The Vacation Policy is applicable to all staff employees of the University of Portland, including University leadership and staff whose primary positions are not faculty or academic administrator positions:
Vacation Policy for Staff Employees
An employee’s use of vacation time needs to be approved in advance by the employee’s supervisor. Generally, an employee should ask a supervisor for approval to use vacation time about a week or more before the start of vacation absences. The employee’s supervisor has discretion to deny an employee’s request to use vacation days; generally, such denial should be based on operational needs related to the employee’s position and/or department, lack of sufficient notice before the start of the requested vacation time, or other reasonable basis. If a supervisor or employee has questions in this area, they should contact Human Resources at hr@up.edu or (503) 943-8484.
An employee must enter all vacation time used in 15 minute increments into the timesheet in Self Service Banner. If use of vacation time occurs after the deadline for a timesheet, the employee should email that information to payroll@up.edu.
Please note, vacation time can also be used during leaves of absences approved by Human Resources. More information about this is at www.up.edu/hr/current-employees/leaves. There may be certain exceptions to employee self entry provided by Human Resources when an employee is on leave.
The University's sick time policies are consistent with all applicable laws including the Oregon Paid Sick Time law. The link below has more information about the Oregon Paid Sick Time law. Please contact the Office of Human Resources if you have any questions or need assistance in this area.
Please click here to learn about Oregon's requirements for sick time: Oregon Paid Sick Time Law
Please click here to learn about disability-related accommodations: Disability Accommodations
Please click here to learn about process related to work injuries: Work Injuries
The University provides paid sick time to staff employees. The University's intent is to meet or exceed all applicable federal, state, and local laws regarding sick time.
This policy is applicable to all non-faculty, non-student employees of the University and includes full-time and part-time employees. The employees subject to and covered by this policy are referred to as "staff employees."
(The sick time policy for faculty is set out in the Faculty Handbook. The sick time policy for student employees is set out in the Student Employment Handbook.)
Regular staff employees accrue sick time as follows: full-time regular staff employees accrue one day of paid sick time per month, and part-time regular staff employees accrue a prorated amount based on full time equivalency.
Non-regular staff employees (i.e., temporary, casual, and seasonal staff) accrue sick time as follows: 1 hour of paid sick time for every 30 hours worked.
If a staff employee is reemployed within 180 calendar days of separation from employment, previously accrued unused sick time shall be restored.
Regular staff employees may use sick time as it is accrued. Non-regular staff employees must wait until the 91st day of employment before using sick time.
Staff employees may use accrued sick time, in hourly increments, for the following reasons:For any leave covered under the Oregon Family Leave Act (OFLA) and/or the federal Family & Medical Leave Act (FMLA), including, without limitation, the following:
For the following purposes related to domestic violence, sexual assault, harassment, or stalking:
In the event of a public health emergency which includes but is not limited to:
In this policy, "family member" means an employee's spouse, same-gender domestic partner, custodial parent, non-custodial parent, adoptive parent, foster parent, biological parent, stepparent, parent-in-law, a parent of an employee's same-gender domestic partner, an employee's grandparent or grandchild, or a person with whom the employee is or was in a relationship of in loco parentis. "Family member" also includes the biological, adopted, foster child, or stepchild of an employee or the child of an employee's same-gender domestic partner. An employee's child in any of these categories may be either a minor or an adult at the time of the qualifying sick time use.
Staff employees should comply with department procedures regarding providing notice about sick time use. For more information about department procedures, a staff employee should speak with the staff employee's supervisor. Department procedures will be consistent with the following guidelines:
Sick time absences that exceed accrued sick time may be charged to accrued vacation time if approved by Human Resources.
Sick time absences that exceed accrued sick time and approved use of accrued vacation time will be unpaid.
Employees are not expected to find coverage when absent due to use of sick time.
Abuse of sick time and/or failure to follow customary notice and procedure requirements of the University or department for sick time absences or for requesting time off may result in disciplinary action up to and including termination.
Employees are not compensated for accrued unused sick time upon termination, resignation, retirement, or other separation from employment.
Staff employees shall be provided with written notification of accrued and unused sick time consistent with applicable laws.
Consistent with all applicable laws, the University and its employees shall not deny, interfere with, restrain, or fail to pay for sick time use to which a staff employee is entitled, nor shall the University and its employees retaliate or in any way discriminate against an employee with respect to any term or condition of employment because the employee inquired about or invoked the Oregon Sick Time Law, submitted a request for sick time, took sick time, or participated in any manner with an investigation, proceeding, or hearing related to the Oregon Sick Time Law. Any conduct prohibited in this paragraph may result in disciplinary action up to and including termination.