Vacation Leave Eligibility and Availability
Administrative staff in regular or term positions working half-time or more (0.5 FTE) earn paid vacation leave. Vacation leave is earned on a per pay period basis. The annual vacation accrual for full-time* administrative staff is 176 hours (22 days). *Full-time is defined as 40 hrs/week for 12-months and equals 1.0 FTE (Full-Time Equivalent).
Accrual and maximum balance are prorated for those working between half-time and full-time, based on the FTE ranges below.
|FTE Range||Annual Accrual||Maximum Balance|
|.84 FTE – 1.0 FTE||176||264|
|.76 FTE – 0.83 FTE||146||219|
|0.51 FTE – 0.75 FTE||132||198|
NOTE: Staff in the Library should contact their supervisors about the specific vacation policies in their department.
The maximum balance is 1 ½ times your annual accrual. For full-time administrative staff, this is 264 hours (33 days). Once an individual’s accrual has reached the maximum balance, vacation accrual will cease until their balance falls below the maximum.
Support staff in regular or term positions regularly scheduled to work at least half-time per week earn paid vacation leave.
Vacation leave is accrued on a per pay period basis – 1/26th of your annual amount is earned each pay period.
The annual vacation accrual amount is based on your years of service. The vacation leave amounts listed are based on a full-time, twelve-month appointment. Vacation time will be prorated for appointments less than full-time.
Months of Service
Vacation Accrual per Year
0 to 35 months
36 to 83 months
84 months or more
NOTE: Staff in Dining Services and the Library should contact their supervisors about the specific vacation policies in their departments.
The maximum balance is two times your annual accrual (24 months of accrual). Once an individual’s accrual has reached the maximum balance, vacation accrual will cease until their balance falls below the maximum. The vacation balance reflects the amount earned minus any time taken.
Vacation Balances, Accrual Exceptions, and Payout at Termination
Staff can view their vacation balance in our Human Resources System Time and Labor module and on their pay statement.
Vacation leave will not accrue when an employee is on short-term disability, parental leave, workers’ compensation or an extended unpaid leave of absence (such as family medical leave or other unpaid leave). Employees who work less than 12 months of the year will earn their annual vacation accrual during the portion of the year when they are paid.
Earned and unused vacation leave will be paid out at the time of separation. Any negative vacation balance will be deducted from the final paycheck.
Vacation Leave Use and Reporting
Vacation leave can be used before it is earned, allowing balances to go into the negative up to the annual accrual. Leave may not be borrowed from the next year, nor is payment in lieu of vacation permitted.
When using vacation time, an employee shall make a good faith effort to provide notice of this need to their supervisor in advance of the use of the vacation time. An employee shall comply with their department’s procedure for requesting and approving vacation time.
Vacation leave usage is reported on our Human Resources System Self-Service Time Reporting module, with the exception of staff in Facilities.
For administrative staff, vacation time may be used in as little as half day increments (based on your normally scheduled hours for that day – see the Schedules and Workweek policy). Hours used should be reported in a timely manner, preferably no later than the week following use.