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Human Resources

Human Resources
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Vacation Usage

Scheduling Leave Time
Vacation leave must be scheduled in advance with an employee's department and will be at the discretion of the supervisor depending upon the operational needs of the department. Vacation time must be accrued prior to use. Supervisors may allow employees to use vacation time if not previously scheduled. However, the University may have the right to cancel any pre-approved vacation request, especially in circumstances where staff shortages occur as a result of illness or your job is considered an essential service position. Departments must consult with the Office of Human Resources before canceling any pre-approved vacations. All employees must communicate with their supervisor before making any vacation plans.

Accumulation of Leave Time
Vacation benefits may accumulate up to a maximum of two years worth of accrued vacation credit. Vacation records are viewed on June 30 of each year to ensure that employees do not exceed this limitation. Excess vacation leave time is not carried forward and cannot be used. A maximum of two years worth of accrued vacation may be carried over to succeeding years regardless of whether the appointment is continuing or term, for eligible employees.

Unearned Leave Time
Employees may not use anticipated but unearned vacation credit. Vacation is earned at the end of each month and cannot be used until it is earned.

Changing Positions or Contracts
An employee who changes from a fiscal year to academic year appointment or who transfers from one position to another within the University will carry forward their accrued and unused vacation balance within the approved limits.

Grant-funded Positions
Faculty, administrative and professional staff employees fully paid from a grant account are required to use their vacation before the end of the grant term. These employees are not eligible to carry over unused vacation leave. An exception to this is, Head Start employees will be permitted to carry over unused vacation leave past the end of the grant period provided that the vacation leave is used within 90 days following the end of the grant period.

Employees who terminate will be paid at their normal rate, a lump sum of all applicable accrued and unused vacation leave within the approved limits. In the event of death, such payment will be payable to the estate of the deceased employee.

Employees continue to earn vacation credit while on leave with pay such as vacation, sabbatical leave and sick leave. Employees will not earn vacation credit while on leave without pay.

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