Vacation - Non-Exempt Staff

Last Updated 01/09
Applies to Non-Exempt Staff
Related Policies: Attendance, Family and Medical Leave, Sick Leave – Staff, Holiday

Policy

The University offers vacation time with pay to provide opportunities for rest and personal convenience.

Eligibility

Regular full-time and part-time non-exempt staff are eligible for paid vacation. Temporary/on-call employees are not eligible for this benefit.

Vacation Accrual

Vacation time begins to accrue immediately upon employment and becomes available for use after the completion of the staff member’s 90 day orientation period. Vacation time is accrued each pay period based on the table below. Vacation time can accrue up to one week over the annual vacation amount. Once the maximum is accrued, no additional hours are earned until vacation time is used. Hours in the vacation accrual remain available for use.

The amount of paid vacation time staff members receive each calendar year increases with the length of their employment. Accrual rates are based on the pay group, length of service and change on the pay period in which a service anniversary is reached that increases vacation eligibility. Accrual rates for employees regularly working less than 40 hours per week are adjusted proportionally.

Length of Service Annual Accrual Accrual Rate (hours) Semi-monthly Pay Accrual Rate (hours) Bi-weekly Pay

Based on 40 hrs/week

Up to Seven (7) years Two (2) weeks 3.34 3.08
Seven (7) years or more Three (3) weeks 5.00 4.62
Twelve (12) years or more Four (4) weeks 6.67 6.16
Twenty (20) years or more Five (5) weeks 8.34 7.70

Employees working less than 12 months will accrue vacation for the months they are scheduled to work. Departments may require an employee working less than 12 months to use part of their vacation while the employee is not working. Department supervision will determine how much vacation will be required to be used during the scheduled work period and how much will be used during the period the employee is scheduled off work. For example: an employee working 40 hours per week, 9 months of the year, with 8 years of service would accrue 90 hours of vacation. The department may choose to allow 40 hours to be used during the nine months of work, then allow the remaining 50 hours to be used during the time the individual is not scheduled to work.

Requests for vacation time should be made to supervisors in advance to allow for appropriate planning within the department. Supervisory approval is generally based on a number of factors including operational needs and staffing requirements. Seniority may also be a factor when conflicting requests for vacation are received. University policy allows for no more than three (3) consecutive weeks of vacation to be taken at any one time. Departments can establish more specific guidelines on any periods during the year when vacations may not be scheduled due to operational demands.

Vacation time is paid at the employee’s base pay rate at the time of vacation. If a University recognized holiday occurs during vacation, holiday pay will be provided instead of vacation pay for the holiday(s).

You will be required to use vacation time for personal or family illness if you do not have any sick time available. Vacation time taken for personal or family illness will be counted as an attendance occurrence.

Upon separation from University employment, employees are paid for any unused vacation time earned through their last pay period worked. New hires that have not completed their 90 day orientation period are not eligible to receive their accrued vacation time payout.


Procedures

Staff vacation time is reported on a timecard, electronic timekeeping system, or Report of Absences or Overtime Worked form as appropriate. Absence and Overtime Forms must be submitted to the Payroll Office at least 10 days in advance of the next pay date in order for the time to be reflected in that payroll. Vacation accrual is recorded first, and time taken is then deducted, which makes timely reporting necessary. Forms submitted in advance of time taken will be entered with the appropriate payroll. Failure to report hours may result in the vacation accrual reaching its maximum and no additional time will be earned until vacation time is reported. There will be no retroactive adjustments when an accrual reaches maximum.


Forms

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