VACATIONS (NON-TEACHING PERSONNEL)	No. 3-20	Rev. 05-13-03
		Date 8-17-77

OLD VERSION

I. REFERENCES

PPM 3-2, Personnel Definitions

PPM 3-29, Leaves of Absence Without Pay

PPM 4-25, Processing Sponsored Project (Grants and Contracts) Documents

II. GENERAL INFORMATION

The vacation year is defined as the period beginning on November1 and ending on October 31.  Maximum accrued vacation as defined in III, D below is calculated as of November 1.  The employee's employment date will be used to calculate vacation accrual.

Vacation accrual occurs each pay period. Employees must be hired on or before the 10th of the month to receive vacation for the first half of the month and on or before the 25th of the month to receive vacation for the second half of the month. Terminating employees must work through the 10th of the month to receive vacation for the first half of the month and through the 25th of the month to receive vacation for the second half of the month.

III. STANDARD VACATION POLICY

A. All full-time classified staff accrue vacation credits on a monthly basis as follows:

Years in Service	Accrual Rate  Days Per Year
0 - 3	12 days per 12 months (1 day per month)
4 - 6	15 days per 12 months (1.25 days per month)
7 - 10	18 days per 12 months (1.5 days per month)
11 - 13	20 days per 12 months (1.67 days per month)
14 plus	22 days per 12 months (1.83 days per month)

Classified staff on less than 12-month appointments earn vacation at the appropriate rate for the months employed.  Increased vacation rates for these employees begin in the first month of the 4th, 7th, 11th and 14th years of service as calculated from their individual date of employment.

B. Executives accrue vacation at the rate of 1.83 days per month (22 days per 12 months).

C. Professional/administrative staff personnel accrue vacation credits on a monthly basis as follows:

Years in Service	Accrual Rate  Days Per Year
0 - 3	15 days per 12 months (1.25 days per month)
4 - 6	18 days per 12 months (1.5 days per month)
7 - 10	20 days per 12 months (1.67 days per month)
11 plus	22 days per 12 months (1.83 days per month)

Professional/administrative staff on less than 12-month appointments earn vacation at the appropriate monthly rate for the years of service over the number of months they are employed.

Increased vacation rates for professional/administrative employees begin in the first month of the 4th, 7th and 11th years of service as calculated from their individual date of employment.

Where professional/administrative staff are employed in areas that have peak workloads and natural slow periods, the appropriate vice president may approve designated vacation periods and/or prohibit carry-over of vacation from year to year.  Such exceptions can be made to provide for continuity of operations and to prevent abuse of vacation accrual.

D. Accrued vacation may be used as it is accrued.  A maximum of 30 days' accrued vacation credit may be carried over from vacation accrual year to vacation accrual year.  Any vacation accrual in excess of 30 days will be lost if not used prior to November 1.  Exceptions to the "carry-over" provision may be granted by the appropriate vice president.  In no case will such an exception exceed a three-month "grace" period to utilize excess vacation.  Subject to the availability of funding, the maximum number of accrued vacation days for which payment is due upon termination is 30 days plus the current year's accrued vacation time.  Payment will not be made for holidays occurring after the last day on which the employee is present for work.

E. Department heads and supervisors will maintain Employee Absence Reports on all employees who accrue vacation credits.  The reports will be submitted monthly to the Payroll Department.

IV  VACATION FOR EMPLOYEES WITH SALARY DOLLARS PAID THROUGH EXTERNALLY FUNDED SOURCES

A.  Salary and wages paid through any formal or informal agreement, between the university and any third party, to perform services under terms and conditions of the agreement, shall refer to salary or wages charged as direct costs for time expended against the account(s) funded by, and set up to be, associated with the agreement.

B.  Classified, executive and professional/administrative employees, whose positions are fully funded through externally sponsored projects (i.e. grants, contracts, etc.), are subject to the Standard Vacation Policy.  However, these employees are not eligible for carryover of vacation from one vacation year to the next.  All vacation must be taken in the vacation year in which it is earned, prior to termination of the externally sponsored agreement through which an employee's salary or wage is paid, and prior to separation or termination of employment.  For the purpose of accounting, vacation taken will be charged against accrued vacation in the same proportion as the sources of funding for an employee's position.

C.  Salaried classified staff, professional/administrative staff and executives on part-time contracts of 50 percent or more shall accrue vacation credits in proportion to the number of hours worked in a normal work day.

D. Upon separation or termination, vacation payout shall not be made to employees on that proportion of accrued vacation attributable to salary or wages paid under a grant or contract.

E.  Classified, executive and professional/administrative employees, whose positions are partially funded through externally sponsored projects, are not eligible for carryover of vacation from one vacation year to the next on that portion of their salary funded by grants or contracts.  For positions partially funded by externally sponsored projects, earned vacation shall be prorated based on the percentage of funding provided by the agreement (grant, contract, etc.).