Vacation
Effective March 1, 2024 (updated November 2023)
Vacation Accrual for Staff employees Hired, Rehired or Transferred into a benefits eligible role on or After July 1, 2019
Regular full-time and part-time benefits-eligible employees accrue vacation each fiscal year (July 1 through June 30) based on hours paid and years of service according to the following schedule:
| Years of Service | Vacation Days | Hourly Accrual Rate | Accrual Maximum (1.5x annual accrual) |
|---|---|---|---|
| 0 to 3 years | 20 days | 0.077 | 30 days |
| Beginning of year 4 | 22 days | 0.084615 | 33 days |
Employees paid on a monthly basis accrue the same amount of vacation each month (unless on unpaid leave, see below).
Employees paid on a bi-weekly basis accrue vacation based on actual hours paid, as defined below, during a month.
Examples of vacation accruals for bi-weekly and monthly paid employees can be found here.
Part-time benefits-eligible employees (employees regularly scheduled to work at least 20 hours per week, but less than 37.5 hours per week) accrue vacation on a prorated basis. The maximum is based on their FTE percent. For example, if the employee’s FTE percent is 50%, then they are eligible for up to 50% of the full time accrual maximum (e.g. 10 days or 11 days depending on years of service). If a full-time employee changes to part-time benefits-eligible status, the accrued vacation balance remains intact and is available while in a part-time benefits-eligible status. However, additional vacation time will not accrue until the balance falls below the part-time annual or overall maximum accrual.
Hours paid on which vacation time accruals are calculated include regular, sick, paid leaves including Short-Term Medical Disability and Caregiver/Parental leave, vacation, holiday, funeral leave, and jury duty, but do not include overtime. Non-exempt employees do not accrue vacation time on more than 80 hours of pay in a pay period. Vacation does not accrue during unpaid time off.
Vacation accruals are available for use as of the end date of the pay period. Balances can carry over each fiscal year but cannot exceed a maximum accrual of 1.5 times the annual accrual (20 x 1.5 = 30; 22 x 1.5 = 33 days).
Employees who have completed 3 years of eligible service will move to the higher accrual rate on the payroll following the employee’s third service anniversary date. Prior years of service do not count for rehires.
Vacation Accrual for Staff employees Hired Prior to July 1, 2019
Regular, benefits-eligible employees hired prior to July 1, 2019 accrue vacation based on hours paid up to a maximum of 22 working days per fiscal year (July 1 through June 30). Vacation is accrued per hour paid (0.084615) and is available for use as of the end date of the pay period.
Employees paid on a monthly basis accrue the same amount of vacation each month (unless on unpaid leave, see below).
Employees paid on a bi-weekly basis accrue vacation based on actual hours paid, as defined below, during a month.
Examples of vacation accruals for bi-weekly and monthly paid employees can be found here.
Balances can carry over each fiscal year but cannot exceed a maximum accrual of 1.5 times the annual accrual (22 x 1.5 = 33 days).
Part-time benefits-eligible employees (employees regularly scheduled to work at least 20 hours per week, but less than 37.5 hours per week) accrue vacation on a prorated basis. The maximum is based on their FTE percent. For example, if the employee’s FTE percent is 50%, then they are eligible for up to 50% of the full time accrual maximum of 11 days). If a full-time employee changes to part-time benefits-eligible status, the accrued vacation balance remains intact and is available while in a part-time benefits-eligible status. However, additional vacation time will not accrue until the balance falls below the part-time annual or overall maximum accrual.
Hours paid on which vacation time accruals are calculated include regular, sick, paid leaves including Short-Term Medical Disability and Caregiver/Parental leave, vacation, holiday, funeral leave, and jury duty, but do not include overtime. Non-exempt employees do not accrue vacation time on more than 80 hours of pay in a pay period. Vacation does not accrue during unpaid time off.
Scheduling of Vacation Time
The scheduling of vacation time, including any partial days, requires the prior approval of the employee’s supervisor.
A non-exempt employee cannot receive any benefit pay, other than holiday pay, for a week in excess of their normal standard hours. For example: a non-exempt employee regularly scheduled to work 40 hours per week cannot work overtime Monday through Thursday to reach 40 hours and then take 8 hours of vacation on Friday. However, if the employee only had one hour of overtime for the week and had 33 hours worked through Thursday, they could take 7 hours of vacation on Friday.
Schools and departments may have additional requirements. Partial days of vacation may be granted at the discretion of the supervisor. Generally, exempt employees are not required to use vacation time if their time away from work is less than 4 hours.
Payout of Unused Vacation
An employee with 6 or more months of continuous regular service whose employment is terminated for any reason will be paid for accrued unused vacation time up to the maximum accrual. Terminating employees may not use vacation in lieu of providing the required notice of their resignation.
An employee who becomes eligible to receive Long-term Disability benefits will be paid for accrued unused vacation time up to the maximum accrual.
An employee with 6 or more months of continuous regular service who moves to a non-benefits eligible role (e.g., part-time less than 20 hours per week) will be paid for accrued unused vacation time up to the maximum accrual.