OM 8.3.10 Vacation - Administrative, General and Supervisory Staff

Policy Purpose

The University understands the importance of vacation time off for its employees. The purpose of this policy is to explain the guidelines and procedures for vacation time.

Policy Summary

Vacation time provides time away from work for an individual’s physical and psychological well-being.

Definition of Terms:

Eligible Employees

• Non-Exempt Hourly Staff and Exempt Salaried Staff
• Regular Full-time or Part-time Positions

Policy Statement

The University encourages staff to use accrued vacation time for rest, relaxation, and personal pursuits. Effective management of vacation time is shown to increase efficiency on the job, encourage continued employment and workplace morale.

Staff hired before June 30, 2023 will accrue vacation during the current fiscal year for the following fiscal year.

• Employees working 9, 10, or 11 months per fiscal year will be prorated based on actual months and daily hours worked.
• Vacation time is based on the number of hours worked per workday and the employee’s regular workweek schedule.
  • Regular Five (5) Day Workweek: seven and a half (7.5) hour per day or eight (8.0) hours per day
    • Example:
      • 37.5 hour employee = 75 hours bi-weekly
      • 40 hour employee = 80 hours bi-weekly

• • Staff on a flexible work schedule (i.e. – compressed workweek and flex days): The number of total hours of vacation time remains the same, but the number of actual days off would change.

Compressed Workweek Schedule: ten (10) or twelve (12) hour days

• • • • • Example:
          • Four (4) ten (10) hour days = Four (4) ten (10) hour vacation days
        • Example:
          • Two (2) twelve (12) hour days plus two (2) eight (8) hour days = Two (2) twelve (12) hour vacation days plus two (2) eight (8) hour vacation days

Accrued time will be front loaded for each fiscal year on July 1:

Non-Exempt Hourly Staff:

• • • Vacation days accrue per month worked and are based on consecutive years of service.
      • 1-5 years = 75/80 vacation hours
      • 6-10 years = 112.50/120 vacation hours
      • 11-20 years = 150/160 vacation hours
      • 21 or more years = 187.5/200 vacation hours

Exempt Salaried Staff:

• • • Vacation days accrue per month worked and are based on consecutive years of service.
      • 0-20 years = 20 vacation days
      • 21 or more years = 25 vacation days

Staff hired after July 1, 2023 will begin accruing vacation time on the first day of the month following the completion of one (1) full month of service. Example: Date of hire is June 10th, completion of one month is July 10th then vacation will begin accruing on August 1st.

• Employees working 9, 10, or 11 months per fiscal year will be prorated based on actual months and daily hours worked.

Vacation hours are available to use as time accrues based on the following:

Non-Exempt Hourly Staff Working:

• • • Seven and a half (7.5) hours per day accrue vacation hours at the rate of 6.25 per month worked.
    • Eight (8) hours per day accrue vacation hours at the rate of 6.67 per month worked.
    • Vacation hours can be used for partial or full days; minimum of 15-minute increments.
    • Accruable hours increase after completing 5 years, 10 years and 20 years of service.
      • 1-5 years = 75/80 vacation hours
      • 6-10 years = 112.50/120 vacation hours
      • 11-20 years = 150/160 vacation hours
      • 21 or more years = 187.5/200 vacation hours

Exempt Salaried Staff Working:

• • • Seven and a half (7.5) hours per day accrue vacation days at the rate of 1.67 per month worked.
    • Eight (8) hours per day accrue vacation days at the rate of 1.67 per month worked.
    • Vacation days can only be used in full day increments.
    • Accruable hours increase after the completion of 20 years of service.
      • 0-20 years = 150/160 vacation hours
      • 21 or more years = 187.5/200 vacation hours

Procedures

The University vacation policy allows staff to earn vacation hours based on the number of months, hours and years consecutively worked.

• Vacation time is considered an earned benefit.
• Vacation time cannot be used before it is earned.
• Vacation time can be used for any reason.
• Employees hired after July 1, 2023 will begin accruing vacation hours on the first day of the month following the completion of one (1) full month of service.
  • Example: Date of hire is June 10th, completion of one month is July 10th then vacation will begin accruing on August 1st.
• Vacation accruals are capped at the maximum of accruable hours based on consecutive years of service.
• Accrual balances over the capped maximum accruable number of hours or carryover hours and have no cash value at the end the fiscal year and will not be paid out if the employee leaves the university.
• Vacation time cannot be borrowed or transferred to another employee.
• Vacation requests for:
  • Two (2) or more consecutive weeks must be submitted at a minimum of one (1) month in advance for manager approval.
  • Three (3) or more consecutive days should be requested at least two (2) weeks in advance for manager approval.
  • The University understands that unknown situations may arise that prevent vacation requests being submitted in a timely manner.
• The University reserves the right to designate periods of time vacation can be used based on operational needs.
• A self-initiated move between departments will include transfer of vacation time. Vacation time may adjust depending on the position you move to.
• Employees will not accrue vacation time if they are on any type of leave of absence and must work the whole month to accrue vacation time. Regular use of vacation, sick or special personal days will not affect accruals like a leave of absence would.
• If an employee leaves the University then returns vacation accruals will restart on the return date of hire and prior vacation status does not apply.

Carry Over Days

• Employees hired before June 30, 2023 can carry over up to five (5) vacation days or 37.5/40 hours to the following fiscal year, however, they must be used by August 30, and unused carry over days will be lost.
  • These five (5) carryover days or 37.5/40 hours have no cash value and will not be paid if an employee leaves the University. Newly accrued or unused vacation days will be paid if proper notice is given and the employee meets the separation guideline requirements.
• Employees hired July 1, 2023 or after will continue to accrue time based on hours and months worked.
  • If after an employee's first year of service they have accrued more than the allotted hours on August 30th vacation hours will be set to accrual rates based on years of service hours indicated in the above section on Policy Statement.

Holidays

• If a recognized University holiday occurs during an authorized vacation period, the holiday will not be charged as a day of vacation time.

Resignation

• Active full-time and active part-time staff who resign in good standing, give a proper notice and meet the separation guideline requirements will be paid for unused and accrued vacation time.
  • Separation guidelines per policy 3.1.18 Termination/Resignation Policy.
    • Non-Exempt Hourly Staff: Two (2) Weeks’ Notice
    • Exempt Salaried Staff: Four (4) Weeks’ Notice
  • Pay in lieu of vacation is not permitted.
  • Vacation time is not allowed to be taken during an employee’s notice period.
  • Vacation time approved prior to the submission of a proper notice of resignation may be allowed.

Benefit-eligible staff accrue vacation in accordance with this policy. Furthermore, employees and supervisors are responsible for requesting, using, approving, and recording vacation in accordance with this policy.

Requesting Vacation Time

Supervisor’s Responsibility

• Accrued vacation hours are available for use by all eligible employees immediately upon accrual and with approval from the supervisor.
• Supervisors are responsible for scheduling and documenting vacation time used by exempt and nonexempt staff and will be accountable for the day-to-day management and application of this policy.
• Supervisor’s should encourage employees to use available vacation time within the current fiscal year (July-June) or as accrued time becomes available.
• Supervisors shall use discretion in scheduling vacation and should be reasonable in allowing the use of vacation time.
  • Factors to be considered may include peak workload periods, and other circumstances relevant to operational requirements or service and an employee’s personal situation or request.
  • Supervisors have the ability to deny time off requests based on business needs.
• Supervisors and department leaders should ensure that all university employees are aware of and understand the implications of this policy and related procedures.

Employee’s Responsibility

• Vacation time requires approval prior to use.
• All employees are required to report vacation time.
  • Non-Exempt Hourly Staff should request vacation time in the University’s timecard management system.
  • Union employees should request vacation time directly with their supervisor who will update the University’s timecard management system.
  • Union employees are required to adhere to the guidelines outlined in the Collective Bargaining Union Contract (CSEA).
• Exempt Salaried Staff should request time off in the University’s PeopleSoft Time Management System.

Human Resources: Monitors compliance with the policy to ensure consistency in practice, and will sponsor revisions when necessary.

Payroll Department: Records and tracks all vacation credits through the University’s timecard management system and PeopleSoft Management System.

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History

Policy Revision October 1989

Section Renumbered July 2011

Section Renumbered July 2012

Section Renumbered 2014

Revised August 2019

Revised March 2023

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