Vacation Days

Policy no. IV-6
Effective date: 07/01/2009
Scope: full-time and part-time employees who work half-time or more
Exclusions: temporary employees


Policy Statement

The university recognizes the need of employees to have paid time off for recreational, religious, cultural, and other personal reasons.  The university promotes the idea that a reasonable period of time per fiscal year is allowable regardless of the nature and reason for using the time and prefers to provide these days as vacation days. 

      Vacation days for faculty are assumed within the term designated in each faculty member's appointment letter.  Staff employees accrue vacation days monthly and may use them after the days are earned at any point during the fiscal year.  Unused earned vacation days can also be carried over to the next fiscal year as shown in the Calculating Vacation Days chart.  The maximum amount of vacation days that can be carried over cannot exceed an employee’s maximum annual allowance and must be used within the next fiscal year.

      New hires to the university are eligible to use earned vacation days after successful completion of their employment orientation period. 

      Vacation days may be used at the employee’s discretion and with the supervisor’s approval only after they are earned and provided that:

      •     The time off is pre-scheduled and coordinated with other time off
      •     The time off is used in whole- or half-day increments

Staff employees with at least one year of service and who are in good standing may request approval from their supervisor to purchase an additional five (5) to twenty (20) vacation days each fiscal year.   Purchased vacation days must be used within the fiscal year in which they were purchased.  Payments for the additional vacation days will be evenly deducted from each paycheck during that fiscal year.   Once supervisory approval has been granted, employees must complete the Additional Vacation Day Purchase Request and submit it to the Human Resources Information Systems Department for processing.  Requests must be submitted by June 15th in order to process them for the upcoming fiscal year. 

Supervisors are responsible for maintaining annual records of earned time as of July 1 and of used time during the year.  These records will be necessary in the event that 1) the employee needs to draw upon this time before taking an unpaid leave, 2) the employee transfers to another department or 3) the employee terminates employment.  If an employee transfers to a position that accrues time off on a different basis, the accrual will begin effective upon the transfer; the current year’s earned time remains unchanged.  If an employee terminates, unused earned time to the date of termination will be paid.  In the event of an employee's death, unused earned time will be paid to the employee's estate.

CALCULATING VACATION DAYS
  # of months worked 11 days per year*
(6.875 hours per month)
16 days per year**
(10.67 hours per month)
21 days per year***
(14 hours per month)
 
1
1
1
2
 
2
2
3
4
 
3
3
4
5
 
4
4
5
7
 
5
5
7
9
 
6
5
8
11
 
7
6
9
12
 
8
7
11
14
 
9
8
12
16
 
10
9
13
18
 
11
10
15
19
 
12
11
16
21
Maximum Fiscal Carry-over
11
16
21
_____ An employee receives credit for a month if they have worked over the 15th.
*11 days Category III (Nonexempt Staff) 1-5 years of employment.
**16 days Category II (Exempt Staff) 1-5 years of employment and Category III with 5 years of employment.
***21 days Category I (Senior Staff), Category II with 5 years of employment, and Category III with 15 years of employment.

 

Additional Vacation Day Purchase Request form

 

Policy Administration: Benefits Office

Reference: Benefits Brochures, Employment Orientation Period (II-10), Internal Employment Opportunities Policy (III-1), Absences and Leaves for Personal Medical, Family Medical, and Parenting Reasons Under the Family and Medical Leave Act Policy (IV-8), Other Leaves of Absence Policy (IV-11)