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Human Resources

Vacation

Date: August 2012

Policy: Vacation time is used for absences that are planned or scheduled in advance. It includes time off for rest, relaxation, recreation, and personal business, etc. Scheduling may be initiated by the supervisor or the employee, but vacation time must be scheduled in advance by mutual agreement between the employee and the supervisor. Accumulated vacation may also be used in other circumstances (e.g., accidents, illness in the immediate family in accordance with the Family Care Absence policy, etc.).

Eligibility. All regular full-time and part-time non-exempt employees are eligible for vacation benefits. All regular full-time and part-time exempt employees with year-round schedules are eligible for vacation benefits except faculty, lab instructors, and laboratory technicians with academic year appointments are not eligible for vacation.  Athletic coaches and athletic trainers are eligible for vacation time which must be used in a flexible manner in and around the active season of the applicable sport(s) (and may not be carried over annually).

Accruals - Exempt employees. Eligible full-time (1.0 full-time equivalent or FTE) exempt staff members accrue twenty (20) vacation days per year counting from the date of hire. One-fourth of the annual amount is available and vested at the beginning of each quarter (January 1, April 1, July 1, and October 1). New hires receive a pro-rated accrual on the first quarter date after employment begins. A full time (1.0 FTE) employee may accumulate a maximum of forty (40) days. Eligible part-time exempt staff members accrue vacation on a pro-rated basis.

Maximum accruals - exempt employees. An exempt employee's available vacation balance must be below 40 days (or the appropriate maximum for his/her FTE) prior to the beginning of each quarter in order to receive the next scheduled quarterly allotment. For example, if the available balance at the end of a quarter is 34 days and the quarterly allotment is 5 days, the full allotment will accrue bringing the total to 39 days. If no vacation has been used by the beginning of the following quarter, then only one (1) day will accrue to bring the balance to a maximum of 40 days and the remaining 4 days will be forfeited. It is prudent to keep the balance at least one quarter’s accrual (e.g., 5 days in the example above) below the maximum.

Accruals - non-exempt staff. Non-exempt employees accrue vacation for each paid hour up to a maximum of 80 paid hours per biweekly pay period. Accrual rates and maximum balances for vacation are based on length of service according to the schedule below. Employees begin accruing at the appropriate rate on the date they begin working in a benefits-eligible position. Increased accrual rates based on length of service take effect on the date an employee begins his/her second or eighth year of service, as applicable.

Maximum Accruals - non-exempt staff. Once the maximum vacation accrual is reached, no further vacation accrues until vacation time is taken and the balance is reduced. Supervisors and employees are expected to schedule regular vacation usage so employees do not lose future accruals.

Vacation Accrual Schedule based on years of service – Non-Exempt Staff

Length of Service for Annual Vacation Entitlement Accrual Per Hour Worked Maximum Annual Accrual Max Balance Allowed
Up to one year of service. 0.0385 10 days or 80 hours 20 days (160 hours)
Starting in the 2nd year of service through the 5th year of service 0.0577 15 days or 120 hours 20 days (160 hours)
Starting in the 6th year of service through the 7th year of service 0.0577 15 days or 120 hours 30 days (240 hours)
Starting in the 8th year of service through the 10th year of service 0.0769 20 days or 160 hours 30 days (240 hours)
Starting the 11th year of service 0.0769 20 days or 160 hours 40 days (320 hours)

The annual accruals and maximum balances are based on a 40 hour week, 52 weeks per year (1.0 full-time equivalent or FTE).

Vacation Pay. Payment for vacation taken is made according to the regular payroll schedule. Vacation pay includes any applicable shift differential, based on the employee's regular schedule.

Vacation Pay at Termination. Upon termination of employment, an employee will receive a lump sum payment for any accrued but unused vacation. The termination date is the last day actually worked, and may not be extended by the use of vacation, holiday or sick time. Payment for unused vacation shall be included in the last paycheck provided that this is noted on the final timesheet or termination form. Otherwise, payment is made in the following pay period.