreements and Donor Agreements as outlined in this policy and in
consultation with the unit HRC and IAMVS.
4. Submit a request for parental time off with any other appropriate documentation, in accordance with
the Family and Medical Leave (FML) policy.
Integrated Absence
Management and
Vocational Services
(IAMVS)
1. Review and approve or disapprove vacation donation requests.
2. Collaborate with unit, supervisor, and employee regarding use of paid time off in conjunction with short- or
long-term disability or workers compensation benefits.
3. Maintain confidentiality of medical documentation.
Office of Human
Resources/ Wexner
Medical Center Employee
and Labor Relations
1. Consult with individuals and units regarding use of time off and leaves.
2. Consult with IAMVS regarding sick time requests longer than three months.
Supervisor
1. Approve or disapprove time off requests and collaborate with HRCs, Office of Human Resources,
Wexner Medical Center Employee Relations, and IAMVS as appropriate.
2. Maintain confidentiality of employee documentation and information.
3. Manage time off requests to provide flexibility for individuals to use the time off when appropriate,
while balancing remaining workload.
Unit / Human resource
consultant
1. Consult with employees on time offs and leaves.
2. Consult with Office of Human Resources Employee and Labor Relations/Wexner Medical Center
Employee Relations and IAMVS for sick time requests longer than three months.
3. Maintain confidentiality of employee documentation and information.
4. Ensure vacation donations are handled in accordance with this policy.
Unit
Approve exceptions to limits on donated time off usage as appropriate.
Resources
Forms and Additional Guidance
FML Medical Certification of Health Care Provider for Employee’s Serious Health Condition, hr.osu.edu/wp-
content/uploads/form-fml-employee-health.pdf
FML Medical Certification of Health Care Provider for Family Member’s Serious Health Condition, hr.osu.edu/wp-
content/uploads/form-fml-family-health.pdf
FML Certification of Qualifying Exigency, hr.osu.edu/wp-content/uploads/form-fml-exigency.pdf
FML Certification for Serious Injury or Illness of Current Service member, hr.osu.edu/wp-content/uploads/form-fml-military-
health.pdf
Leaves of Absence, hr.osu.edu/life-events/leaves-of-absence
Paid Time Off Policy Frequently Asked Questions, hr.osu.edu/public/documents/policy/resources/627faq.pdf
Parental Care Guidebook, hr.osu.edu/wp-content/uploads/parental-care-guidebook.pdf
Return to Work Release, hr.osu.edu/wp-content/uploads/form-return-to-work.pdf
Time Off Accrual Rates, hr.osu.edu/benefits/leave/accrual
Paid Time Off, 6.27
University Policy
Applies to: Faculty and staff
Page 11 of 11
Vacation Donation Donor Agreement, HR Connection
Vacation Donation Recipient Agreement, HR Connection
Governance Documents
Faculty Professional Leave policy, go.osu.edu/faculty-pro-leave-policy
Faculty Rule 3335-6-03, trustees.osu.edu/bylaws-and-rules/3335-6
Family and Medical Leave 6.05 policy, hr.osu.edu/public/documents/policy/policy605.pdf
Holidays 6.20 policy, hr.osu.edu/wp-content/uploads/policy620.pdf
Military Leave/Reemployment Rights 6.35 policy, hr.osu.edu/public/documents/policy/policy635.pdf
Scheduling Work and Overtime Compensation 6.10 policy, hr.osu.edu/wp-content/uploads/policy610.pdf
Staff Employment 4.20 policy, hr.osu.edu/wp-content/uploads/policy420.pdf
Unpaid Leave 6.45 policy, hr.osu.edu/public/documents/policy/policy645.pdf
Contacts
Subject
Office
Telephone
E-mail/URL
Forms and resources
HR Connection
(614) 247-myHR
(6947)
hr.osu.edu/policies-forms
History
Paid Leave Programs
Issued: 06/22/1997 Issued as Paid Leave Programs, 6.27
Revised: 08/01/1997
Edited: 10/31/1997
Edited: 07/01/1998
Revised: 08/27/2001
Revised: 01/06/2003
Revised: 07/01/2008
Edited: 10/15/2009
Revised: 06/30/2010
Vacation Donation
Issued: 07/01/2004 Issued as Paid Leave Programs: Vacation Donation, 6.27A
Paid Parental Leave
Issued: 09/01/2004 Issued as Paid Leave Programs: Paid Parental Leave, 6.27B
Edited: 02/07/2005
Edited: 11/15/2006
Edited: 07/01/2008
Paid Leave Programs
Revised: 06/01/2011 Vacation Donation and Paid Parental Leave policies combined
into Paid Leave Programs, 6.27
Edited: 03/01/2012
Revised: 05/01/2013
Edited: 03/13/2017
Interim Revised: 10/01/2018
Revised: 01/03/2021 Renamed Paid Time Off, 6.27. Reflects material revision approved by President’s
Cabinet and subsequent edit adding a new resource to the Resources section
Revision: 04/29/2024 Minor revision
The Ohio State University – University Policies policies.osu.edu
