HR-402 Vacations (Prior to Jan 2024)

Summary

The University provides paid vacation to eligible employees to promote a healthy work-life balance. All benefit-eligible administrative, service and support staff and certain non-regular academic employees as approved by the chancellor and president are eligible to receive paid vacation. Employees are encouraged to use their vacation to take time off for rest and relaxation, and for personal reasons such as appointments, religious observance, and volunteerism.

Employees with primary titles that are administrative, service and support who are exempt from classification because their positions are primarily directing instructional or research activities are not subject to this policy.

If any part of this policy does not reflect the Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

CRR and Policy Provisions below will sunset as of 12/31/2023. Please refer to updated HR-402 Vacation Leave (as of Jan 2024) policy for absences on or after 01/01/2024.

Policy

Per Collected Rules and Regulations (CRR) 340.050: Vacations

(Amended Bd. Min. 10-1-19):

Eligibility
1. Eligible Employees – Benefit-eligible full-time administrative, service and support employees and certain non-regular academic employees as approved by the chancellor and president who have satisfied appropriate probationary periods shall be eligible for paid vacation time accrued from the date of employment.
2. Ineligible Employees – Employees with primary titles that are administrative, service and support who are exempt from classification because their positions are primarily directing instructional or research activities are not subject to this policy.
Accruals
1. Hourly Paid, Nonexempt Employees – Eligible hourly paid, nonexempt employeesaccrue vacation time over each pay period at the following rate:
  - 0-5 years inclusive: 12 days
  - Over 5 years: 17 days
  - Over 15 years: 22 days
2. Monthly Paid, Exempt Employees – Eligible monthly paid, exempt employees accrue vacation time over each pay period at the following rate:
  - 0-5 years inclusive: 17 days
  - Over 5 years: 22 days
Credit for vacation accumulates during vacations, sick leave, excused absence with pay and any leave of absence without pay granted for an on-the-job injury compensable under Workers' Compensation. Vacation accruals will be available to the employee only after returning to work in regular status.
Conditions Governing Vacation Accruals
1. Vacation is available for use once it is accrued, subject to appropriate supervisory approval.
2. Extra pay shall not be made in lieu of vacation leave.
3. Employees working on a basis of 75 percent - 99 percent full-time equivalence or more will accrue vacation time on a pro-rata basis.
Maximum Accruals -- An employee shall be permitted to accumulate two times the allowed vacation earned each year.

Further HR Policy Provisions

Additional HR-402 policy provisions below in accordance with CRR 340.050:

Accruals

Eligible employees who are in active status on the Monday of each week are eligible for the accrual for the corresponding week.
Eligible accruals are posted in the employee’s vacation bank every other week.
Partial weekly accruals are not granted.

Summary chart of accruals (based on 1.0FTE)

Type of Position	Years of Services	Days Earned Per Year	Hours Earned Per Week	Hours Earned per Pay Period	Maximum Accrual	Maximum Accrual (Hours)
Non-Exempt	5 years or less	12	1.85	3.69	24	192
	Over 5 years	17	2.62	5.23	34	272
	Over 15 years	22	3.39	6.77	44	352
Exempt	5 years or less	17	2.62	Based on number of Monday's in the month	34	272
	Over 5 years	22	3.39	Based on number of Monday's in the month	44	352

Unless otherwise noted in a corresponding policy (e.g., Shared Leave, Furlough), vacation time continues to accrue during vacation; sick time; leaves of absence with pay of at least 75 percent FTE; and leaves of absence without pay granted for disability compensable under Workers’ Compensation. Vacation accruals will be available to the employee only after returning to work in regular status.

Years of Service (vacation days earned per year)
1. All continuous benefit-eligible service from the date of employment is counted when determining years of service including:
  1. Authorized leaves of absence, with or without pay; and
  2. Authorized absences, with or without pay;
  3. Periods of continuous benefit-eligible service in academic positions.
2. A break in service is not counted when determining years of service.
  1. Employees who have a break in service do not receive credit for any previous benefit-eligible years of service if they later return to a benefit-eligible position.
  2. A break in service may include resignation, termination, retirement, or a change from a benefit-eligible position to a variable hour position.
Using Vacation
1. Employees should plan vacation in advance of the need for time off and submit requests to supervisors for approval prior to being absent. Supervisors have the responsibility of approving or denying vacation requests.
2. Absences from work that are not caused by an illness or injury must be accounted for by using vacation unless the time off is covered by other university approved paid time off. Employees who have exhausted vacation time may, with supervisory approval, take leave without pay in increments of whole days or less.
3. Official University holidays occurring during a vacation period are not charged to accumulated vacation time.
4. Vacation will not be considered as time worked for purposes of calculating overtime.
Unused Vacation
1. Any balance of unused accumulated vacation time is transferred with an employee transferring from one department or campus to another.
2. Employees changing from benefit-eligible to variable hour status will be paid accrued vacation in a lump sum at the time of change.
3. For employees changing from administrative, service and support to academic positions, see HR-113.
4. Employees changing from exempt to nonexempt status, and who have accruals that exceed the maximum allowed in the nonexempt status, will receive, at the supervisor's discretion, pay or vacation days for the excess accrued amounts before this status change is in effect.
5. Employees whose FTE is reduced and whose accruals exceed the maximum allowed with their new, lower FTE will receive, at the supervisor’s discretion, pay or vacation days for the excess accrued amounts before this status change is in effect.
6. Vacation payout for monthly (exempt) employees will be computed using the hourly rate of pay.
7. Upon resignation, termination, or an employment change to a variable hour position, payment for all unused, accumulated vacation may be made, provided the employee has satisfactorily completed the probationary period.
Procedure Information
Vacation must be recorded in the University’s time keeping system as part of the regular payroll processing cycle.

Summary

Policy

Further HR Policy Provisions

See Also