Human Resources Manual

Policy No.: 4-3 This policy applies to:
Policy Name: Vacation Non-exempt staff
Effective Date: 08/01/04   Exempt staff
Revised: 08/20/09   Faculty

Policy

Regular full-time staff employees are provided vacation time off with pay in order to provide opportunities for rest, relaxation, and personal pursuits.

Employees begin earning vacation on their first day of work, and the amount of paid vacation time employees earn each year increases with the length of their employment as shown in the following schedule:

Length of Service Vacation Accrual
Year one 12 working days*
Year 1-2 13 working days
Year 2-3 14 working days
Year 3-4 15 working days
Year 4-5 16 working days
Year 5-6 17 working days
Years 6-7 18 working days
Year 7-8 19 working days
Years 8+ 20 working days

*prorated based on hire date

Procedure

Employees will be allotted the vacation they will earn during the upcoming fiscal year each August. Employees may use their vacation at any time during the year with the approval of their manager. At the end of each fiscal year, July 31, any unused vacation will be forfeited, and vacation for the next year will be allotted. Vacation days may not be carried over from one year to the next.

Upon starting work, new employees will be allotted a prorated amount of vacation commensurate with the time remaining in the fiscal year. Employees starting on or before the 15th day of a month will be allotted a vacation day for that month. New employees may not take vacation in their first three months of employment, with exceptions being made for employees starting between April 1 and July 15, inclusively.

Upon terminating employment, employees will be paid for unused vacation days that will have been earned by the date of termination. If an employee has used more vacation days than they have earned at the date of termination, pay for those days will be deducted from their final paycheck.

Paid vacation may be used in minimum increments of one hour for non-exempt employees. Exempt employees are required to use vacation only when a full day is missed. Partial day absences are not deducted from vacation for exempt employees with the exception of FMLA leave. Exempt employees are expected to use partial day leave responsibly and in consultation with their supervisor. Abuse of this provision will be viewed as a disciplinary concern and addressed accordingly.

Available vacation hours are reported on employee pay stubs (available through Employee Web Services) and are updated each pay period to reflect vacation time taken.

If a supervisor requires an employee to forego taking vacation because of an extraordinary work situation, an exception may be made to prevent forfeiture of vacation. This practice is intended for extraordinary and emergency situations and requires notification to Human Resources prior to the approval of the division Vice President

Sick leave and vacation continue to be earned while an employee is on vacation except when the vacation is used as part of an FMLA leave. Holidays occurring while an employee is on vacation will be paid as holidays and not charged against vacation.

Employees who abuse University leave policies and procedures may be subject to disciplinary action up to and including termination.