Vacation Leave Eligibility and Availability
All Staff in regular or term positions working half-time or more (50% Working FTE) earn paid vacation leave. Accrual and maximum balance are prorated for those working between half-time and full-time. For most, full-time is defined as 40 hrs per week for 12 months and equals 100% Working FTE (Full-Time Equivalent). Full-time in the library is based on 37.5 hours per week, and proration will be calculated based on this amount.
The maximum balance is 1 ½ times the annual accrual. Once an individual’s accrual has reached the maximum balance, vacation accrual will cease until their balance falls below the maximum.
Vacation leave is earned on a per -pay-period basis. Vacation leave can be used before it is earned, allowing balances to go into the negative for up to two weeks or 80 hours. (This amount is pro-rated based on FTE.) Leave payment in lieu of vacation is not permitted.
Administrative Staff
The annual vacation accrual for full-time administrative staff is 176 hours (22 days), with a maximum balance of 264 hours (33 days). Vacation time will be prorated for appointments less than full-time.
Support Staff
The annual vacation accrual amount is based on your years of service. Vacation time will be prorated for appointments less than full-time.
| Months of Service | Annual Accrual in Hours | Annual Accrual in Days | Maximum Balance in Hours | Maximum Balance in Days |
| 0 to 35 months | 96 hours | 12 days | 144 hours | 18 days |
| 36 to 83 months (increases at 3rd anniversary) |
136 hours | 17 days | 204 hours | 25.5 days |
| 84 months or more (increases at 7th anniversary) |
176 hours | 22 days | 264 hours | 33 days |
| Dining Services* | 176 hours | 22 days | 264 hours | 33 days |
*Dining Services is required to use vacation time for spring break shutdown.
Vacation Balances, Accrual Exceptions, and Payout at Termination
Staff can view their vacation balance in our Human Resources System and on their pay statement.
Vacation leave will not accrue when an employee is on medical leave, parental leave, family leave, workers’ compensation, or an extended unpaid leave of absence. 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
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 can be used before it is earned, allowing balances to go into the negative for up to 80 hours. This amount is pro-rated based on FTE.
For administrative staff, vacation time may be used in half or whole-day increments based on your normally scheduled hours for that day.
For support staff, vacation time may be used in as little as 15-minute increments.
Update 7/1/24