Vacation
Vacation is provided by the university for rest and relaxation and is meant to be taken accordingly. It is expected and assumed that employees will schedule and utilize their vacation during the “vacation year”. As such, carry over of vacation will not be allowed. The university’s complete vacation policy is contained in the Policies and Procedures (UPP 4-02).
Staff (Hourly)
Full-time Employees as of January 1, 2005 will be eligible for and accrue vacation as follows:
| Length of Service | Paid Vacation | Accrual |
| Years 1 through 4 | 3 weeks | .308 hours per day (1.25 days/month) |
| Years 5 through 19 | 4 weeks | .411 hours per day (1.66 days/month) |
| Years 20 and above | 5 weeks | .5136 hours per day (2.08 days/month) |
The “vacation year” for non-exempt employees is the twelve-month period following the anniversary of the date of hire. For example, the “vacation year” for an employee with a hire date of April 15 would be April 15 through April 14 of the following year. A non-exempt employee may accrue the maximum paid vacation based on the years of service indicated above. However, at no time may an employee’s total accumulated vacation exceed their annual allowance; i.e., two, three or four weeks. Carrying over any amount in excess of the annual allowance is not allowed at any time during the year.
All vacation utilized by non-exempt support staff employees must be recorded on the university’s timekeeping system. The system will not allow vacation balances to exceed the allowable maximum.
Staff (Monthly)
Full-time Employees as of January 1, 2005 will be eligible for and earn vacation as follows:
| Length of Service | Paid Vacation | Prorated from date of hire to end of fiscal year |
| Years 1 through 4 | 3 weeks | 1.25 days/month |
| Years 5 through 19 | 4 weeks | 1.66 days/month |
| Years 20 and above | 5 weeks | 2.08 days/month |
The “vacation year” for administrative employees shall coincide with the University’s fiscal year: July 1 through June 30. Administrative employees in their first year shall be credited with prorated vacation based on the date of hire through the following June 30. Thus, an employee eligible for three weeks of vacation in a full “vacation year” earns 1.25 days for each month of service. An employee hired January 1 will then be eligible for a prorated amount of 7.5 days of vacation between January 1 and June 30 or it will be lost. From that point on, the employee will be credited with the allowable vacation (either three or four weeks) based on years of service, as of each July 1. An administrative employee becomes eligible to accrue vacation at the four-week level starting with their fifth year of employment (49th month of employment). Carrying over of unused vacation from one fiscal year to the next is not permitted.
Administrative employees must report all vacation time taken to their immediate supervisor who is responsible for accurately recording vacation utilization in the timekeeping system.
Faculty
University dental school faculty and librarians are eligible for 4 weeks of vacation upon hire. All other faculty do not earn vacation.
Vacation Scheduling and Requests
Requests for vacation should be submitted to the employee’s manager at least two weeks in advance of the requested dates. All vacation should be scheduled when the workload permits and must be approved in advance by the appropriate manager, director, vice president, etc. Managers may restrict employees from taking vacation during the first three months of employment.
Vacations are provided for rest and relaxation and should be taken in weekly blocks. However, vacation may be taken in daily or half-day increments if scheduled and approved in advance.
Employees must utilize their vacation by taking time off from work. The university will not pay additional salary in lieu of vacation not taken nor provide advance payment of vacation pay.
Carrying-over of unused vacation from one year to the next for administrators is not allowed. For administrative employees the “vacation year” is July 1 through June 30. As of each June 30, the vacation balances for all administrative employees shall be 0. For support staff employees, the “vacation year” shall coincide with the date of hire and at no time may an employee’s total vacation balance exceed their annual vacation amount.
