2.3.010 Employee Vacation Accrual Policy

The university values the contributions of its employees and provides as a benefit to its employees vacation time to be absent from work with pay. Vacation time off with pay is available to employees covered by this policy to provide opportunities for rest, relaxation, and personal pursuits.

This policy applies to all university employees that accrue vacation hours.

For purposes of this policy, “employee” means all regular, full-time, non-faculty employees. Other types of leave are governed by their respective policies.

For purposes of this policy, “vacation time” is paid time off for which employees are compensated at their base rate of pay at the time of the absence. It does not include overtime or any other special forms of compensation.

All employees covered by this policy accrue vacation time at the rate specified in the accrual schedule, based on their years of service, as defined below.  Employees should schedule planned vacation time in advance with their supervisor. Vacation time will be approved or denied by the supervisor, taking into account considerations such as the needs of the university and schedules of employees. Employees who have an unexpected need to be absent from work should notify their supervisor before the scheduled start of their workday, if possible. The supervisor must also be contacted on each additional day of unexpected absence, absent extenuating circumstances. Employees and supervisors should keep in mind, however, that application of vacation leave is always in the discretion of the supervisor, who may choose to deny use of vacation for an unauthorized or unapproved absence, even if prior notice is given by the employee. As to any employee giving notice of resignation, including retirement, use of vacation immediately prior to the last day of employment is discouraged, but may be approved in the sole discretion of the supervisor and shall in no event exceed two work weeks during the last month of employment.

A. Regular full-time employees in a 100% Full Time Equivalent position are eligible to earn and use vacation time as set forth in the table below.

B. Regular employees who occupy a .75 to .99 FTE position will receive the same vacation benefits on a pro-rated basis. For example, a .80 exempt employee with less than 4 years of service would earn 4 hours of vacation semi-monthly. Employees occupying less than a .75 FTE do not accrue vacation time. Maximum accrual levels will also be at the pro-rated rates. (Ex: 288 x .80 = 230)

Exempt (Salaried) & Nonexempt (Hourly) Employees

Years of Eligible Service (As of Anniversary Date)	Vacation Hours (Semi-Monthly)	Maximum Bank
Less than 4 years	5 hours	288 hours
4-9	7 hours	288 hours
9 years and beyond	8 hours	288 hours

 

C. Years of eligible service in the above table refers to continuous service in any full-time faculty or staff position at UCM,  Accrual rates change on the employee's four and nine-year anniversary dates.

D. Vacation is credited at the conclusion of each semi-monthly pay period.

E. Vacation will not be earned for pay periods in which seven or more workdays are unpaid. The number of work days in a given pay period can range from 9 to 12 depending on the month.

F. Vacation time must be earned and credited to the employee's vacation record before using it.

G. Vacation is paid at the employee's base pay rate at the time the vacation is taken.

H. Employees may not accrue vacation time in excess of 288 total hours. Once unused vacation reaches 288 hours, further accumulation stops until vacation is used and the employee’s balance falls below 288 hours, at which time vacation leave will resume accruing up to the 288 maximum hours of accrual.

I. Upon termination of employment, employees will be paid on the pay period after their last regular paycheck all earned but unused vacation accrued. 

J. Supervisors must approve all requests for vacation (electronic or paper) for the absence to be valid. Exempt employees must submit requests in one-hour increments. Nonexempt employee requests for leave must be submitted in fifteen-minute increments.

K. Vacation constitutes hours worked in calculating overtime pay for nonexempt employees.

Any questions regarding this policy should be directed to the Human Resources Office.

Approved by the Board of Governors March 17, 1998
Formatting updated August 1, 2007
Procedures revised by the University President per BOG Policy 1.2.040, January 21, 2026
effective January 1, 2026, with no retroactive impact, to delete annual carryover cap, to clarify
years of service, and to address use of vacation leave prior to separation.