Origination date: 10/1/93
Revised: 1/1/2000, 4/13/2004
Applicability: Academic Professionals, Administrators, Classified Staff, Service Professionals

Purpose

The purpose of the vacation benefit is to allow employees paid time away from work to relax, pursue personal interests, or to be with their families.

Eligibility

Regular employees working 50% time (20 hours per week) or more for a continuous period of six months or more are eligible to accrue and use vacation. An employee working on an academic-year basis is eligible for vacation leave. However, faculty are not eligible for vacation pay.

Regular part-time employees working fewer than 20 hours per week and temporary employees are not eligible for paid vacation leave.

During the probationary period, the supervisor may authorize the use of vacation time in anticipation that the employee will successfully complete the probationary period. Vacation time advanced under this provision will be limited to the amount the employee has earned to date. Any time used in excess of the leave balance must be time off without pay.

Earning/Accrual of Vacation

Full time classified staff accrue vacation time at the following rates:

  • First two years of continuous service (hire date to 2-year anniversary date) 11 days, not to exceed 88 hours per year.
  • Third through fourth years of continuous service (2-year to 4-year anniversary dates) 16 days, not to exceed 128 hours per year.
  • Fifth year and thereafter (4-year anniversary date forward) of continuous service: 22 days, not to exceed 176 hours per year.
  • Full time appointed personnel accrue vacation at a rate of 22 working days, not to exceed 176 hours per year.

All vacation time is accrued based upon hours worked. Holiday pay, paid compensatory time and approved vacation and sick leave pay also constitute hours eligible for accruing vacation pay. The maximum accrual rate is based upon 40 hours per week. Any employee working less than 40 hours per week will have their vacation accrual prorated based upon hours worked or period of time on contract.

Carry Forward of Accrued Vacation

An employee is encouraged to use his/her vacation hours each year, rather than permitting vacation to accumulate. Unused vacation leave may be accumulated and carried forward from one calendar year to the next in a total amount not to exceed one and one-half times the maximum number of days an employee accrues in a given year. This applies to all employees who accrue vacation time.

The amount of vacation leave hours carried forward, plus that earned during the current year, will constitute the number of days of vacation leave available to an employee at any given time.

Vacation Leave Upon Termination

In the event an employee entitled to vacation benefits retires, resigns, is discharged, dismissed, or otherwise reverts to an employee status that is not eligible for vacation benefits, the employee will be paid a lump sum amount for accumulated vacation time at the employee's compensation rate at the time of such change. In no event will such terminal vacation pay be allowed for more vacation time than the amount earned during the employee’s last year of service. The effective termination date, except in the case of a leave of absence, shall always be the last day the employee physically works on the job.

In the event of death, an employee's estate shall be paid for all accumulated vacation leave at the rate of pay in effect at the time of the employee's death.

If an employee is rehired within 12 months of termination, his/her prior months/years of service will be restored for vacation earning purposes.

Time Charges

All employees are required to complete a Record of Absence (ROA) form for all vacation and sick leave taken.

Supervisors shall not approve vacation leave that will cause an employee to use more than he/she has earned. By doing so, it will be considered a gift of state funds which is in violation of the law.

Sick leave while on vacation is authorized only when the employee has a major illness or injury and is unable to continue the vacation activity. A physician's written statement may be required to verify such an illness. Refer to Policy 4.03 Sick Leave.

Holidays falling within a vacation period will be treated as holidays and therefore not be charged to vacation leave. Refer to Policy 4.0 Holidays.

A supervisor shall allow an employee reasonable amounts of time off from his/her regular duties so he/she may conduct business with the Affirmative Action Office, the Employee Assistance and Wellness Office or the Human Resources Department. An employee shall be allowed to use work time and need not take vacation time, leave without pay, or makeup the time at a later date. However, time taken off to conduct business with the Affirmative Action Office, the Employee Assistance and Wellness Office or the Human Resources Department must be approved in advance by the supervisor to ensure that continuity of the department is maintained.

Scheduling of Vacation Time

An employee must request approval to use vacation time in advance of taking time off. Scheduling of vacation time will be the responsibility of the department head/supervisor concerned. While vacation will be granted, whenever possible, to satisfy individual requests, continuity of operations must be maintained. Consequently, vacations must be scheduled in accordance with the requirements of the university for the employee's services.

Reports and Records

Department supervisors are responsible for recording and maintaining accurate records of vacation taken by their employees. This responsibility includes timely reporting of hours taken and monitoring accruals. A department timekeeper may be assigned to assist a supervisor in this task but it remains his/her responsibility.