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Policies & Procedures - Staff Handbook Policy Changes

 

Vacation

Staff employees who are categorized as either regular full-time or regular part-time with benefits earn vacation leave. During the first year of employment, regular full-time staff employees (other than Research Postdoctoral Fellows) can earn ten (10) days of vacation leave. During the second through the tenth years of employment, regular full-time staff employees (other than Research Postdoctoral Fellows) can earn fifteen (15) days of vacation leave per year. During the eleventh and later years of employment, regular full-time staff employees (other than Research Postdoctoral Fellows) can earn twenty (20) days of vacation leave per year. Staff employees who are categorized as regular part-time with benefits can earn a pro-rated amount of vacation leave based on the percentage of full time they work. Research Postdoctoral Fellows can earn five (5) days of vacation leave annually.

Vacation leave is earned for each completed pay period. The rate at which you accrue vacation leave varies depending on whether your work week is 37½ or 40 hours long.

Unless you are a Research Postdoctoral Fellow, you accrue and carryover unused vacation leave depending on your years of service and your budgeted workweek hours (37.5 or 40) as indicated in the chart below.

 

Years of
Service

Monthly Rate of Accrual in Hours for a 37.5 Hour Work Week Employee

Annual Rate of
Accrual in Hours

Maximum Carry Over in Hours at 2X Cap

Maximum Carry Over in Hours at 1X Cap

0-1

6.25

75

-

-

1-10

9.375

112.5

225

112.5

10+

12.5

150

300

150



Years of
Service

Monthly Rate of Accrual in Hours for a 40 Hour Work Week Employee

Annual Rate of
Accrual in Hours

Maximum Carry Over in Hours at 2X Cap

Maximum Carry Over in Hours at 1X Cap

0-1

6.67

80

-

-

1-10

10

120

240

120

10+

13.3

160

320

160



Years of
Service

Bi-weekly Rate of Accrual in Hours for a 37.5 Hour Work Week Employee

Annual Rate of
Accrual in Hours

Maximum Carry Over in Hours at 2X Cap

Maximum Carry Over in Hours at 1X Cap

0-1

2.88

75

-

-

1-10

4.33

112.5

225

112.5

10+

5.77

150

300

150



Years of
Service

Bi-weekly Rate of Accrual in Hours for a 40 Hour Work Week Employee

Annual Rate of
Accrual in Hours

Maximum Carry Over in Hours at 2X Cap

Maximum Carry Over in Hours at 1X Cap

0-1

3.08

80

-

-

1-10

4.61

120

240

120

10+

6.15

160

320

160


Unless you are a Research Postdoctoral Fellow, you may accrue and carry over to the following year unused vacation leave up to one time (1X) your then-current rate of accrual per year. Once you have accrued this amount, you may continue to accrue vacation until your next subsequent anniversary date. On your next subsequent anniversary date, any unused vacation in excess of one time (1X) your then-current rate of accrual per year will be forfeited.

Employees hired before June 30, 2016 will have a two year grace period before they are impacted by this policy change. During the grace period, employees will continue to accrue and carryover vacation at twice their annual rate of accrual. 

The employee’s two year grace period begins on their first anniversary date following July 1, 2016.  

Vacation leave may also be donated to the vacation transfer pool. 

If you are a Research Postdoctoral Fellow, you must use your accrued vacation during the year it is accrued or lose it. You may not carry over unused accrued vacation to the following year.  

You may not use vacation leave before it is accrued. Note: You do not accrue vacation leave unless and until you have completed six (6) consecutive months of employment with the University. If you resign or are terminated prior to completing six (6) consecutive months of employment, you have no accrued vacation leave. 

If you transfer from one department to another, your accrued vacation leave will transfer with you. If you transfer from a staff position to a faculty or administrative position, a record of your vacation leave accrued prior to the transfer will be maintained, and unless you are a Research Postdoctoral Fellow, you will receive payment for any accrued but unused vacation leave when your employment with the University terminates, at the pay rate applicable prior to the transfer. Research Postdoctoral Fellows will receive payment for any accrued but unused vacation leave when employment with the University terminates.  

You will continue to accrue vacation leave while on paid leave, but you will not earn vacation leave while on unpaid leave, except in the case of certain types of military leave. See the “Military Leave” section of this Handbook.  

If a standard University holiday occurs during an approved period of vacation leave, the holiday will not count as vacation leave. If you become ill during an approved period of vacation leave, the period of illness occurring during the approved vacation will count as vacation leave. If an emergency closing occurs during an approved period of vacation leave, the period of the closing will count as vacation leave. If you give two (2) weeks’ notice of voluntary termination of employment with the University and fail to report to work during the notice period, your accrued but unused vacation leave will be reduced accordingly.  

You are required to give your supervisor at least two (2) weeks prior notice of a desired period of vacation leave. Every consideration will be given to your request for vacation leave; however, your supervisor is responsible for scheduling vacations according to departmental needs. If the requested periods of vacation leave of two or more employees conflict, the employees’ length of service will be considered.  

Non-exempt employees with accrued vacation must record vacation for the actual time missed from work. Exempt employees with accrued vacation must record vacation in one-half (1/2) day increments.  Time away for less than one-half (1/2) day will not be charged against the employee's vacation balance for exempt employees.  

If you terminate your employment with the University after at least six (6) consecutive months of service, you will receive payment for your accrued but unused vacation leave.  

This policy update to the Vacation Policy is effective July 1, 2016. 

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