Policy 612 - Vacation Pay
The University grants paid vacation for the purpose of rest and relaxation.
Vacation leave accrues from the first of the month following the date of hire as a regular or academic staff member and continues during periods of work, sick leave, vacation and other periods of paid leave. Vacation does not accrue for hours worked on an overtime basis.
Maximum Vacation Accumulation
The maximum amount of vacation that staff members can accumulate is the amount they would accrue in one and one-half years at their current annual accrual rate. For instance, if a staff member has 10 years of service the maximum number of vacation hours which can be accrued is 264 hours; the staff member will not accrue any additional vacation hours until the available balance falls below 264 hours.
Regular staff members are eligible to accrue and use vacation if they are assigned to work twenty (20) hours a week or more for six (6) months or more.
Accrual of Vacation
Full-Time Regular Staff-
*Length of service for vacation accrual purposes means years of service counted from the staff member’s date of hire as a regular staff member. However staff hired on a temporary basis who are subsequently hired into a regular position for twenty (20) hours a week or more, will have an accrual rate based on their initial date of hire as a temporary.
Full Time Regular Academic Staff-
Librarians and other full-time regular academic staff, as defined by the Faculty Handbook, will accrue vacation at the following rates:
**Academic staff hired on July 1, 1993 or after will accrue vacation based on years of service as a full time regular academic staff member at SCU. Librarians hired prior to July 1, 1993 who had been accruing vacation based on credit for professional experience prior to coming to Santa Clara University will continue to accrue vacation based on their total years of professional experience.
Administrative Officers of the University
Administrative officers identified by the Vice Presidents and approved by the President will accrue vacation at the following rates:
Part Time Regular Staff/Academic Staff-
Staff who are paid on a semi-monthly salary basis working less than forty (40) hours per week (less than 1.0 FTE) will receive pro-rated leave accrual based on the number of hours regularly scheduled to work.
Vacation accrual rates will increase in the pay period following a staff member's anniversary date following completion of the specified length of service period as defined above.
Accruals During Leaves of Absence
Donation of Vacation to Other Staff
Staff who have run out of vacation and sick leave due to the continuing requirement to be absent from work because of illness or family emergency may be authorized additional vacation time from a pool of vacation donated by other staff. Staff may donate vacation time, in eight (8) hour increments, to the pool or for specific individuals. Staff must retain a balance of at least eighty (80) hours of vacation after making a donation to the pool. Staff who wish to donate vacation should contact Human Resources to obtain the Vacation Request Form.
Staff who wish to request additional vacation hours from the pool for use in cases of long term illness or family emergency should complete Section III of the Vacation Request Form, discuss their request with their supervisor, and submit the approved Vacation Request Form to Human Resources. Human Resources will consult with the supervisor and authorize additional vacation hours from the pool as appropriate.
Scheduling of Vacations
Departments are responsible for providing opportunities for staff to take vacations each year. Staff members should make specific vacation requests in writing to their supervisors at least two weeks prior to the requested time-off. The policy and practice of the University is to grant staff members the opportunity to use accrued vacation with some discretion, so long as the scheduling of vacation does not interfere with the operational needs of the department. In all circumstances, management must approve the time off before it is taken.
If a staff member is not utilizing accrued vacation, it is the prerogative of the department manager to schedule time off for the staff member. It is hoped that a mutually agreeable schedule can be developed, but management does have the discretion to require that vacation time be utilized.
Staff members are discouraged from using more vacation than they have currently accrued. However, in exceptional cases the supervisor may request through the departmental manager with budget authority that Human Resources approve the advance of vacation hours to a staff member. Departments are liable for the cost of vacation which has been advanced to a staff member and not covered by accruals prior to the time the staff member terminates.
Use of Vacation by Part-Year Staff
Part-year staff should schedule their vacation to be used during the pay periods they are scheduled to be at work. Part-year staff may not use vacation during the non-work periods. Part-year staff will not accrue vacation during non-work periods.
Use of Vacation for Non-Vacation Absences
Vacation can be used for other absences (e.g., disability, family, and personal leaves) when requested by the staff member and approved by the supervisor.
Pay in Lieu of Vacation
Vacation may not be converted to cash except upon termination of employment or upon change to an employment status with the University which makes the individual ineligible for vacation accrual or use. When there is a change in employment status the individual will be paid for accrued vacation and a record will be kept of any sick leave balance so that it can be recredited if the individual becomes eligible for leave at a later time.
Payment of Vacation at Termination
Staff who terminate regular employment will receive on their last day of employment a lump-sum payment of their accumulated vacation at their current rate of pay.
Transfer of Vacation
When a staff member transfers from one department to another within the University, the staff member's unused vacation balance transfers to the new department.
Holidays During Vacation
If a paid holiday falls within a staff member's vacation, it will be recorded as a holiday rather than a vacation day.
Illness During Vacation
If a staff member becomes ill while on vacation the period of illness may be charged to accumulated sick leave rather than to vacation, at the staff member's request and with the supervisor's approval. Supervisors may require a physician's verification when such periods of illness exceed three days.
Records and Reporting of Vacation
All staff members will record vacation usage on timesheets provided every pay period. The University will report vacation accruals and usage on the staff member's pay check each pay period.
Exceptions to the Policy
If, under rare circumstances, exceptions to this policy are necessary they may be made by a Vice President in consultation with the chief Human Resources officer.
Employees are responsible for following established department scheduling and call-in procedures. Department heads are responsible for ensuring proper administration of paid leave and leave scheduling. Human Resources is responsible for the interpretation and administration of this policy.
Contact Human Resources if you have questions or if you would like more information about this policy.
Policy Approved: October 23, 1998
Last Updated: June 13, 2001