Brown University provides eligible employees with paid vacation time for rest and relaxation. Vacation is accrued per pay period, and employees may only use time that has been accrued (i.e., no borrowing is permitted).
Employees covered by collective bargaining agreements should refer to the applicable contract for information about their vacation benefit.
Employees who work at least 50% time are entitled to vacation time. Vacation time accrual for part-time employees is based on their percent time.
Brown University provides eligible employees with paid time off to use in the event of their own illness or to care for certain family members who are ill and require care.
Employees on the regular payroll, who are regularly scheduled to work at least 975 hours per year, accrue sick time for each full month worked.
Full-time employees (working 37.5 hours per week, 52 weeks per year) accrue one sick day for each full month worked at Brown. Part-time employees, or employees who work days of unequal length, accrue sick time in hours. Sick time accrual for part-time employees is prorated based on their actual hours worked to the 1,950 hours worked by a full-time employee. Sick time is credited to employees at the end of each full month worked. Sick time accrual carries over from year to year to a maximum of 60 days (prorated for part-time employees).
If an employee starts work at Brown on the first day of the month, they accrue one sick day for that month. If an employee starts work after the first day of the month, they begin to accrue sick time as of the first day of the following month.
During the first three months of employment at Brown University, employees may not use sick time, even though they accrue it. Sick time may only be used after it has been accrued; borrowing is not permitted. If accrued sick time has been exhausted, vacation time may be used with supervisory approval, and in accordance with applicable policy.
Sick time may be used for an employee's own illness. Employees may use up to 12 days per year (most recent 12-month period) to care for an ill dependent or seriously ill parent. Whenever possible, doctor's appointments should be scheduled outside of regular working hours. However, when this is not possible, sick time may be used to cover the time. Employees must notify their supervisor within 1/2 hour of their normal starting time on any day that they need to use sick time.
Employees returning to work after an absence due to illness of five or more consecutive work days must provide their supervisor with a doctor's note verifying the medical necessity for the absence. Additionally, supervisors may require a doctor's note at any other time sick time is used.
Brown University observes 11 holidays annually. The University reserves the right to modify or change its holiday schedule without notice, except for those holidays designated by state law.
Employees on the regular payroll who are regularly scheduled to work at least 975 hours per year are eligible to receive holiday pay. Employees may not begin or end employment or an unpaid leave of absence on a holiday. Employees are not paid for holidays occurring during an unpaid leave.
Employees who are part-time, non-exempt or those working nonstandard work weeks, or working with Alternative Work Arrangements are eligible for holiday pay based on their percent time worked. For specific information on calculating holiday time, please refer to the Guidelines for Managing Holidays for Eligible Part-time, Non-Exempt Staff.
Employees in exempt positions are paid on a salary basis and will receive their regular pay for weeks in which a holiday occurs, without the need to modify their work schedule.
A holiday may not be counted as the first or last day of employment. Employees may not begin or end employment or an unpaid leave of absence on a holiday. Employees are not paid for holidays occurring during an unpaid leave.
Please visit the Holiday Schedule Page for details on when the administrative offices of the University will be closed in observance of holidays (or designated holiday observation days, when applicable). Individual departments may be required to remain open on some of the designated holidays.
Summer Hours and Winter Break
Subject to approval from the University Administration, departments may have the option to convert their regular work schedules to summer hours and to observe winter break. These changes in hours will not affect employees’ pay nor will they count against vacation time. Please refer to Summer Hours and Winter Break for more information.
Leaves of Absence
The subject of leaves of absence at Brown University is complex. The Benefits Office is responsible for drafting and revising the relevant Human Resources policies regarding leaves and for interpreting the application of policy.
Staff members who require time off from work may be eligible to take a leave of absence. In some instances, you may continue to be paid while you are out on a short-term leave of absence by using accrued sick or vacation time.
In order to qualify for a leave of absence, a staff member must be regularly scheduled to work at least 50% time (975 hours per year). Some leaves of absence, however, have additional specific requirements. For example, to be eligible for the Family Medical Leave Act (FMLA) or Rhode Island Parental and Family Medical Leave (RIPFML), a staff member must have been employed for 12 months and have worked at least 1,250 hours during the 12-month period immediately preceding the leave.
Additionally, a staff member must intend and be eligible to return to employment in a secured position with the University at the expiration of the leave.
Parental Leave of Absence and Maternity Pay
Unpaid leave is available for eligible employees for childbirth, adoption or the care of a newborn or newly adopted child. Parental leave of up to 12 or 13 weeks is available to employees eligible for leaves under the Family and Medical Leave Act (FMLA) or the Rhode Island Parental and Family Medical Leave Act (RIPFML).
Natural or adoptive parents or the primary caregiver in a same-sex domestic partnership may remain in a paid status during the Family Medical Leave Act (FMLA) by using the Maternity Benefit, if eligible, or any sick days accrued prior to the commencement of their leave . Use of accrued sick time and maternity pay does not affect an employee's eligibility to collect Rhode Island Temporary Disability Insurance (RITDI) benefits. Accrued vacation time may also be used if approved by the department.
Female staff working at least 975 hours per year who have completed at least four years of continuous service on the regular payroll as of the date the child is born and who give birth are eligible. This benefit is available to adoptive mothers who have completed at least four years of continuous service on the regular payroll as of the date of placement for adoption. It is also available to the certified primary caregiver in a same-sex domestic partnership, regardless of gender, after Declaration of Domestic Partnership and Certificate of Residency forms have been submitted.