Policy & Procedures Manual
Vacation for Administrators and Staff
Vacation is structured to provide flexibility for the employee while maintaining the ongoing needs of the University.
A vacation week is calculated based on the usual five-day work week. Exceptions are noted below. At least one week of an employee’s annual vacation must be taken as a block of five consecutive days.
The immediate supervisor will attempt to accommodate each employee’s requested vacation schedule, but must schedule vacations in such a way as to ensure appropriate staffing. Employees must request vacations of less than one week at least two weeks in advance, and of a week or more, thirty days in advance when possible. Vacation may not be scheduled as part of a resignation or retirement notice. Exceptions to these notification requirements may be approved by the immediate supervisor.
Regular, full- and part-time employees whose annual schedule is twelve months are eligible for vacation benefits. No other employees are eligible for this benefit. The number of days to which employees are entitled varies by employee classification and by length of service. Years of service are measured on the University’s fiscal year, July 1 to June 30, and vacations accrued as of a particular July 1 must be used before the next June 30. Employees are allowed to carry vacation equal to one week of scheduled work hours past June 30 of each year, to be used by September 30 of that year. No other days may be carried into another fiscal year. An employee is not paid for unused vacation days. Vacation benefits are as follows:
Executive Officers and Vice President
On date of hire five weeks
Annually on July1 five weeks
On date of hire four weeks
After 3 years five weeks
Assistant Vice Presidents and Dean of Students
On date of hire 15 days
after 1 year 16 days
after 2 years 18 days
after 3 years 20 days
after 4 years 21 days
after 5 years 23 days
after 6 years 25 days
Administrative and professional employees
(exempt, full-time, regular)
after 6 months of service 5 days
after 1 year 15 days
after 2 years 17 days
after 3 years 18 days
after 4 years 19 days
after 5 years 20 days
after 6 years 21 days
after 7 years 22 days
after 8 years 23 days
after 9 years 24 days
after 10 years 25 days
Hourly rate employees
Schedule below is based on five-day work week; other work schedules will be pro-rated accordingly.
NOTE: one week is equal to the total hours normally scheduled to work in one week
(nonexempt, full-time, regular)
after 6 months 5 days
after 1 year 10 days
after 2 years 12 days
after 3 years 13 days
after 4 years 14 days
after 5 years 15 days
after 6 years 16 days
after 7 years 17 days
after 8 years 18 days
after 9 years 19 days
after 10 years 20 days
after 11 years 21 days
after 12 years 22 days
after 13 years 23 days
after 14 years 24 days
after 15 years 25 days
Administrative and professional employees
Using a 35-hour week as standard, part-time employees receive a pro-rated allotment of days based on the full-time allotment. Each pay day is based on the employee’s normal work day.
Formula: Part time hours worked ÷ 35 hours x vacation allotment.
For example, a 5-year employee who is regularly scheduled to work 4 hours a day, 20 hours per week, will receive 8.5 days of vacation each year payable at 4 hours per day.
Employees who transfer from part time to full time will receive the vacation allotment for one year of service on the subsequent July 1. A transitional amount of days will be given at the time of the transfer. If by way of transfer an employee will lose vacation benefits, e.g., from full time to part time or from professional staff to hourly staff, the lower benefit will be applied on the subsequent July 1.
All vacation time will be recorded in hours based on the individual employee’s scheduled work week (i.e., 35 hours, 37.5 hours or 40 hours/week). Exempt employees are scheduled at 35 hours/week.
07/01/91 - Reaffirmed with publication of Personnel Manual
03/31/95 - Revised to clarify benefit for administrative personnel
11/06/98 - Revision approved as recommended by University Committee on Policy
01/30/06 - Cyclical review approved
10/10/12 - Revision approved by the President as recommended by the Policy Committee of the University
02/19/16 – Revised to clarify hours that are allocated approved by the President of the University as recommended by the Policy Committee of the University