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Calculate Your Max PTO Extension

In reaction to COVID, the university extended the Max PTO Extension grace period to use days earned in FY20. Originally, this was extend from 90 days (September 30, 2020) to the end of FY21 (June 30, 2021). However, the new policy combines these with your Max PTO Extension days for FY20 and FY21 into a new pool that will expire on June 30, 2022. To understand the impact, you’ll need to calculate your Max PTO Extension days for FY20 (last year) and FY21 (this year).

Step 1: Find your Remaining FY20 Max PTO Extension Days

1. Login to MyTime Lite from https://your.yale.edu/work-yale/access-mytimemytime-lite (you will need to be on campus or VPN)

2. In the “My Information” section, click on “My Reports”

3. The screenshot below shows the Reports screen. Click on the “My Accrual and Balances Projections”. In the “As of” date field, select today’s date or a date in the future.

   

4. Click “My Accrual and Balances Projections” again and then “View Report”. In the page that opens (screenshot below), find the row “MAX PTO “PTO MAX EXTENSION”. This will tell you The column “Projected Balance” displays your current Max PTO Extension hours for FY20. In the example below, this is 37.5 hours, which at equals 5 days (7.5 hours per day equals 5 days).

   

Step 2: Find your FY21 Estimated Max PTO Extension Days

1. Download the Carryover spreadsheet from https://your.yale.edu/policies-procedures/guides/carryover-calculator. (this entire article may become irrelevant if HR updates the spreadsheet).

2. Complete the spreadsheet. Remember to deduct any hours that you plan to use for PTO between now and June 30, 2021.

   1. Your Allowable Carryover are the number of days of PTO you can carryover to use in future years.

3. After completing the spreadsheet, the number in the “Projected Forfeiture” line row is your projected FY21 Max PTO Extension (see screenshot below).
   

   

You have until 2022 to use your Max PTO Extension Days and you may be paid out for some days. Here is how to apply the new HR policy to you:

The combination of your FY20 and FY21 PTO Max Extension numbers will be your new combined bank and you have until June 30, 2022 to use them. In this examplethe examples used above, it is 37.5 hours (5 days) from FY20 and 90 hours (12 days) for FY21 for a total of 17 days. Here’s what happens to those days:

• Your first five days are added to a new PTO Max Extension bank.

• Your next 10 days (6-15) are paid out to you in August. For example, if your total bank is 11 days, you’ll be paid out for six days.

• Anything greater than 15 days will be added to your PTO Max Extension bank and will expire on June 30, 2022.

Example Calculation

	Hours	Days (7.5 hours per day)
Max PTO Extension
FY20 Max PTO Extension (from step 1)	37.5	5
FY21 Max PTO Extension (Projected from step 2)	90	12
Total Combined Balance	127.5	17
New Policy based on 42 17 days:
Initial Max PTO Extension Bank that must be used by June 30, 2022		5
Days paid at your August 2021 salary rate		(10)
Additional days remaining in Max PTO Extension balance that must be used by June 30, 2022		2
Days that must be used by June 30, 2022		7

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Email from HR

Paid Time Off (PTO) Buy Out and Carryover for Managerial and Professional (M&P) Staff

The University encourages staff to maintain a healthy work-life balance through the utilization of PTO. Last year, the University instituted an extension of unused PTO in excess of the maximum carryover (PTO Max Extension). Many staff, however, have been unable to use much of their PTO due to COVID health risks, travel restrictions, and workloads.  

We are pleased to announce that the University will institute the following one-time resolution for any remaining unused PTO Max Extension days for FY20 and FY21. As of June 30, 2021:

• Up to the first five PTO Max Extension days will carryover effective July 1, 2021. These days may be used through June 30, 2022.

• The next PTO Max Extension of up to 10 days, the University will issue a one-time payment for the value of these days in the August 2021 paycheck.

• Any remaining unused PTO Max Extension days will also carryover effective July 1, 2021, and will need to be used by June 30, 2022.

The existing PTO use and policy will resume following this one-time extension and special payment. We hope this extension will continue to allow staff to maintain a healthy work-life balance throughout the upcoming year.  

If you have any questions, please contact the Employee Service Center (ESC) at employee.services@yale.edu or 203-432-5552.