Policy Manual

Annual Leave

Regular employees working one-half time or more earn annual/vacation. A full-time regular employee shall be entitled to vacation/annual leave earned at the rate of:

  • One and one-fourth (1 1/4) working days per month (ten hours) for one to five years of continuous employment
  • One and one-half (1 1/2) working days per month (twelve hours) for five to ten years of continuous employment
  • One and three-fourths (1 3/4) working days per month (fourteen hours) for ten or more years of continuous employment

In all cases, a day of annual/vacation leave will be computed for purposes of pay and time off on the basis of the employee's regular workday.

Regular employees who work one-half time or more but less than fulltime shall accrue annual/vacation leave in a ratio equivalent to the percentage of hours worked.

On December 31st of each calendar year, each employee’s leave record will be adjusted to reflect no more than 45 days (360 hours) of accrued vacation/annual leave.

The University reserves the right to require employees to take vacation time in conjunction with a holiday shutdown period or an officially declared shutdown period. Employees not having accrued vacation leave to cover such periods will be charged leave without pay.

Any vacation time taken by employees must be mutually acceptable to the employee and their supervisor. Typically, requests for annual leave should be submitted to the supervisor at least two weeks prior to the annual/vacation leave.

Temporary employees and regular employees working less than one-half time do not earn vacation or sick leave.

A full-time faculty member employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. All working days during the fiscal year shall be counted; absences during academic calendar breaks shall be recorded as vacation; and all vacation days shall be recorded on University leave records.

A full-time administrative officer employed on a twelve (12) month or fiscal year basis shall be entitled to vacation/annual leave earned at the rate of one and three-fourths working days (14 hours) per month. The use of approved vacation/annual leave shall be recorded on University leave records.

A faculty member, who changes from a fiscal year contract to an academic year contract shall be paid his/her unused, accrued vacation/annual leave subject to the 45-day (360-hour) maximum payment restriction upon termination of the fiscal year contract.

A faculty member employed on an academic year (9- to 10-month) basis does not earn vacation/annual leave. An academic year contracted faculty member who teaches during Maymester and/or summer semester will not be eligible to accrue vacation/annual leave for such service.

Vacation/annual leave shall be accrued based on the initial employment date of an employee. A new hire must be employed on or before the fifteenth of a month to qualify for accrual of vacation/annual leave for that month.

The use of approved vacation/annual leave shall be recorded on University leave records. Employees who utilize more leave than accrued shall be placed on leave of absence without pay.

All unused, accrued vacation/annual leave, not to exceed 45 days (360 hours), shall be paid to an employee upon his/her termination from employment. An employee who terminates on or after the fifteenth of a month shall accrue vacation/annual leave for that month.

Upon a move between University System institutions with no break in service, an employee must transfer all accrued vacation/annual leave up to 20 days (160 hours). For employees with accrued vacation/annual leave of greater than 20 days (160 hours), an employee may elect one of the following options:

  • Transfer of the total accrued vacation balance, not to exceed 45 days (360 hours); or
  • Payment by the institution from which the employee is moving of accrued vacation leave in excess of 20 days (160 hours). The total accrued vacation leave for which the employee may be paid shall not exceed 25 days (200 hours).