All Code 100/110 Administrators and Code 103/113 Research Staff
Annual Accrual of Vacation Days
Full-time employees who have completed fewer than 15 years of continuous service are granted 22 vacation days per academic year.
Full-time employees who have completed 15 years of continuous service or more are granted 25 vacation days per academic year.
Vacation days are earned at a rate of 1.83 days per month for a 22 day allotment per academic year or 2.08 days per month for a 25 day allotment per academic year.
Part-time employees receive vacation at a rate proportional to the number of hours worked per week. To compute your vacation time, multiply the number of hours you are scheduled to work per week by 4.4 (the number of weeks’ vacation time for full-time employees). This gives annual vacation accumulation in hours.
Scheduling Vacation
Employees must schedule any planned use of vacation in advance and obtain the approval of the person to whom they report and in accordance with any unit, department or division protocol.
Note for New Employees: You may take vacation time after you have passed your six month probationary period with the approval of your supervisor. At that time, you are given credit for the vacation time you have accumulated during your first six months.
Unused Vacation Days
Employees are strongly encouraged to take all of their vacation days during the academic year in which they are accrued. In the event that an employee is not able to use all of their vacation days in that time frame, you may carry unused days into the subsequent year as follows:
- Full-time employees¨ who have completed fewer than 15 years of continuous service may carry up to eleven (11) days into the subsequent year. At no time may your total accumulation of unused vacation time exceed 33 days.*
- Full-time employees¨ who have completed 15 years or more of continuous service may carry up to 13 days into the subsequent year. At no time may your total accumulation of unused vacation time exceed 38 days.*
(¨Carry over days are pro-rated for part-time employees.)
Vacation Upon Separation
Employees who have given the required four weeks notice when resigning from the University will be paid for their unused accrued vacation days up to the maximum accrued vacation days as defined above.
*Special Carryover
On September 1, 2010, any unused vacation time that exceeds these maximum limits will be recorded on a one-time-only basis in a Special Carryover bank, which you can draw from until August 31, 2013. On September 1, 2013, all unused vacation balances in excess of the allowable maximum carryover limits will be forfeited. To avoid this, you and your manager should discuss ways for you to schedule vacation time so you can reduce your balance.
When vacation days are taken by an employee, they are applied first to “Vacation Available” (accrued vacation days plus carry over days from the prior year), then to “Special Carryover” days, if applicable.
For information on vacation policies for Office (codes 106/116) and Technical (codes 104/114) staff:
For Service staff (codes 107/117) covered by a collective bargaining agreement:
Refer to the appropriate contract for all information about vacation.
For Service staff (codes 107/117) not covered by a collective bargaining agreement:
Contact the Office of Employee Relations.
