No. 3-20

Rev. 08-08-06

Date 8-17-77

 

 

 

I. REFERENCES
 

 

 

• PPM 3-2, Personnel Definitions
• PPM 3-29, Leaves of Absence Without Pay
• PPM 4-25, Processing Sponsored Project (Grants and Contracts) Documents

II. GENERAL INFORMATION
 

The vacation year is defined as the period beginning on November1 and ending on October 31. Maximum accrued vacation as defined in III, D below is calculated including October 31. The employee's adjusted service date will be used to calculate vacation accrual.

Vacation accrual occurs each pay period (pro-rated for partial pay periods).
 

III. STANDARD VACATION POLICY
 

A. All full-time non-exempt staff accrue vacation credits on a monthly basis as follows:

Years in Service	Accrual Rate Days Per Year
0 - 3	12 days per 12 months (1 day per month)
4 - 6	15 days per 12 months (1.25 days per month)
7 - 10	18 days per 12 months (1.5 days per month)
11 - 13	20 days per 12 months (1.67 days per month)
14 plus	22 days per 12 months (1.83 days per month)

 

Non-exempt staff on less than 12-month appointments and/or those employees who are less than 1.0 FTE earn vacation at the appropriate rate for the months/time employed. Increased vacation rates for these employees begin in the first month of the 4th, 7th, 11th and 14th years of service as calculated from their individual adjusted service date.

B. Executives accrue vacation at the rate of 1.83 days per month (22 days per 12 months).

C. Exempt staff personnel accrue vacation credits on a monthly basis as follows:

Years in Service	Accrual Rate Days Per Year
0 - 3	15 days per 12 months (1.25 days per month)
4 - 6	18 days per 12 months (1.5 days per month)
7 - 10	20 days per 12 months (1.67 days per month)
11 plus	22 days per 12 months (1.83 days per month)

 

 

Exempt staff on less than 12-month appointments and/or those employees who are less than 1.0 FTE earn vacation at the appropriate rate for the months/time employed.
 

Increased vacation rates for exempt employees begin in the first month of the 4th, 7th and 11th years of service as calculated from their individual adjusted service date.
 

Where exempt staff are employed in areas that have peak workloads and natural slow periods, the appropriate vice president may approve designated vacation periods and/or prohibit carry-over of vacation from year to year. Such exceptions can be made to provide for continuity of operations and to prevent abuse of vacation accrual.
 

D. Accrued vacation may be used as it is accrued. A maximum of 30 days' accrued vacation credit may be carried over from vacation accrual year to vacation accrual year. Any vacation accrual in excess of 30 days will be lost if not used prior to November 1. Exceptions to the "carry-over" provision may be granted by the appropriate vice president. In no case will such an exception exceed a three-month "grace" period to utilize excess vacation. Subject to the availability of funding, the maximum number of accrued vacation days for which payment is due upon termination is 30 days plus the current year's accrued vacation time. Payment will not be made for holidays occurring after the last day on which the employee is present for work.
 

E. Department heads and supervisors will maintain Employee Absence Reports on all employees who accrue vacation credits. The reports will be submitted monthly to the Payroll Department.

IV VACATION FOR EMPLOYEES WITH SALARY DOLLARS PAID THROUGH EXTERNALLY FUNDED SOURCES

A. Salary and wages paid through any formal or informal agreement, between the university and any third party, to perform services under terms and conditions of the agreement, shall refer to salary or wages charged as direct costs for time expended against the account(s) funded by, and set up to be, associated with the agreement.

B. Non-exempt, exempt, and executive employees, whose positions are fully funded through externally sponsored projects (i.e. grants, contracts, etc.), are subject to the Standard Vacation Policy. However, these employees are not eligible for carryover of vacation from one vacation year to the next. All vacation must be taken in the vacation year in which it is earned, prior to termination of the externally sponsored agreement through which an employee's salary or wage is paid, and prior to separation or termination of employment. For the purpose of accounting, vacation taken will be charged against accrued vacation in the same proportion as the sources of funding for an employee's position.

C. Salaried non-exempt staff, exempt staff and executives on part-time contracts of 37.5 FTE or more shall accrue vacation credits in proportion to the number of hours worked in a normal work day.

D. Upon separation or termination, vacation payout shall not be made to employees on that proportion of accrued vacation attributable to salary or wages paid under a grant or contract.

E. Non-exempt, exempt and executive employees, whose positions are partially funded through externally sponsored projects, are not eligible for carryover of vacation from one vacation year to the next on that portion of their salary funded by grants or contracts. For positions partially funded by externally sponsored projects, earned vacation shall be prorated based on the percentage of funding provided by the agreement (grant, contract, etc.).