Payroll Services
Vacation
Vacation is provided to allow employee planned time off with pay when use of sick
time is not appropriate.
Vacation
Vacation is provided to allow employee planned time off with pay when use of sick time is not appropriate.
Usage
Vacation requests must be approved/authorized in advance of taking leave. Vacation credits may not be used prior to their accrual. Exempt employees must charge their vacation in one-day increments. Non-exempt employees can charge vacation in tenths of an hour increments.
Accrual
Employees earn vacation credit according to their classification (Reporting Unit) and length of service. See Monthly Vacation Accrual Table. After 11 days of pay in a pay period, employees can earn vacation credits. Vacation credits are accrued on the first day of the following pay period. Vacation credits may not be used prior to their accrual. There is a limit to how much vacation balance can be carried forward to the next calendar year. See Maximum Vacation Balance Table. The table below summarizes the monthly vacation accrual according to classification (reporting unit) and length of service.
Tips on Reading the Vacation Accrual Rate
"Unit" is the collective bargining unit/reporting unit of the employee. "Service" is the same as years of service. "Vacation Credit" is the accrual rate. For example, R04 employees employed 73 months up to 10 years accrues 11 1/3 hours a month. On their 121th month, the same employee will earn 12 2/3 hours a month. Regardless of time in service, C99, M80, M98, R03, and R11 employees earn 16 hours a month.
Vacation Accrual Rate
| Unit | Vacation Accrual Rate |
|---|---|
| CFA Employees (Unit 3) | Regardless of service, 16 hours per month for full-time ten (10) and twelve (12) month faculty unit employees, less than full-time shall be entitled on a pro rata basis. (Article 34) |
| Confidentials (C99) | Regardless of service, 16 hours per month for full-time employees, less than full-time shall be entitled on a pro rata basis, except that fractions of credit hours which do not equal one-third hours shall be adjusted to the next higher one-third hour.(Title 5, Section 42902) |
| MPP Employees (M80) | Regardless of service, 16 hours per month for full-time employees, less than full-time shall be entitled on a pro rata basis, except that fractions of credit hours which do not equal one-third hour shall be adjusted to the next higher one-third hour. Not applicable to academic year MPP classifications. (Title 5, Section 42902) |
| Executive Employees (M98) | Regardless of service, 16 hours per month for full-time employees, less than full-time shall be entitled on a pro rata basis. (Title 5, Section 42902) |
| Academic Student Employees (Unit 11) | Regardless of service, 16 hours per month for full-time employees, less than full-time shall be entitled on a pro rata basis. (Article 24) |
The rest of the employees accrue vacation hours by the Service Requirement Method
below.
(UAPD - R01, CSUEU - R02, 5, 7, 9, APC - R04, SETC - R06, SUPA - R04, IUPO - R10).
Student classifications are not eligible for vacation accruals.
| Length of Service - Accrual Rate | |
|---|---|
| Service | Rate |
| 1 month to 3 years | 6 2/3 hours |
| +3 years to 6 years | 10 hours |
| +6 years to 10 years | 11-1/3 hours |
| +10 years to 15 years | 12-2/3 hours |
| +15 years to 20 years | 14 hours |
| +20 years to 25 years | 15 1/3 hours |
| +25 years and over | 16 hours |
Maximum Vacation Balance Table
The table below summarizes the maximum vacation balance that can be carried forward each January 1.
| Unit | 10 Years or Less Service | More than 10 Years Service |
|---|---|---|
|
C99
|
384 | 440 |
|
E99
|
272 | 384 |
|
M80
|
384 | 440 |
|
M98
|
480 | 480 |
|
R01
|
320 | 440 |
|
R02,5,7,9
|
320 | 440 |
|
R03
|
320 | 440 |
|
R04
|
320 | 440 |
|
R06
|
320 | 440 |
|
R08
|
320 | 440 |
|
R10
|
272 | 384 |
|
R11
|
80 | 80 |
|
R12
|
272 | 440 |
What happens to my vacation hours if I separate from the University?
Upon separation from the university, eligible employees are entitled to a lump sum payment of unused vacation time.
Excess Vacation Leave Accrual Balances
Normally, excess vacation hours (that is, hours exceeding the maximum vacation balances reported in the table above) must be used or they are forfeited and the collective bargaining agreements are clear on this. There are certain circumstances, however, (consult the collective bargaining agreements), when employees may be allowed to carry forward excess vacation leave accrual balances. This situation requires the approval of the Vice President responsible for the employee and normally such an agreement carries obligations on when the vacation must be used.