Incidental Days - FAQ

for Non-Exempt Staff

What are Incidental Days?
An Incidental Day may be an occasional absence for your own illness or injury or that of a qualifying family member. Or, you may use up to two days to take care of personal business.

When am I eligible for Incidental Days?
Eligible to regular non-exempt staff who work a regular schedule of 20 or more hours per week after the completion of the staff member’s 90-day orientation period.

How many Incidental Days do I get?
If you are full-time, you will receive 10 days (80 hours) on the 1st of January each year. These will be pro-rated for part-time staff who have a regular work schedule of 20 or more hours each week.

I am part-time, how many Incidental Days will I receive?
Your Incidental Day allocation will be prorated based upon your primary job(s). For example, if you work 12 months, 20-25 hours per week, you will receive 50 hours each January 1.

I work a 9-month, or 10-month, schedule. How will my Incidental Days be allocated?

Part time

Scheduled Months / Hour Range Incidental Hours Bank
<20.00 0
09 mo 20.00-25.00 38
10 mo 20.01-25.00 42
12 mo 20.01-25.00 50
09 mo 25.01-29.99 45
10 mo 25.01-29.99 50
12 mo 25.01-29.99 60

Full-Time

Scheduled Months / Hour Range Incidental Hours Bank
09 mo 30.00-35.00 53
10 mo 30.00-35.00 58
12 mo 30.00-35.00 70
09 mo 35.01-40.00 60
10 mo 35.01-40.00 67
12 mo 35.01-40.00 80

Who is a qualifying family member?
A spouse, child or parent. A child is any child (or stepchild) under the age of eighteen, or a child (or stepchild) eighteen or older who has a permanent or temporary health condition that requires assistance with activities of daily living.

Are personal days included in the incidental days policy?
Yes, you may use up to 2 of the 10 incidental days for personal business. You must request personal days of your supervisor in advance and you are limited to two per calendar year.

If I don’t use my Incidental Days, will they roll over to the next year? Be paid to me when I leave?
No, Incidental Days do not roll over and are not paid upon your separation from the University or transfer to a non-eligible position.

Do I have to use full Incidental Days or can I use less than a full day?
You may use full or partial days. For example, you may only need one or two hours for a medical appointment, or you may have an approved Intermittent Family Medical leave for which you will use your Incidental Days.

How do I request the use of an Incidental Day?
You must notify your department at the beginning of each work day, or as soon as administratively possible, when you cannot come to work due to illness or injury. Your supervisor will authorize pay using an Incidental Day provided you have such days available. Days requested for personal business should be requested of your supervisor in advance.

How do I report the use of an Incidental Day?
If you are paid semi-monthly, you will report the use of an Incidental Day on the Absence and Overtime Form. If you are hourly staff, Incidental Days are reported on the electronic timekeeping system.

Can Incidental Days be used by the hour?
Yes. Incidental Days can be used in the smallest increment allowable in the payroll system (currently 15-minutes).

Are 10 Incidental Days enough?
Historical data for Notre Dame staff shows that 85% of employees use less than 10 days each year.

If an employee doesn’t have incidental days, what happens?
Vacation time will be used. If vacation time isn’t available, the employee will go unpaid.

10 incidental days – how detailed to do you need to report it? Can I call in and just say incidental day?
The regular departmental call-off procedure should continue to be used.

What if an employee is hired as part time and then goes to a full time position, how does the amount of incidental hours work?
Their allotment of Incidental Days will be based upon status as of January 1.

Can you use Incidental Days for time-off due to an immediate family member’s illness?
Yes. You may use Incidental Days for a spouse, parent or dependent child.

Do unused Incidental Days disappear at the end of the year or are they paid out?
They are not paid out and do not roll over. They are replenished each January 1st.

What happens to accrued vacation?
The vacation policy has not changed. Your vacation time still accrues per the policy.

June 28, 2016