Vacation - Exempt Staff

Last Updated 01/2018
Applies to Exempt Staff

Related Policies:


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


Regular full-time 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 90 days of employment. Vacation time is accrued each pay period. 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 taken. All hours in the vacation accrual remain available for use.

The amount of paid vacation time exempt staff receive each calendar year increases with the length of their employment and varies according to employment classification. Accrual rates are based on years of service and change on the pay period in which a service anniversary is reached that increases vacation eligibility. Accrual rates for those working less than 40 hours per week are adjusted proportionally.

Length of Service Levels All EIC & M1 – M2 Annual Accrual Accrual Rate per Pay Period (hours) M3 – M5 Annual Accrual Accrual Rate per Pay Period (hours)
Upon Hire Two (2) weeks 3.34 Three (3) weeks 5.00
Two (2) years Three (3) weeks 5.00 Four (4) weeks 6.67
Ten (10) years Four (4) weeks 6.67 Five (5) weeks 8.34
Twenty (20) years Five (5) weeks 8.34 Six (6) weeks 10.00

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.

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). Vacation time should be submitted, and will be deducted from your accrued vacation bank in one-half day or full-day increments.

You will be required to use vacation time for personal time off or family illness if you do not have any personal or family illness time available.

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


Requesting Vacation

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.

Reporting Use of Vacation

Vacation time must be requested of managers using the MyTimeOff online tool (NetID login required). Vacation accrual is recorded first, and time taken is then deducted. Failure to take vacation on time (within the pay period prior to the pay period you are scheduled to reach max accrual amount) 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.

  • MyTimeOff quick reference guide for Managers
  • MyTimeOff quick reference guide for Exempt Staff
  • Absence Report quick reference guide for Managers

Send us your comments and questions.