GSR Timesheet Procedures and Personal Time Off
Eligible Graduate Student Researchers (GSR) shall have the ability to request the use of Personal Time Off (PTO) days, in accordance with Article – Personal Time Off.
GSRs with an appointment of 25% or more for a minimum of one full month are eligible to use Personal Time Off (PTO) with pay during the length of the appointment. The PTO shall be up to twelve (12) workdays for a full twelve-month period. For shorter appointments, the twelve (12) workdays will be prorated a day per month for every full month of appointed service.
Eligible GSRs are to submit the Academic Employee PTO Monthly Timesheet every month during the duration of their appointment. Even if personal time off was not taken, a GSR should still submit the timesheet to report “0” PTO days taken. Timesheets are to be submitted by the 6th of the following month, complying with the UCPath Monthly Employee Timesheet Deadline.
PTO not used during the appointment will not be carried over into subsequent appointments. PTO not used when the GSR’s appointment concludes, including when a GSR leaves the appointment prior to the established appointment end date, expires and may not be carried over.
Please refer to your Written Notice of Appointment for the amount of PTO eligible
Requesting and Using Time Off
After obtaining the Supervisor’s approval to use personal time off, the GSR should submit the Academic Employee PTO Monthly Timesheet to report the use of PTO. GSRs are provided one day per month of PTO when appointed for at least 25% at the beginning of their appointment. PTO does not roll over if there is a break in service. PTO Monthly timesheets should be submitted by the 6th of the following month, complying with the UCPath Monthly Employee Timesheet Deadline.
For example, a GSR employed at 50% FTE (20 hours per week, 4 hours per day) between 04/01/2023-06/30/2023 will receive 3 PTO days, upfront. Therefore, if the GSR received approval from their Supervisor to request PTO usage on 05/15/2023, then they will be paid 4 hours of PTO on 05/15/2023 and will have 2 remaining days of PTO at 50%. To report their PTO, the GSR will need to submit their Academic Employee PTO Monthly Timesheet by 06/06/2023.
UCPath TRS Employee & Supervisor Schedule
Please contact the departments Payroll Coordinator you have any questions.