3.1. 8 Vacation

Vacation is paid time away from the workplace that is provided for the health and wellbeing of employees. Vacation time that is accumulated during a fiscal year (July 1 through June 30) is normally taken in the next University fiscal year. However, with supervisory approval, employees may also take vacation time in the same fiscal year as it is accrued.

 

The number of vacation days that can be accrued differs according to staff: biweekly office and clerical and laboratory and technical support (full time: 22 days per year); maintenance and service (according to years of service — see attached computation schedule); and monthly administrative (full time: 24 days per year).

With less than a full year of service or in a year in which an unpaid leave of absence has occurred, vacation is computed on the basis of the weeks that have been worked during a fiscal year (see attached Computation of Vacation).

 

Vacation time cannot be taken before it is accrued. 

Regular part–time employees are paid on a prorated basis. The schedule for calculation of vacation time for both full– and part–time regular employees is explained in Computation of Vacation. 

Supervisors should make every effort to schedule vacation to accommodate the preference of the employee. However, the University has the right to require individuals to take vacation at specified times because of work schedules or budgetary reasons. Employees should request vacation time in advance of the proposed leave period to give supervisors maximum opportunity to arrange schedules to accommodate the employee's request and adequately staff the workplace.

 

All vacation must be taken within the employee's normal yearly work schedule. For example, ten–month employees must take vacation during the months they work; otherwise vacation accrued during the current fiscal year is carried forward into the next ten–month work period. 

All vacation time accrued in one fiscal year should be taken before the end of the following fiscal year. Employees may carry over up to six unused days according to the policy of the individual department and as approved by the employee’s supervisor and the Office of Human Resources. Union employees should refer to their union contract for specific information regarding vacation carryover. 

Vacation time is not accrued during a short term disability leave of absence nor credited upon employees’ return to work. Employees approved for worker’s 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 (see Leaves of Absence/Workers' Compensation, Short Term Disability). 

Time lost due to accident, illness or injury that occurs during a vacation period is normally charged to vacation. However, under unusual circumstances, an employee may request that this time be charged as sporadic absence. Immediately upon return the employee must submit a physician's statement certifying that during the days in question the employee would have been unable to perform normal job duties. This exception does not apply for illness or injury of a family member which occurs during the employee's scheduled vacation. 

Vacation time accrued during the Probationary Period. Probationary employees do not accumulate, and are not entitled to take vacation during the 90–day Probationary Period. However, at the end of that 90–day period, the employee is credited with vacation time retroactive to the initial employment date (see Conditions of Employment/Probationary Period). 

Regular employees who terminate their employment, except for those who are in the 90–day Probationary Period, are compensated for accrued but unused vacation up to a maximum of 30 days. 

When an employee is transferring from one department to another, the affected supervisors should consult together about the number of vacation days that the employee has accrued. Similarly, when there is a reduction or increase in duty time the impact on accrued vacation days should be assessed. In both instances, managers should review the situation with the Office of Human Resources before making a final decision. 

Normally, when an employee is rehired, service will be bridged (including service which affects the calculation of available vacation days) after the employee has been in the new position continuously for a period of one year (seeBenefits/Crediting of University Service).

 

Managers should always consult with the Office of Human Resources to discuss any unusual circumstances which might affect calculation of vacation and service credits.

Employee:

Requests vacation leave in advance of proposed vacation period in accordance with department procedure.

 

Supervisor:

Approves request or reschedules vacation time to accommodate both the employee and the work situation. 

The supervisor sends the Termination Form to the Office of Human Resources noting the amount of unused vacation time accrued (up to a maximum of 30 days) as of the employee's termination date.

 

For biweekly–paid employees, the supervisor modifies the code in the Time Collection System. 

Employee:

Notifies supervisor of disability status while on vacation and provides medical documentation.

 

Supervisor:

If employee qualifies for disability, sends Leave of Absence Form to the Office of Human Resources (with notification that employee is disabled) placing employee on disability leave of absence.

Employee:

Requests that sporadic absence day(s) occurring during vacation period be charged to Sporadic Absence.

 

Provides supervisor with physician's statement certifying inability to perform normal job duties during day(s) in question.

 

Supervisor:

Approves request (see Leave with Pay/Sporadic Absence, Short term Disability, Workers' Compensation Disability).

 

 

3.1.11 Workers’ Compensation 

 

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