Vacation

Effective July 1, 2019 (updated February 2021)

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 Accrual Maximum
(1.5x annual accrual)
0 to 3 years 20 days 30 days
Beginning of year 4 22 days 33 days

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. Vacation does not accrue during unpaid time off or with respect to any Short-Term Medical Disability pay received from Unum. Prior years of service do not count for rehires.

Part-time employees 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). Full-time employees who transition to part-time status will have their vacation hour accruals adjusted to the part-time FTE equivalent.

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). 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).  Vacation does not accrue during unpaid time off or with respect to any Short-Term Medical Disability pay received from Unum.

Part-time employees accrue vacation on a prorated basis.  Full time employees who transition to part time status will have their vacation hour accruals adjusted to the part time FTE equivalent.

Scheduling of Vacation Time

Vacation can be taken after the conclusion of the 6-month orientation period. The scheduling of vacation time 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 the 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.