Paid Time Off (PTO)
Postdoctoral Scholars have PTO that became effective on March 6, 2020. The first leave accrual for a postdoctoral scholar is credited at the conclusion of the first pay period.
- Full-time postdoctoral scholars shall accrue 4 hours of PTO each biweekly pay period. Postdoctoral scholars that are not full-time due to less than a 1.0 (100%) full time equivalent or leave without pay will accrue PTO at a proportionate rate.
- The PTO maximum balance is 104 hours. Once a postdoctoral scholars’ leave balance is 104 hours, no further leave can accrue until leave is taken. Terminal leave is not permissible.
- PTO can be used for periodic vacations, personal reasons, illness, or any other purpose. Supervisors may request medical certification for PTO used for sick purposes that extends for three (3) consecutive days or longer.
- PTO shall not be used unless authorized in advance by the postdoctoral scholar’s supervisor (research mentor, instructional supervisor for any teaching obligations of the appointment, or another appropriate authority).
- A record of any PTO taken by the postdoctoral scholar must be entered using the timesheet in the University’s human resource information system and approved by the postdoctoral scholar’s supervisor.
Questions regarding the PTO policy and time entry processes can be directed to Christine Conley, Senior Associate Director, in the Office of Human Resources.
Paid Parental Leave (PPL)
Postdoctoral Scholars have paid parental leave (PPL) that became effective on January 1, 2026. Please see this link to download the full details of the approved university policy. An abbreviated summary is as follows -
- Full-time postdoctoral scholars shall be eligible for six (6) weeks of paid parental leave (PPL) following an employment period of 6 months.
- Paid Parental Leave granted to two postdocs for the same birth or adoption shall not exceed a total six-week period.
- PPL is only granted one time over the course of the postdoctoral scholar's training period.
- PPL can be used for the birth or adoption of a child and should be taken for a consecutive six (6) week period. PPL may start as early as two (2) weeks before birth/adoption and as late as (8) weeks following birth/adoption.
- Except in case of an emergency, notification must be given at least 3 months before the PPL is expected to commence.
- PPL can only be provided for postdoctoral scholars that are hired under the normal postdoc job codes (i.e. *9189* see here) and PPL leave balances will not transfer to any non-postdoctoral scholar job codes.
- Current funding source of the postdoctoral scholar's trainning will be utilized to cover the stipend during the period of leave as allowable (i.e. PI's federal grant, foundation award, departmental fund, etc.). Please note that both NIH and NSF have structured PPL programs that can be arranged in advance to assist with funding the leave period. Please contact Debra Ann Fadool, Director of the Office of Postdoctoral Affairs for questions or help in establishing these supplemental programs.
Questions regarding the new PPL policy and acitvation process can be directed to Christine Conley, Senior Associate Director, in the Office of Human Resources.
Termination and University Separation
Postdoctoral Scholars and Departments should review the following separation guidelines when voluntarily completing their training or when their position is being terminated. Please note that all postdoctoral scholar positions are classified as OPS, and as such, they are at will employment positions. Although no notification is required, it is recommended that a minimum of 10 days notice be given prior to termination.
Download Separation Guidelines Here
We also encourage Postdoctoral Scholars to establish a LinkedIn Profile with their new contact information so that we can have an active database for all our Postdoc Alumni!