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Vacation for Administrative/Professional Staff Holding Regular Positions 2.2-1


Human Resources
Authorizing Body:
Executive Vice President for Administration & Business Affairs – EVP-ABA
Responsible Department:
Human Resources
Applies To:
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Adopted Date:
Revised Date:
Print Policy

General Purpose

To provide administrative/professional staff members holding regular positions time off from work with pay for rest and personal convenience.

Regulations and Definitions

A "regular administrative/professional position" is a position established for a minimum period of one year (constituting at least an eight-month appointment).

  1. Accrual
    1. Regular full time administrative/professional staff members accrue paid vacation at a rate of 15 hours per month, or one hundred eighty hours (22.5 days) per year.
    2. Part-time staff. Part-time regular administrative/professional staff members normally scheduled to work 20 or more hours per week, accrue vacation time on a proportionate basis. Staff members normally scheduled to work less than 20 hours per week do not accrue paid vacation.
    3. Vacation time accrues during time worked and during paid absences covered by sick time and vacation.
    4. Vacation days for full-time administrative/professional staff may not be accumulated in excess of 270 hours at the end of September 30, December 31, March 31 and June 30. Maximum vacation accrual for part-time staff is a portion of 270 hours determined by weekly hours appointed divided by 40.
    5. Vacation accrual for partial calendar months of employment (which can occur during the first or last month of employment and during the month in which a leave of absence begins or ends) is calculated on the basis of the effective date of the occurrence according to the following table.
      Effective DateBeginning of Employment or Return from LeaveEnd of Employment or Beginning of Leave
      1 through 10 100% accrual No accrual
      11 through 20 50% accrual 50% accrual
      21 through end of month No accrual 100% accrual
    6. Except as provided in #5 above, a staff member will not accrue any paid vacation time during any leave of absence or during any calendar month in which he/she is absent without pay for 15 or more working days. During any calendar month in which he/she is absent without pay for fewer than 15 but more than seven work days, he/she shall accrue 50% of the accrual as provided in #1.
    7. Time worked over 40 hours in a week will not be counted when calculating accrual or rate of accrual.
  2. Compensation for Vacation Leave

    A staff member will be paid for vacation leave at his/her current rate of pay.

  3. Use of Vacation
    1. Accrued time is available for use during the calendar month in which it is accrued.
    2. Salaried employees will be required to record leave time only in half day increments. For part time salaried employees this means standard half day increments (4 hours) or their full work shift. Hourly employees will be required to record leave time on an hour for hour basis.
    3. Although salaried employees are not required to record leave time used in less than half day increments, all leave time is subject to the prior approval of the employee's supervisor.
    4. The appropriate unit supervisor is responsible for scheduling of vacations so as not to interfere with the operation of the unit, and so each staff member receives his/her accrued vacation time each year. Vacations must, therefore, be scheduled to meet the work requirements of the unit, but every effort will be made to satisfy individual requests. Units which experience "slack" or "down" periods may require that vacations be taken during these times.
    5. Advance Use of Vacation. The total vacation time advanced may not exceed five days and requires specific advance written approval by the unit supervisor. If an employee whose appointment terminates for any reason has used more vacation than has been accrued, a deduction will be made from the final paycheck for the excess vacation.
    6. Use of Sick Time. At a staff member's request, and upon the exhaustion of all sick leave, absence due to illness or injury may be charged to vacation.
    7. Pay in Lieu of Vacation. Actual time off work must be taken in order to receive compensation for accrued vacation time except upon:
      1. Retirement
      2. Termination, but not discharge
      3. Resignation when thirty (30) calendar days notice is given in writing to the Human Resources Office. Individuals who resign without giving the 30-day notice will not receive a pay-off of unused vacation time.
      4. Death
      5. Discharge for Cause. Individuals who are discharged for cause will not receive a pay-off of unused vacation time which they have been granted.
    8. The University reserves the right to deduct amounts owed to the University from any vacation pay.
  4. Holiday

    A recognized University holiday falling during a scheduled period of vacation will not be charged against accrued vacation.

  5. Transfer

    Unused vacation allowance will be transferred with a staff member when the staff member transfers from one position, budget or operating unit to another. For positions funded by sources other than University general or auxiliary funds, a review of vacation accumulation will be made prior to the actual transfer from a grant or to another University funding source. (For various reasons, a person may be required to utilize vacation leave earned while paid from a grant, during the period of the grant.)

Family Illness Time

In the event an employee must miss work to care for an immediate family member who is ill, with the approval of the immediate supervisor, the employee may record up to three (3) work days as Family Illness Time. Family Illness Time will not be charged against the employee's vacation or sick leave balances and should be indicated as Family Illness Time (FIT) on the employee's attendance record. In exceptional circumstances, and with the approval of the employee's supervisor and the Human Resources Office, Family Illness Time in excess of three (3) work days may be granted. Immediate family members are defined as the employee's spouse, child, step-child, parent or step-parent.

Discussion and Rationale

Following is a question and answer document that explains how leave time will be recorded by salaried employees.

Additional Resources



Leave time is expected to be scheduled and approved by the employee's supervisor in advance whenever possible.

What happens if I am gone for a one-hour dentist appointment?
Salaried employees do not need to record any absences that are less than a half day (four hours). In this case, the employee would not record any leave time.

Does it matter why I am gone? What if I am gone for 2 hours to deal with personal family matters?
Again, salaried employees do not need to record any absences that are less than a half day. In this example, no leave time would be recorded. In cases where salaried employees record leave time in half-day increments, the reason they are gone would determine if the time were charged (i.e., sick, vacation, etc.).

What happens if I am gone for five hours?
The salaried employee would report a half-day absence and charge it to the appropriate leave time category. Since recording of time is in half-day increments, the employee would not have to record any time in excess of the half day, until it becomes a full day.

What happens if I normally work an 8:00 a.m. to 4:30 p.m. schedule, and I come in late, like 1:00 p.m., but I work until 9:00 p.m?
Salaried employees are eligible for short-term flexible work schedules as approved by their supervisors. Either the president, a vice president or the dean of students must approve longer-term flexible schedules. If the supervisor approves this sort of flexible work schedule, the employee would not have to record any leave time. If the employee misses critical work assignments or does not have the flexible schedule approved by the supervisor, then the employee would have to charge a half day of leave time to the appropriate leave category. Since there are many high-level employees with a great deal of independence in this group, we recommend that they discuss with their supervisor in advance what sort of scheduling flexibility they have, rather than dealing with it on a case-by-case basis. It should be noted that not all positions can be granted flexible work schedules due to the nature of the work.

If I am expected to work on a weekend or in the evening, can I take time off during the normal work day without charging time?
If a supervisor approves this flexible work schedule, the answer would be yes. There is no compensatory time for salaried employees and, therefore, this is not an hour-for-hour exchange. It does not even need to occur within the same work week. It is not unusual for salaried employees to have to work evenings or weekends in addition to normal office hours.

How do I record the extra hours I work?
Salaried employees are not eligible for overtime. There is no way to record additional hours in the University system, since salaried employees are paid their regular bi-weekly salary, and only exceptions (time when leave time is reported) are recorded in the system, now in half-day increments.

Salaried employees are required to fulfill the responsibilities of their position. This recording requirement does not prevent the supervisor from inquiring about schedules or assuring that the employee is meeting the expectations of the position either from an attendance or productivity perspective.