3.18 VACATION LEAVE

Effective: August 15, 2024

Purpose: To identify the policy for accrual, use, and payout of vacation leave.

Scope: This policy applies to all University employees campus wide.

Responsible Office: Human Resources

Policy Statement:

UNCLASSIFIED

Persons appointed to regular twelve (12) month positions or to full-time, less than twelve (12) month unclassified non-instructional positions earn annual leave not to exceed 176 hours per fiscal year. Persons appointed to less than full-time twelve (12) month unclassified non-instructional positions shall earn annual leave on a pro-rated basis.

Unclassified employees who are eligible to earn annual leave may accumulate a maximum of 304 hours of annual leave. Unclassified employees moving from a position earning annual leave to a faculty position for less than twelve (12) months will receive payment for no more than 176 hours of annual leave.

When employment is terminated, all unused vacation hours (up to 176 maximum for resignation or 240 maximum for retirement) will normally be paid on the final paycheck. The employee, with the approval of the academic unit’s administrative supervisor, dean or appropriate vice president, may elect payout of vacation leave in one of two ways:

• In the pay period in which the employee last actively works, any unused vacation leave may be paid in a lump sum and added to the final paycheck, OR
• Vacation leave hours may be used after the last active day at work to extend receipt of paychecks; however, this process may not be used to extend the maximum allowable number of vacation leave hours for which an individual may be paid per the above chart.

In both instances described above, vacation hours will not accrue after the last active day at work. Annual leave is not accrued while on sabbatical leave.

Unclassified faculty employees who are appointed for less than twelve (12) months do not accumulate or earn annual leave. Their academic duties are closely related to the presence of students on campus. Student recesses offer the employee an opportunity to engage in research and perform other necessary professional duties. In consideration of the professional nature of a faculty position, faculty are expected to fulfill appropriate, professional and academic unit responsibility throughout the academic year, including student recesses, exclusive of legal holidays. The academic year begins with student registration or similar duties in the fall and continues for the time appointed.

UNIVERSITY SUPPORT STAFF (USS)

State law and regulations may not allow enhancement of leave benefits above those already provided to employees in the classified service. If statute and regulation allow enhanced leave benefits for those employees who convert to the USS classification, the leave enhancements are as follows: All benefits eligible university employees will accrue the same standard of vacation leave, pro-rated based upon their full-time equivalent status and not to be reduced below current accrual rates for unclassified service. Maximum vacation leave accrual will remain compliant with Board of Regents Policies.

University Support Staff employees earn and accumulate annual leave privileges as follows:

Non-exempt and exempt USS employees who report any hours in pay status per pay period shall earn paid annual leave not to exceed 176 hours per fiscal year. For part-time employees, leave is prorated according to position percentage; however, the yearly maximum balance is not pro- rated.

Vacation leave cannot be granted until after it has been accrued. Exceptions may be granted for employees who are not assigned to work during a designated University closing, as determined by the University President.

Vacation leave should be scheduled at a time mutually agreeable to the supervisor and the employee. However, it may not always occur at the employee’s accustomed time. A satisfactory schedule needs to be worked out so employees will not be deprived of vacation leave.

USS employees earning annual leave may receive, upon termination from employment or upon moving from a position earning annual leave to a faculty position for less than twelve (12) months, payment for no more than 176 hours of accumulated but unused annual leave. Upon retirement or at termination of employment when retirement eligible, an employee may receive payment for up to 240 hours of accumulated but unused annual leave.

When employment is terminated, all unused vacation hours (up to the maximum permitted) will normally be paid on the final paycheck. The employee, with the approval of the academic unit’s administrative supervisor, dean or appropriate vice president, may elect payout of vacation leave in one of two ways:

• In the pay period in which the employee last actively works, any unused vacation leave may be paid in a lump sum and added to the final paycheck, OR
• The employee may request their separation date be extended to allow the use of vacation hours during that time.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Human Resources.

[Human Resources Procedures - coming soon]

Related Policy Information: 3.04 – Academic Appointments; 3.06 – Administrative Appointments; 4.11 – Sabbatical Leave;