Title: Upcoming Changes to Administrative Staff PTO Policy

Dear Colleagues,

At Georgetown, we recognize that time away from work is essential to your overall well-being. Over the past few years, we’ve taken meaningful steps to enhance our time off policies-including the introduction of additional paid sick leave, expanded parental leave, and a reduction in the waiting period for disability benefits. These changes were designed to better support your health and caregiving needs, while also preserving your paid time off for rest and renewal.

Now that we have enhanced both the types and volume of leave provided to administrative staff, the University is facing the unintended consequence of a significant financial liability, for Paid Time Off (PTO) leave that is accrued but not used. Many employees carry substantial PTO balances, often delaying or forgoing time off entirely. In order to address this financial liability (and help mitigate other savings the university may need to take during this challenging economic climate) and to encourage staff to take their allotted PTO days each year, we are switching from an accrual model to an allotment model effective July 1, 2025. As we implement these changes, we encourage you to consider how you will utilize your PTO this year for rest, renewal, time with friends and family, or whatever else brings you joy.  This reflects our belief that well-rested employees are healthier, more fulfilled, and better able to serve our University community.

You can find more detailed information about this change on the Benefits website. Here are a few highlights.

What’s Changing on July 1:

• Annual PTO Bank: PTO will now be allotted at the start of each fiscal year, rather than accruing over time. PTO under this plan does not accrue or carry over from year to year, nor is it paid out when you leave the University. Rather, each year on July 1, your PTO bank will refresh based on your employment category and years of service as of that date—giving you the hours you need, up front.
• Transition Period for Existing Balances: If you currently have an accrued PTO balance, you will retain those hours through June 30, 2027. This gives you two full years to plan and use your existing bank of time intentionally. If you leave Georgetown prior to June 30, 2027 and you have a balance in this bank of accrued PTO (and earn less than $200,000/year) you will receive a payout of up to $15,000 for remaining hours as is our practice under the current policy. Employees are allotted their PTO once a year; thus, if your current balance meets or exceeds your annual allotment on July 1, 2025, you will receive your next allotment on July 1, 2026. If you currently have an existing PTO balance that is less than your annual allotment, you will receive additional hours to make up the difference.
• Encouraging Self-Care: While we know we are in a very challenging moment given the current climate, we hope these updates over time will make it easier to take time away from work to rest, travel, care for loved ones, or simply unplug. You are also encouraged to explore the programs and resources available to you through GUWellness.

Please keep an eye out for an upcoming Staff/AAP Forum in June where there will be an opportunity to share more about this upcoming change as well as talk further about the larger financial mitigation strategies the university has recently communicated. Thank you for all that you do, and for continuing to make Georgetown a workplace rooted in care and compassion.

Be well,

Charles DeSantis
Chief Benefits Officer
Associate Vice President, University Benefits & Wellness