- Supervisors are expected to actively work with the staff they supervise to ensure annual leave (vacation time) balances are managed each year calendar.
- When staff take annual leave, the supervisor will have a plan in place (that doesn’t include the employee) to cover any required work (the staff taking vacation time will not be checking email, Workday, et. al.).
- Vacation requests longer than four weeks require Divisional Dean or Dean approval.
- For classified staff, vacation time off that exceeds 280 hours is forfeited at their anniversary date, except as prohibited by the contract. In the event that an employee exceeds 280 hours of accrued time voluntarily, the excess must be used before the employee’s anniversary date. If a supervisor denies time off requests due to business needs, causing an employee to involuntarily exceed the limit, the supervisor must notify the department administrator/chair.
- For professional staff, vacation hours are not forfeited while they remain employed with the university. However, only 280 hours (max) will be paid out to an employee upon termination from the university, regardless of the reason for separation. There is no exception or waiver available to exceed this maximum. Additionally, to allow for prompt recruitment of the departing employee’s position, minimal disruption while maintaining department continuity, and support of the remaining team members on staff in the affected department, the policy of the College of Arts and Sciences is that professional staff members may take up to four weeks (160 hours; or appropriate hours for FTE) of vacation time off between their final day in-office and their final date of employment. This maximum time off would be followed by a payout of remaining unused vacation time off, up to 280 hours, upon resignation or retirement.
- It is your responsibility as a supervisor to meet with your direct staff reports and create a plan to use accumulated vacation beyond 280 hours.
