Human Resources Policy Manual

<<  Section 11: Vacation  >>

  1. Earning Vacation
  2. Taking Vacation
  3. Transfer
  4. Termination

  1. Earning Vacation

    1. Vacations with pay are granted to all full-time and part-time staff members. Accrued vacation leave is available the first of the month following accrual.

    2. Vacation accrual begins the month the staff member begins working if the starting date of employment is the tenth of the month or earlier; otherwise, accrual begins the following month. Other personnel actions, service anniversary date or change to senior staff, affecting vacation leave accrual follow the same process in setting the effective date. Accrual continues through the month of termination if the date of termination is the twentieth of the month or later.

    3. Full-time staff members accrue vacation based upon their employment anniversary date as follows:

      • Senior Staff

        • First and Subsequent Years -- 1.83 (1 5/6) days per month.

      • Support Staff

        • First Year -- 0.83 (5/6) days per month.
        • Second through Seventh Year -- 1.25 (1 1/4) days per month.
        • Eighth and Subsequent Years -- 1.83 (1 5/6) days per month.

    4. Full-time staff members working less than 37.5 hours per week and part-time staff members who work at least 19 hours on a regularly scheduled basis earn vacation on a pro rata basis.

    5. Limited-time, temporary and casual staff members do not earn vacation.

    6. Staff members who are on leave of absence without pay for more than 11 working days during a calendar month do not earn any vacation for that month.


  2. Taking Vacation

    1. Vacations are scheduled at the mutual convenience of the department and staff member. Non-exempt staff may take vacation leave in increments of fifteen (15) minutes. Exempt staff may take vacation leave in increments of not less than one-half day.

      NOTE: These leave limitations do not apply when vacation leave is used for an absence for approved Family and Medical Leave.

    2. There is no provision for pay in lieu of earned vacation except at termination. However, accrued vacation is paid when a staff member changes status; i.e., change from a benefits eligible to a non-benefits eligible status; from staff to faculty, appointed position or student status.

    3. Staff are eligible to take vacation leave after completing 120 days of continuous service in a regular full-time or part-time status. Supervisors can waive the waiting period.

    4. For staff hired or reinstated prior to July 1, 2013, the maximum accrued unused vacation leave is 44 days. For staff hired or reinstated on or after July 1, 2013, the maximum accrued unused vacation leave is 22 days. The manager can waive the maximum accumulation with documentation submitted to the appropriate divisional human resources office. See item D.2 for payment at termination.

    5. University holidays occurring during a vacation period are not counted as vacation days.

    6. If a staff member is on a previously scheduled vacation and the University officially closes, the time the University is officially closed will not be charged to accrued vacation leave. However, the University must be officially closed for at least one-half day.

    7. Serious illness of a staff member occurring during vacation is considered sick leave and is not charged to vacation unless sick leave has been exhausted. Staff members may be required to furnish a written physician's statement. If the illness constitutes a 'serious health condition' under the Family and Medical Leave Policy, an eligible staff member must comply with those specific requirements. (See Section 15)

    8. Vacation cannot be taken in advance of being earned.

    9. Individuals on vacation may not be employed by another department of the University.


  3. Transfer

    1. Staff members transferring from one department to another department retain their accrued vacation.


  4. Termination

    1. Staff members who terminate following 120 days or more of service will be paid for unused vacation leave unless the termination is for unauthorized taking of University money or property.

    2. Eligible staff members hired or reinstated prior to July 1, 2013, receive pay for accrued unused vacation leave up to a maximum of 44 days. Staff hired or reinstated on or after July 1, 2013, receive pay for accrued unused vacation leave up to a maximum of 22 days.