Vacation Time

Vacation time is available to staff members for personal business, family sickness, and religious observance. It may also be used as an extension of bereavement time or personal floating holiday time.

Vacation Accrual for Staff Members in Non-exempt Positions

Vacation is calculated by multiplying the vacation factor per accrual base hour by the staff member's accrual base hour. The vacation factor per hour is based on qualified service.

Qualified Service
Vacation Factor Per Accrual Base Hour Approximate Vacation Earned
Under 6 months .0385 per hour 1 week
6 - 12 months .0770 per hour 2 weeks
After 1 completed year .0575 per hour 3 weeks per year
After 9 completed years .0767 per hour 4 weeks per year
After 19 completed years .0958 per hour 5 weeks per year

Accrual base hours are regular, scheduled work hours. These scheduled work hours may be paid as:

  • A personal floating holiday
  • Approved, paid Extended Sick Time
  • Approved, paid Incidental Sick Time
  • Jury duty
  • Paid bereavement absence
  • Paid military leave
  • Paid vacation

For each of these hours, the staff member receives vacation time based on the fraction of an hour indicated by the vacation factor per accrual base hour. Vacation is not accrued on hours of unpaid absence.

Vacation Accrual for Staff Members in Exempt Positions

Vacation is earned at the vacation factor per month. Staff members in exempt positions earn vacation time on the 16th of each month at the monthly rate listed in the following table. A part-time exempt staff member accrues vacation time proportionate to the percentage of full-time that the staff member is scheduled to work.

Qualified Service
Vacation Factor Per Month Approximate Vacation Earned
Under 6 months 0.83 1 week
6 - 12 months 1.67 2 weeks
After 1 completed year 1.25 3 weeks per year
After 9 completed years 1.67 4 weeks per year
After 19 completed years 2.08 5 weeks per year

A separate table applies to vacation accrual for staff members in exempt positions with pay grade Exempt 14 or higher and ITS 85 or higher:

Qualified Service
Vacation Factor Per Month Approximate Vacation Earned
0 months through 19 completed years 1.67 4 weeks per year
After 19 completed years 2.08 5 weeks per year

Variances to these vacation accruals must be approved in advance by the Associate Vice President for Human Resources in the Office of Human Resources or designee. 

Staff members working nine, 10, or 11 months per year accrue vacation at the rates shown in the corresponding non-exempt or exempt accrual charts above during the time paid in the nine, 10, and 11 months of the work schedule. Vacation time does not accrue during the months when a staff member is not paid. Consequently, the annual amount of vacation accrues in proportion to the number of months worked during the year. In addition, the University service indicated by the “Qualified Service” in the preceding tables accrues during the time worked in the nine-, 10-, or 11-month schedule, but does not accrue in the months not paid. During the months not paid, staff members on these schedules are on leave of absence and may continue to be enrolled in certain benefits.

Qualified Service

The qualified service period is the service since the hire date and excludes unpaid leave time off.

Approximate Vacation Earned

For all staff members, a full-time work schedule without unpaid leaves results in accrual of the approximate vacation earned indicated in the table.

Accrual Maximum

Accrued vacation time cannot exceed one and one-half times the annual accrual. Staff members in nonexempt positions cannot exceed one and one-half times the annual accrual in a pay period; staff members in exempt positions cannot exceed one and one-half times the annual accrual at the end of the fiscal year. If the vacation balance of an exempt staff member exceeds the maximum accrual at the end of the fiscal year or when employment is terminated, the excess vacation time is forfeited. Staff members and their departments/units must ensure that vacation time is scheduled to avoid losing it.

For more information about the Vaction Time policy, refer to Page 6.4 in the Staff Handbook.