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Vacation Benefit

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POLICY

Aurora University provides regular full-time and regular part-time employees with vacation benefits so that individuals may better balance work and personal lives, and have a period of rest and relaxation from time to time.

ELIGIBILITY

1. All regular employees who are scheduled to work at least 1,040 hours per year and classified non-exempt or exempt administrative are eligible for vacation pay.
2. Faculty are not eligible for vacation pay. The work schedule for faculty is set by the Provost and complies with the contractual terms of faculty employment (See the Faculty Handbook).
3. Eligible employees begin to accrue vacation as of their first day of work and may request to take vacation upon completion of 90 days of employment. An employee's most recent hire date is used to determine years of service for vacation eligibility.
4. A maximum of 80 hours of accrued vacation may be carried forward to the new year each 31 December. Should an employee have a balance greater than 80 hours as of that date, the remaining hours shall be forfeited (lost).

VACATION ACCRUAL AND MAXIMUMS

1. Hours are accrued per payroll based on regular hours paid during the payroll period Accruals shown below indicate the per-hour and expected annual amount.
   
   

   Employment Status	Length of Service	Per Hour Paid Accrual	Expected Annual Accrual
   Non-exempt	1 to 4 years	0.0385 hours	two weeks
   Non-exempt	5 to 9 years	0.0577 hours	three weeks
   Non-exempt	10 or more years	0.0770 hours	four weeks
   		Per Pay Period
   Exempt	n/a	6.67 hours	four weeks
   Senior Staff	n/a	8.34 hours	five weeks

   
   Exempt employees on less than 12 month contracts accrue:
   
   

   Length of Contract	Per Payperiod Accrual	Expected Annual Accrual
   9 month contract	1.67 hrs/payperiod	one week
   10 month contract	3.34 hrs/payperiod	two weeks
   11 month contract	5.00 hrs/payperiod	three weeks

2. 
   
3. For Non-Exempt employees, hours begin to accrue at the next higher level at the start of the year of service indicated. That is, an individual hired 1/1/2000 will begin to earn 0.0577 hours per regular hour worked on 1/1/2004, the beginning of the 5th year of employment.
4. Active employees may not be paid in lieu of using vacation time.
5. All accrued vacation time is paid at separation from employment (resignation/ termination).
   
   SCHEDULING VACATION TIME:
   
1. Supervisors are encouraged to allow employees to take vacations without requiring calling in, checking e-mail or checking voicemail during the vacation.
2. Eligible, accrued vacation may be taken at times mutually acceptable to the employee and the supervisor. The university reserves the right to deny requests that might impair operations.
3. Departments may, within reason, specify “blackout” periods when no vacation may be taken by any department member. Departments may also set the number of individuals who may be on vacation at any given time, and may adjust that number based on seasonal, departmental requirements.
4. Employees are encouraged to schedule vacations well in advance, so that appropriate coverage is ensured, cross training can be updated as necessary, and overall department needs may be met. Requests less than one workday in advance that are granted by the supervisor may be considered unscheduled leave for attendance purposes.
5. An employee will only be paid for accrued vacation time. Supervisors and the employee must verify that time is accrued before scheduling vacation. Time off in excess of actual accrued vacation accruals will not be compensated.
6. Exempt employees may take vacation time in increments of one-half day. Non-exempt employees may take vacation time in increments of one hour.
7. Employees who work less than 12 months per year must take vacations within their scheduled months of employment.
8. Vacations are reported via WebAdvisor (non-exempt) or on the Vacation and Sick Leave Report (exempt).

Questions regarding this policy should be directed to Human Resources.