HR-402 Vacations

Summary

The University provides paid vacation to eligible employees to promote a healthy work-life balance. All benefit-eligible administrative, service and support staff and certain non-regular academic employees as approved by the chancellor and president are eligible to receive paid vacation. Employees are encouraged to use their vacation to take time off for rest and relaxation, and for personal reasons such as appointments, religious observance, and volunteerism. Employees with primary titles that are administrative, service and support who are exempt from classification because their positions are primarily directing instructional, or research activities are not subject to this policy.

If any part of this policy does not reflect the Collected Rules and Regulations (CRR), the provisions of the CRR will govern.

HR Policy Provisions

HR-402 policy provisions below are in accordance CRR 340.050 (Amended 4-20-2023):

1. Policy – Accrual of vacation will be suspended as of 01/01/2024. Any remaining unused vacation will be available for use by employees, subject to appropriate supervisory approval, and, if not used, will be paid lump-sum as indicated in this policy. After payout is completed, the provisions of this rule will be suspended.
2. Eligible Employees – Benefit-eligible full-time administrative, service and support employees and certain non-regular academic employees as approved by the chancellor and president who have unused vacation balances as of 01/01/2024, including probationary employees.
3. Rollover and Payout Schedule
   
   1. Unused vacation balances as of 01/01/2024 will be converted to PTO, available for use, and/or paid out per the following schedule (based on 1.0FTE):
      

      Vacation balance as of 01/01/2024	2024	2025	2026
      0 – 80 hours	1. All hours are converted to PTO	No further action	No further action
      80.01 – 240 hours	1. Up to 80 hours is converted to PTO 2. Hours in excess of 80 are paid lump-sum, up to a total payment of 80 hours 3. Hours in excess of 160 are banked and available for use per policy	1. Any remaining balances as of 01/01/2025 is paid in full lump-sum	No further action
      Over 240 hours	1. Up to 80 hours is converted to PTO 2. Hours in excess of 80 are paid lump-sum, up to a total payment of 80 hours 3. Hours in excess of 160 are banked and available for use per policy	1. Any remaining balances as of 01/01/2025 is paid in full lump-sum 2. Any hours in excess of 80 are banked and available for use per policy	1. Any remaining balances as of 01/01/2026 is paid in full lump-sum

      Note: The conversion and payout schedule is based on a 1.0FTE employee. For employees working on the basis of 75 percent – 99 percent full-time equivalence, the hours converted in 2024 and paid in 2024-2026 will be adjusted pro-rata.

   2. For employees in active status, hours are scheduled to be converted to PTO in January 2024 and any applicable payments will occur in or around February of each year. For employees on a paid or unpaid leave of absence (LOA) in January or February, hours will be converted or paid as applicable upon return to active status.
   3. If an employee separates or retires prior to their full vacation balance transitioning as indicated in the schedule above, any remaining balance will be paid out at separation, except in circumstances of termination for willful gross violation of rules, misconduct or similar causes.
4. Using Vacation
   
   1. Employees should plan in advance of the need for time off and submit requests to supervisors for approval prior to being absent. Supervisors have the responsibility of approving or denying time off requests.
   2. Official University holidays occurring during a vacation period are not charged to accumulated vacation time.
   3. Vacation will not be considered as time worked for purposes of calculating overtime.
5. Unused Vacation
   
   1. Any balance of unused accumulated vacation time is transferred with an employee transferring from one department or campus to another.
   2. Employees changing from benefit-eligible to variable hour status will be paid accrued vacation in a lump sum at the time of change.
   3. Employees changing from administrative, service and support to academic positions, who have unused vacation days will receive, at the supervisor’s discretion, pay or vacation time before the status change is in effect.
   4. Employees whose FTE is reduced and whose accruals exceed the maximum allowed with their new, lower FTE, will receive, at the supervisor’s discretion, pay or vacation days for the excess accrued amounts before this status change is in effect.
   5. Vacation payout for monthly (exempt) employees will be computed using the hourly rate of pay.
   6. Upon resignation, termination, or an employment change to a variable hour position, payment for all unused, accumulated vacation will occur on the paycheck following the last regular check, provided the employee has not been terminated for willful gross violation of rules, misconduct or similar causes.
6. Procedure Information
   
   1. Employees must work with their supervisor to plan for time off.
   2. Time off using Vacation must be recorded in the University’s timekeeping system as part of the regular payroll processing cycle.

See Also

CRR Section 340.050: Vacation
HR-402 Vacations Q&As
HR-421 Paid Time Off (PTO)

Date Effective: Posted 10-01-2023 with an effective date of 01-01-2024
Date Revised: