Staff and Administrators

The amount of vacation you accumulate and the maximum balance that can be carried in any month depends on your position classification (exempt or nonexempt), the type of appointment you have, and your length of continuous University service. 

If you are preparing for a major life event, or have experienced an unexpected work-related situation, you may be granted an exception to the maximum accumulation allowed. Please see HR 34 for complete details. 

Vacation time off is scheduled by mutual agreement between you and your college or department. You should verify with your supervisor how the process works.  

Accumulation Rates

100% FTE

Vacation Accumulation Rates
Non-Exempt
Years of Service Monthly Accumulation Rate Maximum Accumulation Allowed
0-10 12 hrs 192 hrs
11-25 16 hrs 240 hrs
26+ 18 hrs 264 hrs
Vacation Accumulation Rates
Exempt
Years of Service Monthly Accumulation Rate Maximum Accumulation Allowed
0-25 16 hrs 240 hrs
26+ 18 hrs 264 hrs

For complete details, see Policy HR 34: Vacation, Staff Employees or Policy HR 92: Administrator

HR-88 Position (Annual FTE of 75% or More)

The amount of vacation accumulated and the maximum balance that can be carried in any month for HR 88 positions is determined by multiplying your annual FTE by the accumulation rates with the same classification and years of service. (see above)  

Examples: 

  • You are in an exempt position, have 5 years of service, and are working 40 hours per week nine months per year, August 15 through May 15 (75% annual FTE). You earn 12 hours of vacation each month with a maximum accumulation of 180 hours. 
  • You are in a non-exempt position, have 5 years of service, and are working 40 hours per week, ten months per year, August 1 through May 31 (83.3% annual FTE). You earn 10 hours of vacation each month with a maximum accumulation of 160 hours. 
  • You are in an exempt position, have 28 years of service, and are working 30 hours per week, 12 months per year (75% annual FTE). You earn 13.5 hours of vacation each month with a maximum accumulation of 198 hours. 

HR-88 Position (Six-to-Eight Months)

You accumulate and use vacation leave during work periods only.

See policy HR88: Vacation, Full Time Equivalent Appointments

Technical Service

Policies affecting employees represented by a union are found in the appropriate Agreements.

Wage Payroll, Nonacademic

When you have completed two years of continuous University service, working at least 750 hours each year, you begin to accumulate earned time. You accumulate eight hours of earned time for every 168 hours paid. The maximum accumulation of earned time is 96 hours. Accumulated earned time can be used to account for work time missed due to illness, vacation, etc. 

See policy HR 05: Earned Time

Faculty

With the exception of the Applied Research Lab and the University Libraries, if you are in a full-time academic appointment, you do not have a defined vacation program – the amount of paid time off is determined by your college.

See policy HR 61: Faculty Vacation