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University Policy Office

Shelly G. Gonzalez, Policy Officer
Administration 208
Warrensburg, MO 64093
Phone: 660.543.4730
Fax: 660.543.8022
sgonzalez@ucmo.edu





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
(As of Anniversary Date)

Vacation Hours
(Semi-Monthly)

Vacation Days
(Per Year)

Maximum Accrual Rates

Less than five (5)

3 hrs. 20 min

10 days

160 hours
(20 days)

Five (5) through nine (9)

5 hrs.

15 days

240 hours
(30 days)

Ten (10) through
Fourteen (14)

7 hrs.

21 days

336 hours
(42 days)

Fifteen (15) and beyond

8 hrs.

24 days

384 hours
(48 days)

Exempt (Salaried) Employees

Years of Eligible Service
(As of Anniversary Date)

Vacation Hours
(Semi-Monthly)

Vacation Days
(Per Year)

Maximum Accrual Rates

Less than five (5)

5 hrs.

15 days

240 hours
(30 days)

Five (5) through nine (9)

6 hrs.

18 days

288 hours
(36 days)

Ten (10) through
Fourteen (14)

7 hrs.

21 days

336 hours
(42 days)

Fifteen (15) and beyond

8 hrs.

24 days

384 hours
(48 days)

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.

K. Vacation constitutes hours worked in calculating overtime pay for nonexempt employees only.