PTO & LEAVE
This section is designed to provide you with a clear understanding of our policies and procedures regarding time off and various types of leaves. As you navigate through this section, you will gain insights into how we support your well-being by offering a range of options that cater to your individual needs and circumstances.
Holidays
We offer 12 paid holidays to all full-time employees. You can find a full list of City of Boston recognized holidays at boston.gov/holidays.
Vacation
ELIGIBILITY
All City of Boston employees who work at least 35 hours per week are entitled to vacation leave benefits. Employees who work 20 hours or more per week are entitled to vacation leave on a pro-rated basis.
Once you become eligible, you must work at least 1 (one) day in the following year in order to use vacation leave. You must complete your 6-month probationary period before you can access vacation time.
Note: For information on how extended leave may affect your vacation eligibility, please refer to the Vacation Eligibility Provision for Extended Leave Info Sheet.
ACCRUAL
Full-time, benefit-eligible, non-union employees who start work between January 1 and July l are entitled to one (1) week of vacation at the end of their probationary period. If you start work after July 1, you are also entitled to one (1) week of vacation after your probationary period, and you may be eligible for an additional week at the appointing authority’s discretion.
On January 1 each year, non-union employees* receive vacation leave according to the following schedule:
An employee who has more than six months of actual work, and up to fourteen (14) years of service, shall receive four (4) weeks vacation.
An employee who has more than fourteen (14) years of service shall receive five (5) weeks vacation.
An employee who has more than thirty (30) years of service shall receive six (6) weeks vacation.
Union employees should reference their CBA to understand how much vacation leave they are entitled to.
*Please note that vacation accruals may vary for some non-union employees, including those who are Temporary Mayoral Staff (TMS), Fire Cadets, Sworn or Uniformed non-union staff with the Boston Police and Boston Fire Departments, and non-union managers at the Boston Public Library.
Union employees should reference their CBA to understand how much vacation leave they are entitled to.
If you have worked in public service in the state of Massachusetts, Suffolk County, or certain other types of service, you may be eligible to receive credit toward yours years of service as it relates to vacation accrual. Please reach out to your Department HR Manager or Personnel Officer to assist in this process.
USING VACATION LEAVE
You must provide at least 48 hours notice when requesting to use vacation leave, and approval is contingent upon the operational needs of the department. A maximum of 10 (ten) days can be carried over into the new calendar year and must be used by December 31st.
If you have any questions about eligibility, accrual, or use of vacation leave, please reach out to your department’s HR Manager/Personnel Officer.
Sick Days
Benefits-eligible, non-union employees begin accruing sick time immediately upon hire at a rate of 1.25 days per month. They can access that sick time as soon as there is a balance available in the employee’s Employee Self Service (ESS) account.
Union employees should refer to their collective bargaining agreement (CBA) to understand the rate at which they will accrue sick time, and whether or not they can utilize sick leave during their probationary period. Unused sick time is carried over from year to year.
Sick days may be used in the following circumstances:
Illness
Injury
Serious illness in the immediate family
Illness or disability resulting from pregnancy or childbirth
Exposure to contagious disease
Doctor or dentist appointments of the employee or the employee’s immediate family
If you are unable to attend work because of illness, you must notify your supervisor no later than 1 (one) hour prior to the start of your shift. Similarly, if you become ill during the work day, you must give notice to your supervisor before you may leave.
The City of Boston monitors employee sick leave per the City’s Attendance Policy and takes action accordingly to address any issues.
Sick Leave Bank
The City has an Extended Sick Leave Bank program which provides extended sick leave to participating employees that have experienced a serious or catastrophic illness or injury (not Workers’ Compensation related) and have exhausted all accrued time (Sick, Vacation, Personal, and Compensatory).
To be eligible to access the Sick Bank, you must have donated at least one (1) sick day during the previous annual donation period.
Sick Leave Redemption Upon Separation
Sick Leave Redemption enables eligible employees to receive a percentage-based payout of their unused accrued sick time at their final rate of pay upon separation from the City of Boston. This payout is designed to benefit employees who are leaving their jobs under certain conditions—such as retirement, resignation, or death—or as outlined in their collective bargaining agreement, when applicable.
For non-union employees, the percentage of unused time you may redeem is dependent on the three-letter “union code” associated with your position:
If your union code is EXM, you can redeem up to 39% of your unused sick time upon separation from the City. This applies if you retire or resign after working for 20 years, or if you pass away.
If your union code is MYN, MYO, or CDH, you can redeem up to 37% of your unused sick time upon separation from the City. You get this benefit if you retire, resign after 20 years, or if you pass away.
If you are unsure of your position union code, please speak with your Department’s HR Manager or Personnel Officer.
Employees represented by a union should consult their collective bargaining agreement to determine their eligibility for this benefit.
Personal Days
A personal day is paid time off that can be used for any reason, including personal or family emergencies, medical appointments, etc. Non-union employees earn six (6) personal days per year. These days are referred to as “personal from sick” because the time is deducted from accumulated sick leave. However, personal days are not considered sick leave for City purposes of monitoring sick leave usage or annual redemption of sick leave. Requests to use personal time do not require 48 hours notice, and requests of an emergency nature shall not be unreasonably denied.
Union employees should reference their CBA to understand their personal time benefit. If you have any questions about utilizing personal days, please reach out to your department’s HR Manager/Personnel Officer.
Bereavement Leave
The Bereavement Leave Policy is designed to support employees during a difficult time by allowing them to take paid time off from work when an immediate family member or someone they live with passes away. This policy recognizes the emotional and logistical challenges that come with losing a loved one, such as needing time for grieving, making funeral arrangements, and handling other personal and family affairs.
For benefits-eligible non-union employees, the Bereavement Leave Policy outlines how to access bereavement leave, ensuring they have the necessary time to cope with their loss without the added stress of losing income.
Employees whose positions are represented by a union have their leave benefits outlined in a collective bargaining agreement (CBA), which might have specific provisions for bereavement leave that differ from the City’s general policy. These provisions could vary in terms of eligibility, the amount of paid time off provided, and which family members' deaths are covered under the policy. Union employees are encouraged to consult their CBA to understand the specifics.
Cancer Screening
All City of Boston employees are able to access a certain amount of leave each calendar year for various types of cancer screening. Non-union employees may use up to 4 hours per year. If your position is represented by a union, please reference your CBA to understand how many hours per year you receive.
You may use this benefit to be screened for the following types of cancer: breast, prostate, colon, skin, thyroid, oral cavity, lymph nodes, reproductive organs, and lung.
Medical Leave
The City of Boston provides additional medical leave to meet the work-life needs of employees, in accordance with laws and regulations as well as to attract and retain talent.
Depending on your length of service and the specific reason for needing to take a leave of absence, you may be eligible for one or more of the following types of medical leave:
Family Medical Leave (FMLA)
Parental Leave (see next section)
Reasonable Accommodation for a Disability
City of Boston Medical Leave
Organ Donation Leave
Unpaid Medical Leave
Parental Leave
The City seeks to promote health and wellness for employees and their families by providing up to 12 weeks of paid parental leave (PPL) to eligible City employees for the care of and bonding with a child added to their immediate family.
PPL can be used for the addition of a child under the age of 18 (or under age 23 with a physical or mental disability) to your family through:
Childbirth (regardless whether or not you are the birthing parent)
Surrogacy
Adoption (including the adoption of a spouse or partner's children)
Foster care or other legal placement of a child in your home
If you meet the eligibility criteria for PPL and experience a pregnancy loss for any reason prior to 20 weeks, you may be eligible for leave with pay for up to five (5) days. You may also be eligible for additional leave under the City’s FMLA Policy.
If you would like to learn more about PPL eligibility, pay rate, or how to apply, you can find PPL Employee FAQs on Beacon or reference the Paid Parental Leave Employee Guide as a helpful visual to navigate this process.
BPS School Preview
Four hours of work time may be taken for the purpose of previewing Boston public schools for the first time, or for students who wish to move to a new BPS school.
Boston Public Schools holds school preview time each year from mid-November to the first week in February.
Additional Leaves Of Absence
The City also grants Military, Small Necessities, Personal, Domestic Violence, Jury Duty, and Education leaves as applicable. The conditions and lengths of these leaves vary according to the applicable collective bargaining agreement.
Depending on your department's operating needs, and with the approval of the Appointing Authority, you may be granted an unpaid personal leave of absence for up to one (1) year. Requests for personal leave should be initiated at least three (3) weeks before your departure date. Upon returning from a personal leave, you will be placed in the same position or a similar position of equal classification.
If you are a union employee, consult your collective bargaining agreement to determine if you are eligible for personal leave. Non-union employees should consult with their Department HR Manager/Personnel Officer for specific conditions and length of leaves.
Effect of Extended Leave on Vacation Eligibility
Employee Vacation Eligibility Info Sheet.pdfReview this info sheet for information about how taking an extended leave may impact your vacation eligibility.
Key Takeaways:
For most employees, vacation is allotted annually on January 1, but extended or intermittent leave exceeding 12 weeks in a calendar year may delay your eligibility to use it.
If you’ve taken more than 12 (cumulative) weeks of leave in the past year, you’ll need to make up the time before you can access your vacation leave benefit.
The system may show the allotted vacation in your time bank following an extended leave, but this time may not be usable until HR reviews and adjusts it.
This provision applies to all employees, excluding uniformed Fire and Police, Boston Public Schools, AFSCME 1526 (BPL), and IBEW.
Questions about Extended Leave and Your Vacation Eligibility?
For any questions, please reach out to your department’s HR team or submit a ticket through the Beacon portal (accessible via access.boston.gov).
