University Policy Office
VACATION LEAVE PROCEDURES
Approval: Approved by the President on June 27, 2005
Authority: Board of Governors Policy 2.3.010
Responsibility: Director of Human Resources
PROCEDURE
A. Regular full-time employees in a 100 precent Full Time Equivalent (FTE) position are eligible to earn and use vacation time as setout in the tables below.
B. Regular employees who occupy a .80 to .99 FTE position will receive the same vacation benefits on a pro-rated basis. For example, a .80 exempt employee with less than 5 years of service would earn 8 hours of vacation per month. Employees occupying less than a .80 FTE do not accrue vacation time. Maximum accrual levels will also be at the pro-rated rates. (Ex: 160 x .80 = 128)
Nonexempt (Hourly) Employees | |||
Years of Eligible Service | Vacation Hours | Vacation Days | Maximum Accrual Rates |
Less than five (5) | 3 hrs. 20 min | 10 days | 160 hours |
Five (5) through nine (9) | 5 hrs. | 15 days | 240 hours |
Ten (10) through | 7 hrs. | 21 days | 336 hours |
Fifteen (15) and beyond | 8 hrs. | 24 days | 384 hours |
Exempt (Salaried) Employees | |||
Years of Eligible Service | Vacation Hours | Vacation Days | Maximum Accrual Rates |
Less than five (5) | 5 hrs. | 15 days | 240 hours |
Five (5) through nine (9) | 6 hrs. | 18 days | 288 hours |
Ten (10) through | 7 hrs. | 21 days | 336 hours |
Fifteen (15) and beyond | 8 hrs. | 24 days | 384 hours |
C. Years of service in the above tables refer to continuous service. Accrual rates change on the employee's five-, ten-, and fifteen-year anniversary dates.
D. Vacation is credited at the conclusion of each semi-monthly pay period.
E. Vacation will not be earned for pay periods in which seven (7) or more workdays are unpaid.
The number of work days in a given pay period can range from 9 to 12 depending on the month. The following chart is based on a typical 8 hour per day, 40 hour per week position. It illustrates the minimum hours an employee would need to be in paid status in order to accrue vacation for that pay period.
Hours/Days in Pay Period | Minimum hours needed to be in paid status in order to earn vacation |
72 Hours/9 Working Days | 16 hrs |
80 Hours/10 Working Days | 24 hrs |
88 Hours/11 Working Days | 32 hrs |
96 Hours/12 Working Days | 40 hrs |
F. Vacation time must be earned and credited to the employee’s vacation record before using it.
G. Vacation is paid at the employee's base pay rate at the time the vacation is taken.
H. In the event that available vacation is not used by the end of the anniversary year, it may be carried forward. Once unused vacation reaches the equivalent of two times the annual amount, further accumulation stops until vacation is used.
I. Upon termination of employment, employees (except probationary) will be paid all earned but unused vacation available to them. For probationary employees who do not satisfactorily complete the probationary period, no payment for accrued but unused vacation will be made upon termination of employment.
J. Supervisors must approve all requests for vacation (electronic or paper) for the absence to be valid. Exempt employees must submit requests only in half-day or whole-day increments. Nonexempt employee requests for leave must be in fifteen-minute increments.
