Vacation accrues in hours at the end of each biweekly pay period.

First 2 years of employment:

• 75 hours (10 days) per year

• 2.885 hours per pay period (37.5-hour schedule)

• 3.077 hours per pay period (40-hour schedule)

After 2 years of employment:

• 180 hours (24 days) per year
• 6.924 hours per pay period (37.5-hour schedule)
• 7.385 hours per pay period (40-hour schedule)

Vacation accrues biweekly and is prorated based on FTE (must be working 12 months per year and at least 50% FTE).

First 2 years of employment:

• 2.885 hours per biweekly pay period multiplied by the FTE.

Example: An employee working 80% FTE accrues 2.31 hours per pay period in their first two years.

After 2 years of employment:

•  6.924 hours per biweekly pay period multiplied by the FTE.

Example: An employee working 80% FTE accrues 5.54 hours per pay period after their first two years.

Employees do not accrue vacation during periods when they are not working.

Accruals are prorated based on months worked, and departments must manually adjust accruals to zero during unpaid periods.

Vacation time continuously accrues and is not based on a calendar year. 

• Maximum: 165 hours (22 days) for full-time staff

• Once the maximum is reached:

  • Accrual stops until time is used

  • Missed accruals cannot be recovered

Employees and managers should regularly review balances to avoid reaching the cap.

Vacation accrues in days at the end of each monthly pay period.

• 24 days per year
• 2 days per month

Part-time exempt employees who work year-round (12 months) at 50% FTE or greater accrue vacation on a prorated basis. The full-time annual accrual is 24 days, which is multiplied by the employee’s FTE to determine their total yearly accrual.

Vacation is accrued monthly at a rate of 2 days per pay period, also prorated by FTE.

The value of each vacation day is based on the employee’s standard workday, calculated by dividing weekly scheduled hours by five. This figure represents the employee’s standard workday.

For example, an exempt employee scheduled to work 30 hours per week has a standard workday of 6 hours (30 divided by 5). Each accrued vacation day for this employee is therefore equivalent to 6 hours.

Vacation accrues only during months worked. No accrual occurs during unpaid periods.

Departments are responsible for manually adjusting accruals accordingly.

Vacation time continuously accrues and is not based on a calendar year. 

• Maximum: 22 days for full-time staff

• Once the maximum is reached:

  • Accrual stops until time is used

  • Missed accruals cannot be recovered

Employees and managers should regularly review balances to avoid reaching the cap.

Non-Exempt Employees

• Record time in hours in Workday
• Based on scheduled workday (e.g., 7.5 hours for full day)
• Minimum entry: 0.25 hours (departments may require more)

Summer Hours:

Report 7.5 hours for a full day, even during reduced summer schedules.

Exempt Employees

Staff working in exempt positions are required to work the number of hours per week necessary to perform the duties of the position.

• Request time off in full- or half-day increments.
• Under the Fair Labor Standards Act (FLSA), pay for exempt employees may not be reduced in increments of less than a full day. If an exempt employee has exhausted their accrued vacation time and is absent for one or more full days, pay will be reduced for those full-day absences.

For exempt employees who do not work a standard workweek, vacation days may need to be converted into hours for tracking purposes, but should still be submitted in Workday as full- or half-day increments. This may require supplemental recordkeeping outside of Workday. Employees should consult their supervisor or Absence Partner for guidance on proper tracking.

• Vacation time must be earned before it is used (borrowing is not permitted).
• All vacation requests should be submitted in advance and are subject to supervisor approval. Requests may be denied based on staffing or operational needs.
• Departments may establish additional guidelines for scheduling time off and, when necessary, may require or restrict vacation use based on business needs.
• During a new employee’s probationary period, vacation use may be approved at the supervisor’s discretion.

Accrual does not occur during:

• Unpaid leaves of absence
• Pay periods when an employee is not scheduled to work and is not receiving sick or vacation pay in place of regular earnings

Employees who reach 25 years of service receive a one-time award of 10 additional vacation days (prorated for employees working less than 100% time).

• Can be used at any time with their supervisor’s approval

• Does not need to be taken all at once

• Unused time is paid out upon separation

• Accrued vacation (and sick) time may be used during a medical leave to continue pay

• Time must be used continuously, not intermittently

Employees on FMLA or RIPFML:

• Continue to accrue vacation
• Cannot use newly accrued time until returning to work

Unused vacation is paid out when:

• Employment ends
• Transferring to a position under 50% FTE
• Moving to a bargaining unit with a different policy

Vacation time is not accrued during the period in which an employee’s employment ends.

If transferring within eligible roles, accrued vacation balances move with the employee.