Addendum to HR Policy 602: Paid Time Off (PTO) for Administrative Employees

Applicable to Employees in California, Illinois, Louisiana, Massachusetts, and Rhode Island

This addendum outlines a separate Paid Time Off (PTO) structure that applies only to administrative employees (Staff and AAPs) working primarily in California, Illinois, Louisiana, Massachusetts, and Rhode Island. Employees in these states are not subject to the standard PTO policy updated effective July 1, 2025 as outlined in HR Policy 602 but instead follow the provisions set forth below.

Statement

Georgetown University provides a distinct PTO program for eligible administrative employees in compliance with applicable state laws governing paid leave. This leave is intended for rest, personal matters, and can also be used for qualifying health-related purposes.

Eligibility

This policy applies to full-time and part-time administrative employees (Staff and AAPs) regularly scheduled to work at least 16 hours per week and located in the above five states.

Accrual and Accrual Rate

All eligible employees will accrue PTO according to the designated leave schedule based on position, length of service and number of hours worked.

Employees who are paid on a biweekly basis also accrue time off on a biweekly basis; employees who are paid on a monthly basis also accrue time off on a monthly basis.

PTO Accrual Schedule by Category of Employee

PTO Accrual Rates for Full-Time Administrative Employees

PTO Calculation 

PTO is calculated according to the employee’s base rate and is exclusive of shift differential and overtime premiums.

Maximum Leave Accrual 

The maximum accrual level of PTO is 208 hours for employees who are regularly scheduled to work at least 16 hours per week. The maximum accrual level of paid leave is 112 hours for non-regularly scheduled employees. If an employee reaches the maximum accrual, accrual ceases until the employee uses PTO hours and the accrual drops below the maximum limit.

Use of PTO

Recordkeeping

Administrative employees will request and record all paid time off in the Georgetown Management System (GMS).

Scheduled PTO 

Scheduled PTO is requested and approved in advance. Supervisors must schedule PTO according to the operating requirements of the department, with attention to length of service and other relevant factors and when possible, to accommodate the employee’s request. 

Unscheduled PTO 

Unscheduled leave is not approved in advance and is typically for a short period of time. For example, a personal emergency would require use of unscheduled PTO. To qualify for unscheduled PTO, an employee must follow the department’s established call-in procedure. Unscheduled PTO must be requested and recorded in GMS.

If an employee fails to follow the department’s established procedure, the absence is treated as unauthorized and unpaid PTO. Department heads and supervisors will monitor unscheduled leave use to identify possible abuse of leave. Abusive use of unscheduled leave, whether paid or unpaid, may result in disciplinary action.

Monitoring PTO

In order to meet the business needs of the department, department heads may establish more specific regulations related to paid leave usage, as long as the regulations comply with applicable law. 

Administrative employees may be required to present documentation for certain absences. For example, if the employee uses more than three consecutive days of PTO related to medical reasons, then the supervisor may require the employee to present a physician’s certificate. When a physician’s certificate is required and the employee fails to provide the certificate, the employee will not be paid for the absence. Appropriate documentation for absences due to other reasons may also be required.

Restrictions

1. PTO will not accrue during any full pay period for which an employee is not paid.
2. PTO will not accrue when an employee is receiving University Short-Term, Long-Term Disability or Paid Parental Leave benefits.
3. To allow for proper orientation, a department may restrict an employee’s use of PTO during the first 90 days of employment. However, a department may not restrict an employee’s use of PTO when it is requested for a reason that is covered under the Sick and Safe Act, provided proper notice is given. Departments may not restrict an employee’s use of PTO following the transfer to another department.  
4. An employee can not be restricted in his/her election to substitute paid leave for unpaid Family and Medical Leave under Human Resources Policy 603, if applicable.

Payment of Leave

With Regular Earnings

PTO is paid with the employee’s regular earnings.

PTO Payout

Upon termination, employees will be paid for unused, accrued PTO in full up to 208 hours. 

Transfer Between PTO Models

Employees who transfer into California, Illinois, Louisiana, Massachusetts, or Rhode Island from a state where the university-wide allotment model (HR Policy 602) applies will carry over their existing leave balance. They may continue to use this balance, and it will be capped at 208 hours. No additional leave will accrue until the balance falls below that cap.

Employees who relocate out of a covered state into one where HR Policy 602 applies will transition to the university-wide allotment model. PTO accrual would cease as of the date of relocation PTO and the employee would receive an allotment for the remainder of the fiscal year up to the maximum amount based on their years of service. 

Resources

For questions about this addendum or how it applies to your state, please contact your HR Business Partner.