Accruing and Using Vacation Leave
Accrual of Vacation Leave
Faculty and academic professional and administrative (P&A) employees holding 100 percent time twelve-month (A-base) appointments accrue 22 days of vacation a year. Academic vacation accrues on a biweekly basis over 26 pay periods at a rate of 6.769224 hours each pay period. Faculty and P&A employees with multiple, vacation-eligible 12-month appointments that, when combined, total 67 to 100 percent time also accrue vacation. Individuals holding 67 percent up to 100 percent time appointments accrue prorated vacation benefit based on their appointment percentage.
Vacation accrual continues during paid leaves of absence (e.g., faculty single-semester leave or parental leave) and during both paid and unpaid portions of professional development leaves (e.g., faculty sabbatical leave). Vacation leave is not accrued during unpaid leaves of absence except as noted or during a disability leave portion that exceeds 33 percent. Maximum accrual at any one time for any qualifying percentage time is 22 days (176 hours) beyond which additional vacation is not accrued, except under exceptional circumstances as noted under the “Deferral of Vacation Leave” section of the Procedure.
Use and Documentation of Vacation Leave
The process around vacation leave use and reporting, including any local requirements, is at the discretion of the department, given the following parameters:
- Vacation leave is to be scheduled at a time agreed upon by the responsible administrator/supervisor and faculty member or P&A employee.
- The process must assure that the vacation is reported by work weeks and whole and half day increments (e.g., 2 weeks, 1 week and 2.5 days, 0.5 days), as appropriate. Employees should report their vacation using the Absence Management system accessible in MyU through the "My Time" tab or other procedures as defined and communicated by their campus, college, or administrative unit.
- The employee is instructed to report vacation when possible in advance of when vacation leave is taken, or immediately following use, with the understanding that to delay reporting could negatively impact accrual of days. The reporting record is used for individual and departmental vacation management and for use in entering leave taken into HRMS. The process must provide adequate information for the vacation record that must be maintained by the department.
- It is imperative that appropriate leave entry of vacation use into the Human Resources Management System (HRMS) be handled on a timely basis so as not to disadvantage employees with an inaccurate record of their balance.
- A very limited amount of vacation that is not yet accrued may be used at the discretion of the responsible administrator/supervisor with a negative vacation balance reflected in HRMS.
It is recommended that the department/division administrator send a communication annually to faculty and P&A within the department directing them to the policy and procedures and reminding them of departmental processes and expectations with regard to use and reporting of vacation leave. This communication should include information such as any approvals required prior to vacation being taken, a general reminder to use good judgment in determining time to be gone from the work place, and the mechanism to request/report vacation use.
Tracking of Vacation Leave
Vacation accrual, use, and calculated balance appear on each biweekly pay statement accessed through the Employee Self-Service web site. Balances appear in hours to align with PeopleSoft functionality. Responsible administrators/supervisors can check faculty or P&A employee vacation balances through UM Reports.
Absence cards or other documentation of use of vacation must be kept in the department for 4 full fiscal years. Manual or electronic summary records of vacation usage by employees should be kept for 7 years after termination of employment. With the implementation of the automated academic vacation tracking system, if the academic employee signs off on the available balance of vacation time entered into the system, the summary records may be destroyed after 4 fiscal years as long as the employee signature on the verification document is kept in the employee personnel file for 7 years after termination. HRMS vacation records will be kept for 7 years after the date of the individual’s termination from University employment.
Deferral of Vacation Leave
Under exceptional circumstances, up to 22 days of accrued vacation leave may be carried forward for use in the next twelve months. The days not used within this time frame are then forfeited. The number of deferred vacation days must be agreed to by the faculty member or P&A employee and the responsible administrator/supervisor, the department head, and the dean, academic vice chancellor, or vice president, as appropriate. A signed written agreement, including the rationale for deferral, must be included in the individual’s department personnel file. Use of days above the 22-day maximum accrual limit must be manually tracked within the employing department and the employee’s HRMS academic vacation balance must be adjusted by the number of days deferred so that vacation days can continue to be accrued.
Vacation Payout at Termination of University Service
Unused vacation days, up to a maximum of 26 pay periods’ accumulation of 22 days, are paid out when the individual terminates University employment, providing the employee has worked 67 percent up to 100 percent time for a full eleven months. Vacation may not be used to extend the period of appointment beyond the last day of work.
Vacation Eligible Faculty and P&A Employees Assuming a Change in Appointment or Position
- When vacation eligible faculty or P&A employees assume a new appointment (e.g., percentage modification or change in term of appointment) in their current position or assume a different academic position that renders them ineligible to accrue vacation leave, any unused vacation days up to a total of 22 days (176 hours) is paid out through the central fringe pool when the change becomes effective. In limited situations where there is anticipated restoration of eligibility, an individual may request from the responsible administrator/supervisor, the option to retain their vacation balance during the time their appointment is ineligible.
- When vacation eligible faculty or P&A employees assume a non-academic vacation eligible position, any academic vacation leave balance up to a total of 22 days is transferred into the appropriate non-academic vacation plan at the time of the change. If the move is to a vacation ineligible position, any unused vacation days are paid out at the time of the change.
Moving from Civil Service or Union-Represented Staff Position to an Academic Position
When vacation eligible civil service or union-represented staff employees assume a vacation eligible academic position, 80 hours of their unused vacation time is transferred as an academic vacation balance. (Balances less than 80 hours will be transferred in full.) Any time over 80 hours is paid out centrally from the vacation fringe pool at the civil service/union-represented staff position pay rate.