Paid Time Off

At Rutgers, we're committed to ensuring our valued employees enjoy the best-in-class health benefits and paid time off options that foster both physical and mental well-being. We understand the importance of striking the perfect balance between work and life. Our comprehensive paid time off options listed below are designed with you in mind, giving you the freedom to recharge, relax, and rejuvenate, so you can perform at your absolute best.

For the purposes of reviewing the information below, the following definitions are applicable:

• Non-RBHS: A Rutgers position which, historically, was associated with Rutgers University before June 30, 2013. These positions may be governed by different negotiated agreements and policies from those that would be applicable to individuals in RBHS positions as defined below.
• RBHS: A position which, historically, was associated with the former University of Medicine and Dentistry of New Jersey (UMDNJ). Many of these positions exist at Rutgers Biomedical and Health Sciences (RBHS), though some may exist in Central Administration or other areas within the University. These positions are governed by different negotiated agreements and/or policies, and as such, individuals employed in RBHS (formerly referred to as legacy UMDNJ) positions may be eligible for different non-State benefits than those employed in Rutgers Non-RBHS positions.

Always refer to the appropriate Collective Negotiations Agreement for variations or additional details concerning paid time off.

About Vacation Time

• Vacation days may be used as they are earned
• Vacation days are earned for each full calendar month of service
• Future increases in vacation accrual rates are based on employee classification and length of service
• 10-month staff employees accrue vacation time only for the months of September to June
• When a 10-month staff member’s employment changes to 12-months, existing Administrative Leave, Personal Holidays, Vacation and Sick days are not changed, however, paid time off is accrued during the months of July and August.
• Part-time staff employees accrue a prorated amount of vacation time based on the part-time percentage
• Employees may carry over a maximum of one year allotment of accrued vacation time (consider donating your paid time off; see instructions below)
• Vacation time must be approved and scheduled in advance
• Vacation Policy (Class 3 and 4 employees): University Policy 60.3.21
• Vacation Policy (non-RBHS employees): University Policy 60.3.10
  • Union of Rutgers Administrators-American Federation of Teachers (URA-AFT)
  • American Federation of State, County, and Municipal Employees, Locals 1761 and 888 (AFSCME)
  • Managerial, Professional, Supervisory, and Confidential (MPSC)
  • Doctors Council, SEIU, Local 10MD (Doctors Council)
  • International Association of Fire Fighters (IAFF)
  • International Union of Operating Engineers, Local 68-68A (IUOE)
  • Rutgers Council of AAUP Chapters – EOF, AAUP-AFT (EOF)
  • Fraternal Order of Police – Primary Unit
  • Fraternal Order of Police – Superior Officers
  • RBHS (formerly UMNDJ) employees

  Administrative Leave may be utilized to manage special circumstances that may arise. For more information, please refer to the following policies:

  • University Policy 60.3.3: Administrative Leave (Non-RBHS)
  • University Policy 60.9.7: Administrative (RBHS)

  About Personal Holidays

  • Staff employees are eligible for Personal Holiday time after 6 full calendar months of employment
  • Like Administrative Leave, prioritization for use is based on emergencies, religious observances, and personal business other than university holidays
  • Personal Holidays are not cumulative, and unused balances at the end of the year are canceled
  • Always refer to the appropriate Collective Negotiations Agreements for any variations or additional details concerning university policy on PH days

  Personal Holidays (PH) for Full-Time 12-Month Staff Employees

  • New staff employees receive 2 personal holidays (PH) days after 6 full calendar months of employment
  • Thereafter, 2 PH days available on July 1 of every fiscal year
  • Not cumulative
  • The rules for the use of PH days are the same as those applicable to AL days

  Personal Holidays (PH) for Full-Time 10-Month Staff Employees

  • Full-time 10-month staff employees also receive 2 PH days
  • Not cumulative

  Personal Holidays (PH) for Part-Time Staff Employees

  • As with AL, part-time staff employees receive a prorated amount based on part-time percentage
  • Not cumulative

  About Sick Time

  • To view accrual rates for full-time and part-time employees, refer the policies below:
    • Sick Time and Sick Leave (non RBHS employees): University Policy 60.3.5
    • RBHS Sick Pay: University Policy 60.9.38

    There is no cash payment for unused sick time except upon retirement for staff. Faculty are not eligible for payment upon retirement. For more information on Sick Time/Sick Leave payments at retirement refer to the below policies:

    • Unused Sick Time – Policy on the Administration of Payments to University Staff Retirees - University Policy 60.3.17
    • RBHS Unused Sick Leave at Retirement - University Policy-60.9.42

    Always refer to the appropriate Collective Negotiations Agreement for more detailed information on sick time and sick leave, or contact the Office of University Labor Relations at 848-932-3914.

    An employee who is absent from work due to death in the immediate family may charge a limited period of absence from work. The allowable amount of time without loss of pay and type of leave is based on employee classification and family relationship. For more information, refer to the following policies:

    • University Policy 60.3.4: Bereavement Leave (Non-RBHS)
    • University Policy 60.9.22: Death in the immediate Family (RBHS)

    In accordance with the University Policy 60.1.23 - Jury Duty, Rutgers shall grant time off with full normal pay to those staff members who are required to serve for jury duty or who are subpoenaed to appear as witnesses for University-related matters during such periods as the staff member is actually serving.

    Recording Paid Time Off

    Accrued paid time off and absence information is available in the Absence Reporting System (ARS)

    • Employees can login to ARS for personal absence information.
    • ARS administrators record absence information in the ARS system.

    Absences are recorded by dividing the number of hours taken by designated full-time work day:

    Example 1: Full-time employee works 7.5 hours a day. Out of office 7.5 hours, recorded a 1 day off (7.5 divided by 7.5 = 1)

    Example 2: Same full-time employee out of office 3 hours. Record as .4 (3 divided by 7.5 = .4)

    The same formula applies to part time employees:

    Example: Part-time 50% employee works 17.5 hours a week (35 x .50 = 17.5). Full-time day = 7.0. Out of office 1.75 hours, recorded as .25 day off (1.75 divided by 7.0 = .25)

    • If a holiday falls on day when the employee is scheduled to work the employee gets the day off
    • If the holiday falls on a day when the employee is not scheduled to work the employee selects an alternate day off within same week
    • The value of a holiday = 1/5 of the employee’s regular work week
    • If due to irregular shift or compressed workweek the length of the employees workday is greater than the value of the holiday, the difference is charged to another form of paid time off.

    Example 1: FT employee works three 12.5 hour shifts (Monday Wednesday and Friday). Holiday falls on a Thursday. Employee may work 5 hours on alternate workday instead of 12.5 (12.5 – 7.5 = 5).

    Example 2: PT 60% employee works three 7.5 hour shifts (Monday, Tuesday and Wednesday). Holiday falls on Monday. Employee receives 4.5 hours of holiday for Monday (7.5 x .60 = 4.5) and must either work 3 hours or charge 3 hours to another form of paid time off.

    Paid Time Off at Separation

    For Vacation Payouts please refer to the applicable polices:

    For employees covered by collective negotiations agreements, always refer to the appropriate agreement for any variations or additional details in the Sick Time and Sick Leave policy.

    • University Policy 60.3.10: Vacation for Non-RBHS Staff Members (Excludes FOP Units)
    • University Policy 60.3.20: Vacation for Staff in FOP Units
    • University Policy 60.9.43: Vacation (RBHS Staff)

    For Sick Time Payouts:

    Faculty are not eligible for payout of sick time upon retirement. For staff employees covered by collective negotiations agreements, always refer to the appropriate agreement for any variations to the following Sick Time and Sick Leave policies.

    • University Policy 60.3.5: Sick Time and Sick Leave (Non-RBHS Staff)
    • University Policy 60.9.42: Unused Sick Leave at Retirement (RBHS Staff)

    Compassionate Leave Program (for Non-RBHS Employees)

    The Compassionate Leave Program is a donated-leave bank benefit for qualifying Administrative (members of URA-AFT); Managerial, Professional, Supervisory, and Confidential (MPSC); and employees who are members of AFSCME Local 888, AFSCME Local 1761, FOP-S, IAFF Local 5082 who are experiencing medical hardship, either personally or in their immediate families. Employees can choose to donate any available vacation and sick time.

    Eligibility of Recipients

    You are eligible to receive donated leave time for an anticipated prolonged absence from work for:

    • Care of yourself for a catastrophic health condition
    • Care of an immediate family member who is suffering from a catastrophic health condition
    • You must have been employed continuously at the university for one year without a record of prior discipline resulting in suspension or termination

    Eligibility of Donors

    You may choose to donate accrued sick or vacation time. You are required to maintain a minimum balance of 15 sick days and 15 vacation days for personal use. All donations are voluntary, confidential, and non-refundable.

    • Information for Donors
    • Information for Recipients

    The Staff Leave Donation Program for employees in legacy UMDNJ positions allows employees with accrued paid time off to donate their accrued time to co-workers experiencing life-threatening or catastrophic illnesses, or to those who must care for a family member.

    In order to voluntarily donate time through the Staff Leave Donation program, the donor must submit a general inquiry request via the OneSource Faculty and Staff Service Center Self-Service Portal, expressing a desire to donate time. Eligible donors must be in their current position for at least a year, and can only donate up to 10 days in an annual period. The recipient of donated time must have documentation backing up the need for accepting donated accrued paid time off.

    For more information about this program, please refer to University policy for more details.

    Unpaid Leave of Absence

    Rutgers University also offers a number of unpaid leave programs. For more information, please refer to our Leave of Absence webpage.

    University Holidays will be determined each year by Rutgers.