41.001:  Vacation for 12-Month Administrative Presidential Appointees

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.

I.  Vacation Days Earned

Paid vacation is earned by employees holding fiscal year appointments at the rate of two (2) days per month for the first eleven months on active pay status each fiscal year, up to a maximum of twenty-two (22) days per fiscal year.

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.

A.  Example for a Continuing Employee

A typical full-time employee working 12 months per year would accrue 2 days per month, July through May, (11 x 2 = 22 days).

B.  Example for a Mid-year New Employee

A newly hired employee (e.g., hired September 10th) would accrue 2 days per month, September through June (10 x 2 = 20 days).

II.  Accumulation

An employee's unused vacation balance may exceed 32 days throughout the fiscal year but must be reduced to the 32 day maximum by June 30 (either through use of vacation or loss of time), except as provided for in the last paragraph of subsection IV, below.

III.  Vacation Days Taken

It is recommended that all vacation be taken during the year in which the employee qualifies or becomes entitled to the vacation.

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."

IV.  Vacation Records and Adjustments

Departments will record vacation time earned, and used, in a uniformly consistent fashion:

• Until a central electronic method is available for keeping vacation records, the standard Vacation Record Form will be used by each department ; this will ensure that records are available in a uniform format for conversion to a central electronic method. The department must receive permission from the Associate Vice President for Finance and Administration for Human Resources to use any other (paper or private electronic) method.

• As soon as a central electronic method is available for keeping vacation records, the department must receive permission from the Associate Vice President for Finance and Administration for Human Resources to use any other (paper or private electronic) method.

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. The employee's vacation record must be transferred to the new department.

Vacation records 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 UHR. At the end of each fiscal year (June 30), the number of unused vacation days will be reduced to 32 unless the provisions of this paragraph are exercised. During each fiscal year the employee shall continue to accrue vacation days as specified in this policy.

V.  Vacation Pay for Terminating Employees

Upon separation from university service, including retirement, any vacation time earned but not taken, up to a maximum of 32 vacation days, will be paid in a lump sum to the employee at his or her current rate of pay. No employee will be continued on the payroll for the purposes of exhausting his or her vacation balance; the lump sum payment for earned but unused vacation leave will be included in the final pay. In the event of the death of an employee, vacation time earned but not taken, up to a maximum of 32 vacation days, will be paid to the estate of the employee.

VI.  Policy Cross-Reference

1. Policy and Procedure 40.106, "Administrative Appointments."

2. Policy and Procedure 41.000, "Vacation Leave for Classified Employees."

3. Policy and Procedure 41.010, "Benefits for Administrative Presidential Appointees."

4. Policy and Procedure 41.012, "Termination for Cause, Non-Renewal, Suspension, Demotion, or Dismissal of an Administrator."

5. Policy and Procedure 41.013, "Termination: Non-Renewal Based on Discontinuance of Position of Administrators."

1. Obtain Vacation Record Forms from University Human Resources.

2. Prepare and maintain an up-to-date vacation record form for each departmental presidential appointee. The record will include the following data:

       Name                 Vacation year
       Job Title            Vacation days earned
       Department           Vacation dates requested
       Date of hire         Vacation days and dates taken
       Department Head      Balance available
   

3. When an employee is terminated, enter the termination date and the number of days vacation allowance to be paid on termination (if any) to the vacation record. Attach the vacation record to the termination papers and, after approval by the appropriate planning unit head, forward to the Payroll Department. (See Policy and Procedure 41.012, "Termination for Cause, Non-Renewal, Suspension, Demotion, or Dismissal of an Administrator.")

4. When an employee is transferred, update the vacation record and forward to his or her new department.

5. Any questions concerning vacation record-keeping should be directed to University Human Resources.

As soon as a central electronic method is available, it is the responsibility of each department head to ensure that it is used appropriately to accomplish each of the functions corresponding to steps 1 through 5, immediately above.

1. President

2. Provost

3. Cabinet

4. Vice President for Finance and Administration

5. Administrative Senate

6. Policy and Procedure Review Committee

1. Vacation Record Forms are available from University Human Resources, and online, linked from http://www.ohio.edu/hr/forms.cfm.