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2020 Leave Policy Changes FAQs

 

Frequently Asked Questions

LEAVE POLICY CHANGES
What is changing?
What is an Eligible Employee?
Am I going to lose any of my currently accrued time with the policy revisions?

VACATION TIME
How is Vacation Time changing?
When will the new accrual rates show on my record?
How do I calculate my vacation accrual if I do not work 40 hours/week?
Will unused Vacation Time be paid out upon my separation from Baylor?
I have accrued vacation hours over the maximum allowed; what now?
Will my Vacation Time "roll-over" into the new year?

PAID PARENTAL LEAVE
How many hours can I receive for Paid Parental Leave?
Can Paid Parental Leave be used during the adoption/foster care of a child?
How do I apply for Paid Parental Leave?
Is it possible to use Paid Parental Leave and Paid Caregiver Leave sequentially?

PAID CAREGIVER LEAVE
What is Paid Caregiver Leave?
My child's daycare or school is closed, and I do not have alternative childcare. Can I apply for Paid Caregiver Leave to stay home with my child during the closure?
I am pregnant and need prenatal care. Can I apply for Paid Caregiver Leave?
What if I have more questions?

 

Answers

LEAVE POLICY CHANGES

What is changing?

In response to feedback from our employee population and as part of providing a total compensation package that attracts and retains the best talent, Baylor University is changing its leave policy provisions effective January 1, 2020. Eligible Employees will see changes that include:

  • Increased accruals for Vacation Time. Eligible Employees will now accrue a larger amount of vacation hours each month.
  • Increased Vacation Time maximums. The increase of maximums allows Eligible Employees to more easily avoid hitting the maximum that pauses future accruals.
  • Elimination of waiting period to use time. Eligible Employees will be able to request accrued Vacation Time, accrued Sick Time, Paid Caregiver Leave, Paid Parental Leave and Bereavement Leave beginning Day 1 of employment.
  • Addition of Paid Caregiver Leave. The new Paid Caregiver Leave will provide access to pay for unique circumstances in which Eligible Employees need to care for themselves, their spouse, children or parent who has a serious health condition as defined by FMLA. Part-Time Eligible Employees may also qualify for prorated Paid Caregiver Leave. This policy will also provide paid time off to Eligible Employees for exigency leave and military caregiver leave. Paid Caregiver Leave requires an approval process; you will need to simultaneously apply for FMLA.
  • Increased Paid Parental Leave. If you are an Eligible Employee about to welcome a new child into your home – either through birth, adoption or foster care – the increase in potential hours allows you to apply for Paid Parental Leave to help provide you with the flexibility to spend time with your new family and take care of any legal or medical requirements.
  • Replacement of Personal Time. The new accrual rates factor in the Personal Time previously awarded each year and simplifies your time tracking.
  • Replacement of Shared Sick Leave Time. The introduction of Paid Caregiver Leave, increase in Paid Parental Leave and increase for accrual rates regarding Vacation Time provide access to paid time to meet your personal needs. Shared Sick Leave was contingent upon donated Sick Time from Baylor Employees which was never guaranteed; the new leave options provide clearly defined benefits and remove ambiguity from the request process.

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What is an Eligible Employee?

The term Eligible Employee is defined within each policy. Please refer to the policy to learn more about Eligible Employee criteria.

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Am I going to lose any of my currently accrued time with the policy revisions?

No. As an active employee, these revisions will not result in any loss of time already accrued. Your currently-accrued Vacation Time and Sick Time available to use will not change or decrease. With the discontinuation of new Personal Time accruals, any Personal Time not used by January 1, 2020 will be treated as Vacation Time not to exceed the maximum allowed vacation hours. No new Personal Time will be accrued after December 31, 2019. Any Shared Sick Leave Time donated to you before January 1, 2020 will remain in your Sick Time accruals for use.

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VACATION TIME

How is Vacation Time changing?

To support an employee's ability to take time away from work to rest and recharge, Eligible Employees accrue hours based on the following schedules:

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When will the new accrual rates show up on my record?

The rates shown in the Vacation Time Chart will be effective the first payroll paid in 2020. When a service anniversary is met that allows for an increase of vacation accruals, the new accrual rate will be effective for the payroll during which the service anniversary is met.

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How do I calculate my vacation accrual and Maximum Accrual Balance if I do not work 40 hours/week?

To determine the Accrual Hours Per Pay Period for a position scheduled less than 40 hours/week, use the accrual formula below.

FTE x 40 Hour FTE Accrual Rate

To determine the Maximum Accrual Balance for a position scheduled less than 40 hours/week, use the accrual formula below:

FTE X 40 Hour FTE Maximum Accrual Balance

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Yes. Vacation Time is provided to afford employees opportunities to rest and recharge from their work responsibilities, and employees are encouraged to utilize available time effectively for that purpose. Effective January 1, 2020, the University will continue to pay for accrued and unused Vacation Time based on the payout levels below:

Service Years
Maximum Payout at Separation
0-4
80 hours
5-9
100 hours
10-14
120 hours
15-19
160 hours
20+
200 hours
 

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I have accrued vacation hours over the maximum allowed; what now?

Maximum Accrual Balances are being increased for all categories of service effective January 1, 2020. Once an Eligible Employee has reached the Maximum Accrual Balance, no additional time can be accrued until that balance is reduced.

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Will my Vacation Time "roll-over" into the new year?

Yes. Vacation Time (and Sick Time) work on a rolling basis. Eligible Employees can accrue Vacation and Sick Time until they have reached the maximum accrued balance per Baylor policy. No time will be accrued once the maximum accrued balance has been met as written in Baylor policies 402 and 403.

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Baylor University provides up to 6 weeks (240 hours) of Paid Parental Leave for Eligible Employees. Part-Time Eligible Employees may also qualify for prorated Paid Parental Leave.

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Yes. Eligible Employees can apply for Paid Parental Leave. Learn more about Baylor's Adoption Assistance Program. Additionally, each semester Baylor hosts an Adoption and Foster Seminar. Keep an eye out in your Baylor email for the invitation to this seminar.

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Use the REQUEST FOR PAID PARENTAL LEAVE FORM, and follow the process outlined on that form. You will also need to apply for FMLA at the same time to determine your eligibility for both Paid Parental Leave and FMLA.

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Yes, it is possible for Eligible Employees to apply for both Paid Parental Leave and Paid Caregiver Leave. If approved for both, please contact Baylor Human Resources to help coordinate your leave time and usage.

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Paid Caregiver Leave provides up to a maximum of 4 weeks (160 hours) paid time off during a 12-month rolling period for Eligible Employees to care for themselves, their spouse, children or parent who has a serious health condition as defined by FMLA. Part-Time Eligible Employees may also qualify for prorated Paid Caregiver Leave. This policy will also provide paid time off to Eligible Employees for exigency leave and military caregiver leave. You will also need to apply for FMLA at the same time to determine your eligibility for both Paid Caregiver Leave and FMLA.

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No. Daycare or school closures are not Serious Health Conditions, and they do not qualify as an active duty exigency or military caregiver leave.

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Yes. Eligible Employees who are pregnant or need prenatal care can apply for Paid Caregiver Leave.

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What if I have more questions?

Please refer to the policies that can be found at www.baylor.edu/hr/LeaveTime for additional information. If you have more questions after reading the policy, please contact Baylor Human Resources by emailing askHR@baylor.edu or by calling 254-710-2000.

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This FAQ is intended as a reference guide, summarizing key aspects of applicable policies and is not designed to provide information on individual scenarios or special circumstances. For more specifics, please reference the policies directly. In the event that anything in this document contradicts a policy or benefit plan document, the policy or plan document will govern. Policies are subject to change, with or without notice.