3.1. 8 Vacation

Policy Section: Leaves of Absence

Policy Number and Title: 3.1.8 Vacation
Applicable to: All Regular Employees
Effective Date: July 1, 2012

Purpose

The University provides employees with paid time away from the workplace for their own health and well-being. The goal of this policy is to ensure consistency and fairness regarding the vacation benefit. Managers should develop and communicate clear, consistent and equitable procedures for requesting and tracking vacation time.

Application

Accruals & Full-Time Employees
Benefits-eligible full-time employees accrue vacation days during each fiscal year (July 1 to June 30) as follows:
 
Employee Categories
> Administrative monthly-paid, exempt employees
> Office, clerical, laboratory and technical support nonunion biweekly-paid, nonexempt employees
> Academic professionals (researchers, specialists and librarians appointed through the Office of the Dean of the Faculty)
 
> Maintenance and service biweekly-paid, nonunion nonexempt employees (who do not receive bundled time)
 
> Union employees
Vacation Accruals
> Up to 24 days per fiscal year of either 7.25 or 8 hours per day, depending on work schedule (equivalent of 2 days credited at the end of the respective pay period for monthly-paid staff and equivalent of .92 days for biweekly-paid staff)
 
 
 
 
> Refer to calculation schedule based on length of service.
 
 
 
> Refer to current union contracts
Dean of the Faculty Academic Professionals
Accrued vacation should be used by academic professionals hired on term appointments before the final end date if sufficient funding for vacation payout is unavailable from the grant or contract supporting their salaries. For academic professionals hired on renewable appointments, vacation time may be accrued in accordance with this policy, but all accruals should be used prior to the final end date.
Accruals & Part-Time Employees
Benefits-eligible part-time employees are eligible to accrue vacation days on a prorated schedule during each fiscal year based on their regularly scheduled duty time and number of pay periods. Refer to the appropriate calculation schedules provided.
Crediting & Accruing Vacation Time
Employees cannot accrue more than 48 vacation days.
 
Vacation time is accrued and credited at the end of the pay period. Vacation time can be used as it is accrued.
 
Employees who work half or more of a pay period receive the full accrual for that pay period. Employees who work less than half of a pay period receive half the accrual for that pay period.
 
If employees, for whatever reason, experience a change to their regular work schedule that is not temporary, their prior accrued vacation time is not impacted. There is no loss or gain to the employee’s prior accrued vacation balance. However, effective the date of the schedule change, the vacation accrual going forward is based on the new work schedule.
Tracking Time Off
Managers and their employees are responsible for maintaining accurate time and attendance records to:
 
> ensure vacation balances are known and documented at all times and
> be compliant with the provisions of federal, state and University regulations.
Flexible or Irregular Work Schedule
Employees working a flexible or irregular work schedule are expected to follow the same policy guidelines as employees on a regular work schedule.
Accruals During Disability or Worker’s Compensation Leave
Employees approved for short term disability will not accrue vacation time while on leave (refer to policy 3.1.10 Short Term Disability).
 
Employees approved for workers’ compensation leave who have been continuously disabled and who are certified to return to work within the 26-week period will continue to accrue vacation days for the first three months they are on workers’ compensation leave (refer to policy 3.1.11 Workers' Compensation.
Scheduling Vacation
Employees should request approval for vacation time as early as possible to give supervisors the opportunity to review schedules to see if it is reasonable to accommodate the employee's request and adequately staff the workplace. Supervisors should review these requests and ensure that they are fair, consistent and equitable in their consideration and approvals.
 
As a best practice employees should take their vacation time in full- or half-day increments whenever possible. Vacation time is tracked and paid in hours. Vacation hours taken are drawn down from the employee’s vacation accruals.
 
For those less than 12-month employees, vacation must be taken within the employees’ normal annual work schedules and not during their unpaid leave of absence time, which includes summer break.
 
Terminating or transferring employees are expected to be at work and not to take vacation during their notice period, in order to ensure a smooth transition of work responsibilities (refer to policy 4.1.1 Resignation). Any exceptional circumstances should be discussed by the employee’s manager and the senior HR manager.
Vacation for Newly Hired Employees
Newly hired employees who have a vacation planned prior to accepting the job offer may request vacation time in advance of earning the accrual. This must be done at the time of hire; any requests after the hire date will be subject to the normal guidelines of this policy.
 
Should these newly hired employees terminate from the University prior to accruing the appropriate number of vacation days taken, the unaccrued vacation balance will be deducted from their final paycheck. Hiring managers should work closely with the staffing specialist and senior HR manager to ensure consistency and fairness with this process.
Vacation During a Weather Emergency
Circumstances Impacting Scheduled Vacation
At times, there may be unanticipated life events that prevent an employee from benefiting from vacation time as planned.
 
In order to convert vacation time to sick time, time lost due to an accident, illness or injury requiring physician’s care will be reviewed on a case-by-case basis by the employee’s supervisor in consultation with the senior HR manager and the Office of Employee Health. The employee may be required to submit the appropriate medical certification to the Office of Employee Health (refer to policy 3.1.6 Sick Days).
 
In the event of a death of an immediate family member, the vacation time would be charged to bereavement leave (refer to policy
3.1.2 Death in the Family). The employee may be required to submit the appropriate documentation to the manager.
Transfer
When employees transfer or are promoted to another department, the managers of both departments should discuss how many unused vacation days the employees have. They should decide, in partnership with a staffing specialist and/or senior HR manager, whether the vacation days will be transferred as is to the hiring department or whether the employees should schedule vacation days prior to the transfer date.
 
Vacation time is normally not scheduled during the employee’s notice period to ensure a smooth transition. Employees are responsible for confirming their vacation day balances with their current supervisors prior to transitioning into their new positions.
Vacation Payout
Up to 30 days of accrued and unused vacation time are paid out to an employee upon termination of employment, at the beginning of an eligible long-term disability leave or at the beginning of an approved personal leave of greater than one month. Refer to policy 3.1.10 Short Term Disability for using vacation accruals to offset a disability period when the employee receives less than 100% pay.

Roles & Responsibilities

Termination /Retirement
Supervisor
The supervisor forwards the Termination/Retirement Form to the Office of Human Resources noting the amount of unused accrued vacation time, up to a maximum of 30 days (for 36.25-hour weekly schedules, this is 217.5 hours; for 40-hour weekly schedules, this is 240 hours) earned through the employee's termination date.
 
For biweekly-paid employees, the supervisor modifies the code in the Time Collection System.
Short Term Disability
Employee
Notifies supervisor of disability status while on vacation and provides medical documentation to the Office of Employee Health.
 
Supervisor
Notifies the Benefits Team so that vacation can be converted to short term disability leave upon approval of short term disability benefits.
Sick Days
Employee
Requests that sick day(s) occurring during vacation period are charged to sick time.
 
May be asked to provide Office of Employee Health with medical certification from physician.
 
Supervisor
Consults with senior HR manager and Office of Employee Health.
Other Documents & Resources

Contacts

Office of Human Resources
(609) 258-3300
Office of the Dean of the Faculty
(609) 258-3020

Last revision May 3, 2004.