Leave and Time Off Policies
Refer to the information below for policy details regarding Paid Leave, Holidays, FMLA, Parental Leave, and Unpaid Leave. Select the appropriate section based on your status (funding source and institution) to find your specific leave policies.
Please see the tables for a quick guide, or read the full policies below.
Vanderbilt University Postdoc Leave
| Policy | VU Scholar, Research | VU Scholar, Trainee |
|---|---|---|
| PTO – Any scheduled absences(e.g., vacation, sick time, extended parental leave) | •20 days per fiscal year, prorated by quarters, 5 days a quarter. (Oct. 1, Jan. 1, April 1, July 1) •Must be used in the appointment year •All time off must be approved by your PI/Mentor |
|
| Holidays | 6 official VU holidays plus Winter Break | If NIH NRSA recipient, must comply with NIH policy |
| Family & Medical Leave | Up to 12 weeks job protected unpaid leave if meet eligibility requirements under FMLA and up to 16 weeks if meet eligibility under TMLA | Not covered under FMLA. May take up to 12 weeks of unpaid leave if a trainee for 12+ months for reasons outlined on policy document |
| Parental Leave | Eight-week paid parental leave for eligible parents/spouses | If NIH NRSA recipient, must comply with NIH policy |
| Unpaid Leave | Non-FMLA medical and personal leave can be requested | If NIH NRSA recipient, must comply with NIH policy |
Vanderbilt University Medical Center Postdoc Leave
| Policy | VUMC Research Fellow | VUMC Research Fellow Trainee |
|---|---|---|
| PTO – Any scheduled absences(e.g., vacation, sick time, extended parental leave) | •22 days per fiscal year, prorated by quarters, 5.5 days a quarter. (Oct. 1, Jan. 1, April 1, July 1) •Must be used in the appointment year •All time off must be approved by your PI/Mentor |
|
| Holidays | 8 official VUMC holidays. For information, visit: VUMC Holiday Calendar | If NIH NRSA recipient, must comply with NIH policy |
| Family & Medical Leave | Up to 12 weeks job protected unpaid leave if meet eligibility requirements under FMLA and up to 16 weeks if meet eligibility under TMLA | Not covered under FMLA. May take up to 12 weeks of unpaid leave if a trainee for 12+ months for reasons outlined on policy document |
| Parental Leave | Two-week paid parental leave for eligible parents/spouses Must be used before the child is 12 weeks old | If NIH NRSA recipient, must comply with NIH policy |
| Unpaid Leave | Non-FMLA medical and personal leave can be requested. | If NIH NRSA recipient, must comply with NIH policy |
Questions should be directed to either the VU or VUMC human resources postdoc representative:
VU Postdoctoral Scholar, Research (’employee’): funded by sources other than fellowships or training grants Paid Leave Time 20 days of paid leave time per fiscal year. Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5 days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor. Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated. All time off must be approved by your faculty PI/mentor. Holidays In addition to paid leave time, official holidays are: Family & Medical Leave Up to 12 weeks* of job protected unpaid leave if you meet eligibility requirements under FMLA and up to 16 weeks in certain circumstances if you meet the eligibility requirements under TMLA. For details, visit: FMLA and TMLA Leave *up to 26 weeks of military leave to care for a covered service member with a serious injury or illness if you meet eligibility requirements. Parental Leave An eight-week paid parental leave to eligible parents/spouses is available which must be used within the first 4 months following birth or adoption. Unpaid Leave Non-FMLA medical and personal leaves can be requested in accordance with guidelines located at: VU Leave of Absence
VU Postdoctoral Scholar, Trainee (‘non-employee’): funded by fellowship or training grant Paid Leave Time 20 days of paid leave time per fiscal year Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5 days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor. Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated. Holidays If you are a NIH NRSA recipient, you must comply with the NIH policy located at: Sec. 11.3.16.1 Leave. November 2016. If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu) Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement. All time off must be approved by your faculty PI/mentor. Family & Medical Leave Although not covered under FMLA, you may take up to 12 weeks of unpaid leave if you have been a postdoc trainee for at least 12 months. Trainee must use the leave for one of the following reasons: serious health condition of trainee or immediate family member (spouse, child or parent); birth or adoption of trainee’s child or to care for a newborn child. Parental Leave If you are a NIH NRSA recipient, you must comply with the NIH policy located at: Sec. 11.2.13.1 Parental Leave, revised: 10/01/2017. If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu) Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement. Unpaid Leave If you are a NIH NRSA recipient, you must comply with the NIH policy located at: Sec. 11.2.13.1 Parental Leave, revised: 10/01/2017. If you are a non NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu) Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement.
VUMC Research Fellow (’employee’): funded by sources other than fellowships or training grants Paid Leave 22 days of paid leave time per fiscal year Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5½ days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor. Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated. Holidays In addition to paid leave time, holidays are published by VUMC Human Resources. For information, visit: VUMC Holiday Calendar. All time off must be approved by your faculty PI/mentor. Family & Medical Leave Up to 12 weeks* of job protected unpaid leave if you meet eligibility requirements under FMLA and up to 16 weeks in certain circumstances if you meet the eligibility requirements under TMLA. For details, visit: FMLA and TMLA Leave *up to 26 weeks of military leave to care for a covered service member with a serious injury or illness if you meet eligibility requirements. Parental Leave A two-week paid parental leave to eligible parents/spouses is available which must be used before the child is 12 weeks old. Unpaid Leave Non-FMLA medical leave of absence is used for a medical leave that does not qualify under FMLA. For details, visit: VUMC Leaves of Absence or speak with your department administrator.
VUMC Research Fellow Trainee (‘non-employee’): funded by fellowship or training grant Paid Leave Time 22 days of paid leave time per fiscal year. Paid leave time accrual will be prorated by quarters (October 1, January 1, April 1, July 1), 5½ days per quarter. Paid leave time can be used for scheduled absences such as vacation and extended parental leave and unscheduled absences for reasons such as an illness or injury. Time off must be used in the appointment year and discussed with and approved by the faculty PI/mentor. Paid leave time used for vacation days must be approved in advance by the faculty PI/mentor. Paid leave time can be used for the postdoc’s illness or that of a family member. If an illness extends beyond the available accrued days, the postdoc may request an unpaid leave. Any unused time does not carry over and is not paid out at the end of the appointment year or when an appointment is terminated. Holidays If you are a NIH NRSA recipient, you must comply with the NIH policy located at: Sec. 11.3.16.1 Leave. November 2016. If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu) Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement. All time off must be approved by your faculty PI/mentor. Family & Medical Leave Although not covered under FMLA, you may take up to 12 weeks of unpaid leave if you have been a postdoc trainee for at least 12 months. Trainee must use the leave for one of the following reasons: serious health condition of trainee or immediate family member (spouse, child or parent); birth of trainee’s child or to care for a newborn child. Parental Leave If you are a NIH NRSA recipient, you must comply with the NIH policy located at: Sec. 11.2.13.1 Parental Leave, Revised: 10/01/2017. If you are a non-NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu) Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement. Unpaid Leave If you are a NIH NRSA recipient, you must comply with the NIH policy located at: Sec. 11.2.13.1 Parental Leave, Revised: 10/01/2017 If you are a non NIH NRSA recipient, contact the OPA (opa@vanderbilt.edu) Note: notices of policy changes in the NIH Grants & Contracts can supersede information in the NIH Grants Policy Statement
Updated November 10, 2020