4.18.3 Employee Entitlement to Vacation

A. Purpose

The purpose of this policy is to explain regulations governing employees’ annual vacation.

B. Authority/Persons Affected

There is not a primary policy to which this policy responds.

Persons affected: All employees With the exception of faculty members who have appointments of less than twelve (12) months and those appointed to positions which require student status as a condition of employment, all employees appointed twenty (20) hours per week or more for four and one-half months or more, shall earn vacation entitlement beginning on the first day of eligible employment and terminating on the last day of eligible employment.

C. Definitions

N/A

D. Policy and Procedures

PROCEDURE

  1. Employees paid on an hourly basis are entitled to vacation with full pay accrued at the same rate as employees paid on a monthly basis. Part-time employees who are employed twenty (20) hours per week or more for four and one-half months or more are eligible for vacation leave, but they accrue on a proportionate basis.
  2. Credit for one month’s vacation leave accrual will be given for each month or fraction of a month and will be posted on the first day of employment and on the first day of each succeeding month thereafter. If the employee is on any type of paid leave which extends into a subsequent month, any vacation accrual for the month of paid leave will not be posted until the date of his or her return to duty. An employee who goes on paid leave following his or her last day of duty and does not return to duty, then subsequently separates from employment, is not entitled to leave accruals while on such paid leave for any calendar month(s) following the month in which the last day of duty occurs.
  3. Vacation with pay may not be granted until the employee has been continuously employed with the State for six (6) months, although credit will be accrued during that period.
    1. Continuous employment means that no leave without pay for a full calendar month has been taken during these six months.
    2. An employee who has completed six (6) months or more of continuous state employment and then leaves state employment, is eligible to take vacation leave as it is earned upon reemployment and to be paid for it upon separation following such reemployment.
  4. The rate of vacation leave accrued each month shall be governed by length of state service in accordance with the schedule of vacation leave accrual set forth in the General Appropriations Act.
    1. In the event that this schedule conflicts with operational procedures, each component institution may rearrange the vacation accrual and holiday schedule within the total number of days provided in the current General Appropriations Act.
    2. Vacation should be taken during the fiscal year in which it accrues. If this is not possible, accrued vacation leave may be carried forward to the next fiscal year in accordance with the limits provided in the current General Appropriations Act.
    3. All hours of unused accumulated vacation leave in excess of the maximum allowable carryover limit are lapsed at the end of the fiscal year and will be credited to the employee’s sick leave balance as of the first day of the next fiscal year.
    4. An employee must complete the required years of employment to be entitled to receive the higher rate of vacation leave accrual. The length of employment is calculated from the employee’s anniversary of employment date. Credit for the higher rate of accrual shall be given on the first calendar day of the month if the anniversary date is on the first calendar day of the month. Otherwise, the increase of vacation accrual will occur on the first calendar day of the following month.
  5. An employee who is excused from work because of holidays shall not have their time charged against vacation time.
  6. No vacation leave is earned while an employee is in an ineligible status including any Leave Without Pay status.
  7. An employee who at any time during the employee’s lifetime has accrued six (6) months of continuous state employment and who for any reason separates from state employment is entitled to be paid for the accrued balance of the employee’s vacation time as of the date of separation. A separation includes a separation in which the employee:
    1. leaves one state agency or institution to begin working for another state agency or institution, if one or more workdays occur between the two employments;
    2. moves from a position in a state agency or institution that accrues vacation time to a position in that same agency or institution that does not accrue vacation time.
    3. moves from a position in a state agency or institution that accrues vacation time to a position in another state agency or institution that does not accrue vacation time, if the other state agency or institution refuses to credit the employee for the balance of the employee’s vacation time as of the date of the move; or
    4. holds two or more positions and separates from one that accrues vacation time.
  8. A separating employee may, with the agreement of the institution be allowed to remain on the payroll after the last day worked to utilize vacation leave time in lieu of being paid in a lump sum. Such an employee will not accrue any additional vacation leave while remaining on the payroll to utilize such vacation leave.
  9. Lump sum payments for accrued but unused vacation time are computed as though the employee actually worked that time. An employee will be credited for any holiday that falls within the period after the date of separation and the last date of the period in which the employee would have used the time had the employee remained on the payroll.
  10. An employee transferring from one state agency or institution to another will have his or her accrued but unused vacation leave balance transferred as long as the employment is not interrupted by a separation.
  11. Upon separation, any unearned vacation advanced and taken by an employee shall be deducted from the employee’s final paycheck on the basis of one working day for each unearned vacation day taken.
  12. In the case of the death of an employee who has an accrued vacation balance after six (6) months of continuous employment, his or her estate will be paid for all of the employee’s accumulated vacation leave. The payment shall be calculated at the rate of compensation being paid the employee at the time of his or her death.
  13. Vacation Accrual and Max Carry Forward (Administrative, Professional and Classified Staff Only)
Years of Service Hours per Month  Max Carry Forward 
 0-2

 8

 180

 2-5

 9

 244

 5-10

 10

 268

 10-15

 11

 292

 15-20

 13

 340

 20-25

 15

 388

 25-30

 17

 436

 30-35

 19

 484

 35+

 21

 532

E. Responsibilities

See Policy and Procedures section.

F. Review

This policy shall be reviewed by Human Resources every five years or as legislation changes.

ORIGINALLY APPROVED:  12/01/2001

LAST AMENDED:  04/22/2009

REVIEWED:  AY 2014-15