|Approved on May 20, 2008||Signatures and dates
on archival copy
|James E. Kemper|
Associate Vice President for Finance and Administration for Human Resources
Executive Vice President and Provost
|Roderick J. McDavis|
Date of Approval
|April 18, 2007|
Every effort should be made to grant preference in scheduling vacations; however, vacation schedules within a department should be arranged to meet departmental demands and to provide adequate staffing at all times. It may be necessary for the department head to designate certain periods of the vacation year in which few or no vacations can be scheduled. It may also be necessary to schedule some vacations at particular times or to postpone a scheduled vacation due to departmental work requirements.
Responsibility for interpretation and administration of this policy rests with the Vice President for Finance and Administration or his or her designee.
The vacation policy for employees holding other than a fiscal year appointment is outlined in Policy and Procedure 41.010, "Benefits for Administrative Presidential Appointees."
An employee who is placed on the payroll before the 16th of any month will earn two days of vacation for that month. An employee who is placed on the payroll on or after the 16th of any month, will not earn vacation for that month. An employee whose last day of work is before the 16th of any month will not earn vacation credit for that month. Paid vacation will not be earned during a leave of absence without regular pay.
When an official University holiday falls within an employee's vacation period, vacation is not charged for that day. Vacation pay is payable only at the time vacation is taken or upon termination. Vacation pay will not be granted in lieu of vacation except at termination. See also Policy and Procedure 41.013, "Termination: Non-Renewal Based on Discontinuance of Position of Administrators."
When an employee changes from classified status to administrative exempt status, there should be mutual agreement between the employee and the new department head regarding disposition of any unused vacation. Any such agreement for the 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 as to whether the balance will be carried over to the contractual record or lump sum payment will be made at the time of change in status. A maximum of 32 days may be transferred from classified status to administrative exempt status.
Employees who transfer from one department to another will retain their unused, earned vacation time.
Vacation reports should be reviewed periodically to assure that employees who are approaching the 32-day maximum vacation accumulation are informed that vacation may not be accumulated beyond that maximum at the end of the fiscal year (June 30), except as provided for 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. For any employee whose carry forward vacation days exceed 32, a copy of the written record stating the unused vacation days (limited to 54) will be given to the employee, the Planning Unit Head, and the Payroll Office. At the end of each fiscal year (June 30), the number of unused vacation days will be reduced to 32 until the provisions of this paragraph are exercised. During each fiscal year the employee shall continue to accrue vacation days as specified in this policy, never to exceed the 54-day maximum.
Payroll will complete a Vacation Payout Form and forward it to the employee for signature. The form will then be signed by the Supervisor and the Budget Unit Manager, before being returned to Payroll for payment processing.
Any questions concerning vacation record-keeping should be directed to the Payroll Office.
|Dick Piccard revised this file (http://www.ohio.edu/policy/41-001.html) on May 15, 2013.|