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Human Resources

Exempt Staff Vacation Time Accrual

Campus Announcement: Change in Vacation Time Accrual for Exempt Staff

Tuesday, May 26, 2020

 

To: Exempt Staff

From: Human Resources 

 

We're pleased to announce an update to our vacation time policy. This change will allow exempt employees to maintain their bank of up to 8 weeks of accrued vacation time throughout the year – there will no longer be a risk of losing unused vacation days annually on August 1.

Earlier this year we collected self-reported vacation time balances from exempt staff, entered them into the Banner system, and began requesting that exempt staff report their usage of vacation, sick or personal time through the Exempt Time Off Reporting Google form . 

It became clear that our current vacation time practices (outlined below) were very confusing for staff to understand.

CURRENT

  • Accruing all vacation time for the year on August 1, and
  • Allowing a total bank of no more than 2 years’ accrual, or 8 weeks, but
  • Only allowing carryover of 4 weeks, in order to gain the full 4 weeks on August 1

In light of how complicated these practices have been to understand, beginning August 1 we will change the vacation time accrual system for exempt staff.

UPDATED AUGUST 2020

  • Vacation time will accrue on a monthly basis (13.34 hours per month)
  • Time will be accrued the first of the month for that month
  • Carryover concerns will be easier to manage, because the limit of 8 weeks will remain consistent throughout the year.  

In addition to being a less complicated practice, an employee will no longer be at risk of losing the accrual of vacation on August 1, just because they have more than 4 weeks in their bank on July 31. This is especially important in light of the current COVID crisis, which has resulted in cancelled travel plans for many – there is no longer a "use it or lose it" deadline of July 31.

However, personal time (16 hours annually) will continue to accrue August 1, with loss of any unused personal time at the end of each fiscal year.    

Finally, sick time policies are also being examined. This includes consideration of establishing a catastrophic illness bank.

If you have any questions about the new practice, feel free to contact the Human Resources office.