Personal Business Appointments Leave

I.      Policy
To support non-exempt staff members in conducting personal business that cannot be conducted outside of normal work schedules, the university provides non-exempt staff members with personal business appointments leave.  Non-exempt staff members are eligible to use up to eight hours of personal business appointments leave (prorated for part-time non-exempt staff members) each calendar year. Personal business appointments leave is not intended to supplement vacation leave, sick leave, floating holiday leave or the days off provided as campus holidays and bonus days.

II.    Eligibility and Scope
All non-exempt staff members in regular positions are eligible for personal business appointments leave. Staff members in temporary positions are not eligible for personal business appointments leave except when stipulated in a written agreement for a long-term temporary appointment which has been authorized by the Associate Vice President for Human Resources or his or her designee.

Personal business appointments leave will be granted to eligible non-exempt staff members on January 1. Staff members hired after the start of the calendar year will receive personal business appointments leave on the January 1 following employment. Regular staff members budgeted to work 1.0 FTE will be granted eight hours of personal business appointments leave. Staff members budgeted to work less than 1.0 FTE will receive a prorated number of hours (eight hours x budgeted FTE = number of hours granted). If a staff member's FTE is adjusted in the middle of the calendar year and the staff member has not yet used his/her personal business appointments leave hours, the number of available hours will automatically be adjusted based on the new FTE.

  • Personal business appointments leave hours are subject to advance supervisory approval. The immediate supervisor, in approving time off under this policy, shall give consideration to all relevant factors, including work requirements, the impact of the staff member's absence on others, the urgency of the reason for the request, the frequency of such requests, the possibility of adjusting the staff member’s work schedule, and the possibility of handling such business after working hours. Requests for time off during the work day should be made in advance whenever possible.
  • A staff member in a non-exempt position will be paid for personal business appointments leave at his or her regular hourly rate.
  • Hours recorded as personal business appointments leave will not be included in the calculation of overtime.
  • Personal business appointments leave hours are not compensable upon termination of employment.
  • Personal business appointments leave hours are not carried over from December 31 to January 1.

III.   Personal Business Appointments Leave Use
Staff members should schedule appointments to conduct personal business, at times outside of their normal work schedules or work with their supervisors to adjust their schedules to accommodate the time away needed for personal business.  When this is not possible, staff members should consider departmental work flow and attempt to schedule appointments during those times when reduced staff will cause the least amount of hardship for the department. Normally it is most efficient to schedule such appointments at the beginning or end of the workday.

Personal business appointments leave is a contingency benefit (like sick leave, bereavement leave or jury duty leave); that is, personal business appointments leave applies when staff members cannot schedule the personal business appointments outside of their normal or adjusted work schedules.  Personal business appointments include the following:

  • Meeting a contractor at home, e.g., repairs, deliveries
  • Visiting a child’s school, e.g., school program, field trip, teacher/parent conference
  • Engaging in community service, e.g. volunteering at a child’s school, attending a non-profit organization training session, meeting or event
  • Meeting with a service provider, e.g., governmental agency, accountant, attorney, provider (Note:  Appointments with health care providers that can’t be scheduled outside of normal or adjusted work schedules are charged to sick leave)

Supervisors monitor the use of personal business appointments leave to prevent its abuse and ensure that work normally performed during the leave period does not cause hardship on other staff members. Personal business appointments leave can be used for periods of authorized absence for personal business appointments of up to eight hours.

Origination Date: 3/1974
Revised: 1996, 3/16/2011, 7/1/2011, 1/1/2013