Effective Date Supersedes Sep 1, 2010 Issuing Authority Office of Executive Vice President Responsible Officer Vice President for Human Resources
Subject to the terms and conditions set forth below, this policy on vacation covers full and part-time Administrators and Professionals and Professional Research Staff who work for New York University (“NYU” or the “University”) in New York and/or Washington, D.C. (hereinafter, “covered employees”).
This Policy does not apply to employees covered by a collective bargaining agreement (“CBA”) or other contract. Such employees should refer to the applicable CBA or other contract for any applicable provisions on vacation.
Faculty also are not covered under this Policy, and should consult with the appropriate chairperson or dean and/or refer to the faculty handbook for any applicable policies.
Subject to the terms and conditions of this policy:
For part-time covered employees, to compute the number of vacation days that the employee accrues in a given month: (i) first, calculate the number of hours that the employee worked in the month; (ii) second, divide that number by the standard number of hours that a full-time covered employee is scheduled to work in that month; and (iii) third, multiply that number by the number of days of vacation time that a full-time covered employee is entitled to accrue in that month based on his or her seniority.
*Note: A covered employee must be on active, paid status on the 15th of the month in order to accrue vacation for that month.
*Note: Continuous service with the University, as defined in this policy, includes continuous service as an employee of the University in any capacity, except that it does not include employment as a student employee. Continuous service includes leave time or other time off taken for any purpose recognized under University policy or applicable law, as well as any break in service recognized as continuous service under University policy or applicable law. Time of service is not counted more than once where an employee works contemporaneously in two or more positions with the University.
A covered employee may not schedule vacation without first consulting with, and obtaining the approval of, his or her supervisor. Covered employees should request approval for vacation time as early as possible so that supervisors have the time to review the request and make the appropriate arrangements. Supervisors shall review all requests in a fair and consistent manner.
A covered employee also may need to abide by school/administrative unit/department-specific protocol regarding the scheduling of vacation. For instance, based on school/administrative unit/department operational needs, a supervisor may set aside periods of time throughout the academic year where vacation may not be taken.
*Note: Covered employees on probation accrue vacation in the manner set forth above, but cannot begin to use accrued vacation until they have passed the probationary period.
Covered employees are strongly encouraged to take all of their vacation days during the academic year in which they are accrued. In the event that a covered employee is not able to use all of his or her vacation days during the academic year, he or she may carry over unused accrued vacation days into the subsequent academic year as follows:
Part-time employees may carry over unused vacation days, up to half of their annual vacation accrual, into the subsequent academic year.
Under extraordinary circumstances, a school/administrative unit/department may request that the AVP of Employee Relations permit a covered employee to carry over unused vacation time in excess of the maximum carry over set forth above. Extraordinary circumstances may include where the covered employee could not take vacation time during the academic year on account of school/administrative unit/department operational needs or because he or she was on an extended leave of absence. The request should be submitted by the appropriate Human Resources (“H.R.”) Officer/H.R. Business Partner on behalf of the employee no less than 10 business days before the start of the academic year for which the employee is seeking to carry over unused vacation time in excess of the maximum carry over set forth above.
In accordance with applicable law and University policy, a covered employee will be paid for any unused accrued vacation days available to him or her upon separation from the University (hereinafter, “vacation payout”). A covered employee who resigns or retires from the University must provide the required four weeks’ notice in order to receive his or her vacation payout.