Calculate Max PTO Extension and Payout
- Justin Fansler
Yale HR sent an email on March 10, 2021 explaining one-time changes that will impact your maximum allowable PTO carryover from FY20 and FY21 (for reference, the text from the email is at the end of this article).
Since there has been confusion about the new policy, below is a further explanation and how to calculate its impact on you.
This page is not intended to represent HR policy. If you have questions about your specific situation, please contact the Employee Service Center (ESC) at employee.services@yale.edu or 203-432-5552.
Table of Contents
What is Max PTO Extension?
Based on the date you were hired, you are allowed to carryover a certain amount of PTO each year. This is described on https://your.yale.edu/work-yale/benefits/my-benefits-job-classification/paid-time-pto-and-flex-days. Max PTO Extension are the days that exceed your allowed carryover. Prior to FY20 and the COVID shutdown, you were allowed a 90-day grace period to use these excess days before losing them. This is represented as “MAX PTO EXTENSION” in your MyTime timesheet.
Overview of New Policy
FY20 and FY21 PTO Max Extension days will be combined into a single balance.
A minimum of 5 days will remain in the PTO Max Extension balance.
Up to 10 days of the PTO Max Extension Days will be paid out at full value, based on the June 30, 2021 unused PTO days for an employee and the employee’s June 30, 2021 pay rate.
The deadline for using any remaining combined FY20/21 PTO Max Extension Days is extended to June 30, 2022.
The article below describes how to calculate how this specifically impacts you.
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 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
Login to MyTime Lite from https://your.yale.edu/work-yale/access-mytimemytime-lite (you will need to be on campus or VPN)
In the “My Information” section, click on “My Reports”
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.
Click “My Accrual and Balances Projections” again and then “View Report”. In the page that opens (screenshot below), find the row “PTO MAX EXTENSION”. The column “Projected Balance” displays your current Max PTO Extension hours for FY20. In the example below, this is 37.5 hours, which equals 5 days (7.5 hours per day).
Step 2: Find your FY21 Estimated Max PTO Extension Days
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)
Complete the spreadsheet. Remember to deduct any hours that you plan to use for PTO between now and June 30, 2021.
Your Allowable Carryover are the number of days of PTO you can carryover to use in future years.
After completing the spreadsheet, the number in the “Projected Forfeiture” 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 the 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 |
|
|
|
Max PTO Extension |
|
|
FY20 Max PTO Extension | 37.5 | 5 |
FY21 Max PTO Extension | 90 | 12 |
Total Combined Balance | 127.5 | 17 |
|
|
|
New Policy based on 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 |
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.