Human Resources

Vacation Accrual and Use

Section: Human Resources Policies
Policy Name: Vacation Accrual and Use
Policy Owner: Executive Vice President
Responsible University Office: Office of Human Resources
Origination Date: August 1998
Revisions: May 2016; Vacation Accrual and Use Policy effective December 31, 2022
Legacy Policy Number: 4-60
  1. SCOPE OF POLICYThis policy addresses the rate of paid vacation accrual and use of vacation leave and applies to all eligible employees.
    1. Eligible Employee: Full-Time benefited employees
  3. POLICY STATEMENTEligible employees earn paid vacation days and can use those paid vacation days in accordance with this policy.
  4. POLICY STANDARDS AND PROCEDURESEligible employees may begin using earned vacation after three months of employment at times mutually agreeable to the supervisor and employee. Vacation may be used as it is earned and cannot be advanced. Eligible employees may accumulate vacation days beyond the maximum allowable days throughout the calendar year. At the end of the calendar year, the vacation balance will return to the maximum if the eligible employee has accrued more than the maximum. If the eligible employee separates from the University, the vacation balance will be paid out up to the maximum.  The rate used for the vacation payout is based solely on the employee’s base salary and will not include supplemental pay or shift differential.Vacation accrual is credited for any month in which an eligible employee is on paid status for at least one-half the normal scheduled workdays of that month. Vacation leave is calculated and maintained on an hourly basis. Eligible employees may not receive pay in lieu of vacation unless employment terminates with unused vacation. It is the eligible employee and department’s responsibility to ensure that the appropriate leave request forms are submitted in UDTime in order to maintain accurate vacation balances.

    Maximum Allowable Vacation Accumulation based on years of Service for Eligible Employees

    Date of hire through completion of 5 years of service 25 days
    Beginning of 6th year through completion of 10 years of service 30 days
    Beginning of 11th year through completion of 20 years of service 35 days
    Beginning 21 years of service 40 days

    Detailed monthly vacation accrual information is accessible at this website address: