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Administration Policy



41.001:  Vacation and Winter Closure Time for Administrative and Classified Employees


Status:Approved on September 28, 2015Signatures and dates
on archival copy
Effective:30 days after approval 
Initiated by:Colleen Bendl
Chief Human Resource Officer
 
Endorsed by:Stephen Golding
Vice President for Finance and Administration
 
Approved by:Roderick J. McDavis
President
 


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A.   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.


B.   Eligibility

Classified employees and employees in administrative appointments with duration of eleven or twelve months are eligible for the paid vacation leave benefit.


C.   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 eight hours by the employee’s FTE. Please refer to "Guidelines for Vacation and Winter Closure Time for Administrative and Classified Employees" for further explanations and clarifications.


1.   Administrative appointments

Paid vacation is not earned during an unpaid leave of absence without regular pay.

Administrative appointments earn vacation days as follows:

  1. 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 day per pay period for the first twenty-one pay periods in which they have worked any time, each fiscal year, up to a maximum of twenty-one days per fiscal year. Twelve-month appointments do not accrue vacation time for the second pay period in December.

  2. 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 day per pay period for the first nineteen pay periods in which they have worked any time, each fiscal year, up to a maximum of nineteen 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 fifty-four vacation days throughout a given fiscal year but must be reduced to a thirty-two day maximum by June 30, except as explained in the next paragraph.

In the event that an employee has accumulated thirty-two 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 fifty-four 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.


2.   Classified positions

In compliance with 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 in a bi-weekly pay period. Eligible employees fall into one of the groups below, dependent upon their service date:

  1. Group "A":   employees with less than five years of adjusted state service may earn up to eighty 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 eighty paid hours.

  2. Group "B":   employees with five but less than ten years of adjusted state service may earn up to one hundred twenty 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 eighty paid hours.

  3. Group "C":   employees with ten but less than twenty years of adjusted state service may earn up to one hundred sixty 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 eighty paid hours.

  4. Group "D":   employees with twenty or more years of adjusted state service may earn up to two hundred 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 eighty paid hours.

Vacation time may be accumulated to a maximum of three times the amount that an employee is eligible to accrue in a year. Credit is not granted beyond the maximum.


D.   Vacation usage and reporting

University human resources shall maintain online instructions for usage and reporting of vacation time by all employees covered by this policy.


E.   Payout of eligible vacation time


1.   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 thirty-two days. Classified employees are eligible for a maximum payout of six hundred 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 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.


2.   University employment status change

When an employee changes from classified status to administrative (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.


F.   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 includes three holidays and three days in which employees would be otherwise scheduled to work. The first and second business days are holidays (christmas and president's day observed); the third and fourth business days will be paid as winter closure time ("WCT") by the university. WCT 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 WCT on days that they would not be regularly scheduled. Use of WCT may not cause an employee to exceed forty hours of work in one week.

Dependent upon service time, employees will be paid for the fifth business day of closure through WCT or mandatory use of vacation, as defined below:

The following employees will be granted WCT during the fifth day of closure:

  1. Administrators;

  2. All classified employees in groups A and B (pursuant to Subsection (C)(2), of this policy) as of December 25;

  3. Classified employees in groups C and D (pursuant to Subsection (C)(2), of this policy) 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 fifth business day of closure.

The sixth business day is holiday (new year's day).

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.




Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Payroll Manager

  2. Controller

  3. Classified Senate

  4. Administrative Senate

  5. Faculty Senate

  6. Deans


Forms, References, and History


1.   Forms

The following forms are specific to this policy:

  1. Statement of Prior State Service is available from University Human Resources, and online, linked from https://www.ohio.edu/hr/forms/ (scroll down to the "O,P" section or the "S" section).

  2. Paid Time Off Forms for Administrators are available from University Human Resources, and online, linked from https://www.ohio.edu/hr/forms/ (scroll down to the "O,P" section or the "V" section).


2.   References

The following items are relevant to this policy:

  1. Guidelines for Vacation and Winter Break Closure Time for Administrative and Classified Employees is available from University Human Resources, and online at https://www.ohio.edu/hr/benefits/pto/WBC_Guidelines.cfm.

  2. Winter Break Closure FAQ is available from University Human Resources, and online, linked from https://www.ohio.edu/hr/faq/WBC.cfm.

  3. The Ohio Revised Code is online, including § 2113.04

  4. Policy 40.025, "Jury Duty and Court Leave"

  5. Policy 40.027, "Personal Leave for Administrative Employees."

  6. Policy 40.028, "Personal Days for Classified Civil Service Employees."

  7. Policy 40.029, "Sick and Bereavement Leave for Faculty and Administrative Appointees."

  8. Policy 40.030, "Sick and Bereavement Leave for Classified Employees."

  9. Policy 40.031, "Terminal Pay for Classified Employees."

  10. Policy 40.033, "Leaves of Absence for Classified Employees."

  11. Policy 40.045, "Terminations and Reinstatements of Classified Employees."

  12. Policy 40.050, "Payroll Time Reporting for Classified and Student Employees."

  13. Policy 40.106, "Administrative Appointments."

  14. Policy 41.003, "Partial Month's Salary for Salaried Administrative Appointments."

  15. Policy 41.010, "Benefits for Administrative Presidential Appointees."

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

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

  18. Policy 41.014, "Notification of Termination and Reinstatement of Presidential Appointees and Graduate Student Employees."

  19. Policy 41.125, "Holidays for Administrative Presidential Appointees and Classified Civil Service Employees."

  20. Policy 41.128, "Leaves of Absence for Presidential Appointees."


3.   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/policy2/41-001/.

At the time it was first approved, in December, 2012, this combined policy was numbered 41.000; in November, 2014, it was re-numbered to 41.001, in conjunction with conformance to Senate Bill 3.

  1. Prior versions of the former Policy 41.000, "Vacation Leave for Classified Employees," which is now incorporated into this policy, were approved on:

    1. December 3, 2012 (full review)

    2. August 6, 2008 (abbreviated review)

    3. February 27, 2005 (full review)

    4. July 1, 1992

    5. February 23, 1990

    6. March 1, 1981

  2. Prior versions of the former Policy 41.001, "Vacation for 12-Month Administrative Presidential Appointees," were approved on:

    1. May 20, 2008 (abbreviated review)

    2. April 18, 2007 (full review)

    3. April 15, 2000

    4. April 4, 1988

    5. December 8, 1980

    6. June 21, 1978

    7. April 15, 1974

    8. March 1, 1970

    9. October 1, 1969



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Administrative Policy Manual

Dick Piccard revised this page
(https://www.ohio.edu/policy/41-001.html)
on September 30, 2015.
policy@ohio.edu

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