Below are general University guidelines regarding the accrual and usage of vacation time:
- Vacation time must be accrued before it is taken
- Vacation time must be requested in advance
- Requested vacation time must be approved by the supervisor or departmental administrator before it is taken
- The supervisor has the right to deny a request based on operational and departmental needs
The vacation accrual rates for full-time staff employees are as follows:
| 5/6 day (.84) |
6.3 hours |
10 (75) |
| 1 1/4 days (1.25) |
9.375 hours |
15 (112.5) |
| 1 2/3 days (1.67) |
12.525 hours |
20 (150) |
| 2 1/12 days (2.083) |
15.623 hours |
25 (187.5) |
Note: If the effective date of a staff members employment is on or before the 15th of any month or their termination date
is on or after the 15th of any month, vacation should be accrued for that month. Vacation time is accrued during the provisional period.
Full-Time Employees:
- Exempt full-time staff employees should keep track of accrued vacation time in days
- Non-exempt full-time staff employees should keep track of accrued vacation time in hours
Part-Time Employees:
- Exempt and non-exempt part-time employees may earn and accumulate paid vacation on a prorated basis, based on their percentage of effort
- Exempt and non-exempt part-time staff employees should keep track of vacation time accrued in hours instead of days.
Example of pro-rating Vacation Time for Part-Time Employees:
Example: An employee is hired at the University part-time at 80% effort. The employee will accrue 80% of .84 vacation days per month
To calculate:
- 80% effort Χ 0.84 (accrual rate) = 0.67 vacation days per month (8 days per year)
To convert days to hours*:
- 0.67 days per month Χ 7.5 hours (1 work day) = 5 hours of vacation accrued per month
To convert to yearly amount:
- 5 hours per month Χ 12 months = 60 maximum hours of vacation time per year (8 days per year)
*Converting accrued vacation days to hours eliminates confusion for part-time staff members who work less than full 7.5 hour days.
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