41.000: Vacation and Winter Closure Time for Administrative and Classified Employees
|Status:||Approved on March 26, 2014||Signatures and dates
on archival copy
|Effective:||30 days after approval||
|Initiated by:||Colleen Bendl|
Chief Human Resource Officer
|Endorsed by:||Pam Benoit|
Executive Vice President and Provost
|Approved by:||Roderick J. McDavis|
- I. Overview
This policy governs Vacation leave and Winter Closure Time for all eligible Ohio University classified and administrative employees. This policy does not apply to employees holding positions covered by a collective bargaining agreement.
- II. Eligibility
Classified employees and employees in administrative appointments with duration of 11 or 12 months are eligible for the paid vacation leave benefit.
- III. Accrual
The total amount of annual earned vacation varies by employment type. This section defines the total amount of vacation that each employee group is eligible to receive each year, along with how much time they will accrue during each pay period. The length of a vacation day is determined by multiplying 8 hours by the employee’s FTE. Please refer to Guidelines for Vacation and Winter Closure Time for Administrative and Classified Employees (Link) for further explanations and clarifications.
- A. Administrative Appointments
Paid vacation is not earned during an unpaid leave of absence without regular pay.
Administrative Appointments earn vacation days based on the length of the contract:
- With the exception of the second pay period in the month of December, twelve-month administrative appointments earn vacation time at the rate of one (1) day per pay period for the first 21 pay periods in which they have worked any time, each fiscal year, up to a maximum of twenty-one (21) days per fiscal year. Twelve-month appointments do not accrue vacation time for the second pay period in December.
- With the exception of the second pay period in the month of December, eleven-month administrative appointments earn vacation time at the rate of one (1) day per pay period for the first 19 pay periods in which they have worked any time, each fiscal year, up to a maximum of nineteen (19) days per fiscal year. Eleven-month appointments do not accrue vacation time for the second pay period in December.
An administrative employee may accumulate a balance of up to 54 vacation days throughout a given fiscal year but must be reduced to a 32 day maximum by June 30, except as explained in the next paragraph.
In the event that an employee has accumulated 32 or more vacation days and cannot take vacation time immediately because of pressing departmental needs as identified by the department head, the department head shall specify, in writing, that all of the employee's unused vacation days (limited to 54 days) will be carried over and available for use in the next fiscal year. A copy of the written record will be given to the employee, the Planning Unit Head, and the Payroll Office.
- B. Classified Positions
In compliance with Ohio Revised Code, classified employees earn vacation time at a rate specified by their Adjusted State Service Date on file with University Human Resources. It is the responsibility of the individual employee to secure the statement of prior state service and file it with University Human Resources.
No vacation credit is given for compensable hours over eighty (80) in a bi-weekly pay period. Eligible employees fall into one of the groups below, dependent upon their service date:
- Group A: Employees with less than 5 years of adjusted state service may earn up to 80 hours of vacation each year. Time is accrued in proportion to the number of hours paid in each bi-weekly pay period at a maximum rate of 3.1 hours per 80 paid hours.
- Group B: Employees with 5 but less than 10 years of adjusted state service may earn up to 120 hours of vacation each year. Time is accrued in proportion to the number of hours paid in each bi-weekly pay period at a maximum rate of 4.7 hours per 80 paid hours.
- Group C: Employees with 10 but less than 20 years of adjusted state service may earn up to 160 hours of vacation each year. Time is accrued in proportion to the number of hours paid in each bi-weekly pay period at a maximum rate of 6.2 hours per 80 paid hours.
- Group D: Employees with 20 or more years of adjusted state service may earn up to 200 hours of vacation each year. Time is accrued in proportion to the number of hours paid in each bi-weekly pay period at a maximum rate of 7.7 hours per 80 paid hours.
Vacation time may be accumulated to a maximum of 3 times the amount that an employee is eligible to accrue in a year. Credit is not granted beyond the maximum.
- IV. Vacation Usage and Reporting
Use of vacation is subject to approval and final approval by the employee’s supervisor and department head. Employees who are subject to an initial probationary period of employment with Ohio University are not eligible to use any accrued vacation time until the probationary period is completed.
Procedures shall be established within each department to insure that vacation leave used is properly reported in the pay period in which the leave is taken. Vacation hours cannot be used or reported on a day observed as a legal holiday by the University. Vacation compensation by itself or in combination with other compensation shall not exceed the normal scheduled work day or work week earnings. Vacation leave for part-time employees cannot exceed nor be in addition to their scheduled work hours.
It is the responsibility of the employee to track and manage their vacation leave balances. Employees who allow their vacation time balances to become negative in quantity may be subject to disciplinary action up to and including termination of employment.
- A. Administrative Appointments
Usage of vacation time shall be recorded on the Request for Paid Time Off Form for Faculty and Administrative Staff. The reporting should be per occurrence and the forms sent to the Payroll Office after departmental approval.
- B. Classified Positions
Employees shall document approved vacation leave on their electronic or paper time sheets or cards.
- V. Payout of Eligible Vacation Time
- A. Separation from Ohio University
Upon separation from University service, including retirement, payment for eligible, earned, but unused vacation leave will be made in a lump sum to the employee at his or her current rate of pay provided the employee has completed the initial probationary period. Administrative appointments are eligible for a maximum payout of 32 days. Classified employees are eligible for a maximum payout of 600 hours.
In the event of the death of an employee eligible for vacation, any unused vacation leave will be paid in accordance with Section 2113.04 of the Ohio Revised Code, or to the deceased employee's estate.
No employee shall be continued on the payroll for the purpose of exhausting his or her vacation.
- B. University Employment Status Change
When an employee changes from classified status to presidential appointee (or vice versa), there should be mutual agreement between the employee and the department head regarding disposition of any unused vacation. Any such agreement for disposition of unused vacation must be within the confines of the University policies cross-referenced below and State law regarding the accrual and use of vacation. University Human Resources must be notified in writing as to whether the balance will be carried over to the new record or lump sum payment will be made for any part or all of the unused balance at the time of change in status.
- VI. Winter Break Closure
Ohio University closes annually from December 25 through January 1. Any work performed during this period of closure must be approved by the appropriate unit head or designee of the president. Employees that are in active pay status on the work day preceding Winter Break Closure will receive pay for the closure days.
Winter Break Closure will affect 4 days in which employees would be otherwise scheduled to work. The first day of the closure will be paid as a Holiday, which is floated from President’s day. The second and third days will be paid as Winter Closure Time (WCT) by the University. Winter Closure Time neither accumulates, nor carries-over, nor is it eligible for any cash pay-out at time of separation, for any reason, from Ohio University. Employees may not report Winter Closure Time on days that they would not be regularly scheduled. Use of Winter Closure Time may not cause an employee to exceed 40 hours of work in one week.
Dependent upon service time, employees will be paid for the 4th day of closure through WCT or mandatory use of vacation, as defined below:
The following employees will be granted WCT during the 4th day of closure:
- All Classified employees in groups A and B (pursuant to Subsection III (B), above) as of December 25;
- Classified employees in groups C and D (pursuant to Subsection III (B), above) with less than 1 year of continuous service with Ohio University as of December 25.
All other classified employees must use a vacation day during the 4th day of closure.
For specific procedures and more detailed information regarding timekeeping and Winter Break Closure, please refer to the Guidelines for Vacation and Winter Closure Time for Administrative and Classified Employees. When those Guidelines are reviewed to consider updates, those listed as Reviewers for this policy or for Policy 41.125 will be consulted.
Proposed revisions of this policy should be reviewed by:
- Payroll Manager
- Classified Senate
- Administrative Senate
- Faculty Senate
- Forms, References, and History
- A. Forms
The following forms are specific to this policy:
- Statement of Prior State Service is available from University Human Resources, and online, linked from http://www.ohio.edu/hr/forms/ (scroll down to the "O,P" section or the "S" section).
- Paid Time Off Forms for Administrators are available from University Human Resources, and online, linked from http://www.ohio.edu/hr/forms/ (scroll down to the "O,P" section or the "V" section).
- B. References
The following items are relevant to this policy:
- Guidelines for Vacation and Winter Break Closure Time for Administrative and Classified Employees is available from University Human Resources, and online at http://www.ohio.edu/hr/benefits/pto/WBC_Guidelines.cfm.
- Winter Break Closure FAQ is available from University Human Resources, and online, linked from http://www.ohio.edu/hr/faq/WBC.cfm.
- The Ohio Revised Code is online, including § 2113.04
- Policy 40.025, "Jury Duty and Court Leave"
- Policy 40.027, "Personal Leave for Administrative Employees."
- Policy 40.028, "Personal Days for Classified Civil Service Employees."
- Policy 40.029, "Sick and Bereavement Leave for Faculty and Administrative Appointees."
- Policy 40.030, "Sick and Bereavement Leave for Classified Employees."
- Policy 40.031, "Terminal Pay for Classified Employees."
- Policy 40.033, "Leaves of Absence for Classified Employees."
- Policy 40.045, "Terminations and Reinstatements of Classified Employees."
- Policy 40.050, "Payroll Time Reporting for Classified and Student Employees."
- Policy 40.106, "Administrative Appointments."
- Policy 41.003, "Partial Month's Salary for Salaried Administrative Appointments."
- Policy 41.010, "Benefits for Administrative Presidential Appointees."
- Policy 41.012, "Termination for Cause, Non-Renewal, Suspension, Demotion, or Dismissal of an Administrator."
- Policy 41.013, "Termination: Non-Renewal Based on Discontinuance of Position of Administrators."
- Policy 41.014, "Notification of Termination and Reinstatement of Presidential Appointees and Graduate Student Employees."
- Policy 41.125, "Holidays for Administrative Presidential Appointees and Classified Civil Service Employees."
- Policy 41.128, "Leaves of Absence for Presidential Appointees."
- C. History
Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site, at https://www.ohio.edu/policy2/41-000/.
Prior versions of this policy were approved on:
- December 3, 2012 (full review)
- August 6, 2008 (abbreviated review)
- February 27, 2005 (full review)
- July 1, 1992
- February 23, 1990
- March 1, 1981
Prior versions of the former Policy 41.001, "Vacation for 12-Month Administrative Presidential Appointees," which is now incorporated into this policy, were approved on:
- May 20, 2008 (abbreviated review)
- April 18, 2007 (full review)
- April 15, 2000
- April 4, 1988
- December 8, 1980
- June 21, 1978
- April 15, 1974
- March 1, 1970
- October 1, 1969