Staff Personnel Manual (SPP)
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| Effective: 7/1/1978 |
Revised: 8/16/2007 |
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SPP 702–01: Vacation Leave—General Policy |
Purpose
To provide vacation leave for regular employees
Source
Arizona Board of Regents Policy Manual - 6-706; 6-803
Applicability
Regular classified, service professional, and administrative employees
Policy
Regular employees are entitled to paid vacation. Classified staff, service professionals, and administrative employees may take vacation leave from the date of hire as the leave is accrued.
An nonexempt employee must receive approval from the appropriate administrative official before using paid vacation leave. A Request for Paid Time Off form is available.
An exempt employee should contact his or her department time administrator for the department’s procedure for requesting vacation time.
Initiation of Vacation Accrual
New and rehired employees begin accruing vacation leave on their first day of employment. Vacation leave is to be used in quarter-hour increments for nonexempt employees and in one-hour increments for exempt employees.
Academic-Year Employees
A regular employee who works an academic year accrues vacation leave during the employment period only. This period usually begins on the first day and ends on the last day of the academic year and includes semester breaks and nonclass periods occurring during this employment period.
Regular academic-year employees are encouraged to use accumulated vacation leave during semester breaks and nonclass periods. Vacation leave may not be used during nonemployment periods.
AccrualD
| Accrual Schedule Classified Employees (100% FTE) As of July 1, 2007 | |||
|---|---|---|---|
| Years of Service | Maximum Accrual per Pay Period | Maximum Annual Accrual in Hours | Maximum Accumulation Hours (1 1/2 x annual accrual) |
| Beginning with year 1 | 3.38 | 88 hours | 132 hours |
| Beginning with year 3 | 4.92 | 128 hours | 192 hours |
| Beginning with year 5 | 6.77 | 176 hours | 264 hours |
| Accrual Schedule Service Professionals and Administrative Employees (100% FTE) As of July 1, 2007 | ||
|---|---|---|
| Maximum Accrual per Pay Period | Maximum Annual Accrual in Hours | Maximum Accumulation in Hours (1 1/2 x annual accrual) |
| 6.77 hours | 176 hours | 264 hours |
The computation of accumulated vacation is based on a full-time, eight-hour day. Employees working less than 100 percent FTE but at least 50 percent FTE are credited with vacation leave adjusted to the percentage of time worked.
Accumulation
Unused vacation leave may be accumulated and carried forward from one year to the next in a total amount not to exceed 1 1/2 times the maximum number of hours that can be accrued by an employee in a given year. Vacation accruals in excess of 1 1/2 times the maximum number of hours are forfeited at the end of each calendar year. Forfeited time may take up to two pay periods following the end of the year to reflect on an employee’s pay advice.
Accrued Vacation Leave at Termination
With the approval of the unit administrative official, employees may choose either Option I or Option II when terminating employment. The options may not be combined to exceed the amount earned for one year of service, determined by length of service and FTE.
Option I—Cash Payment for Accrued Vacation Leave
Classified Employees
Classified employees who resign or who are terminated before completing six months of continuous service must use accrued vacation prior to date of termination. After six months of continuous service, a cash payment for accrued vacation is made at the classified employee’s current rate of pay upon termination or change in status to a position that does not accrue vacation. Payment for vacation leave will not exceed the amount earned for one year of service, determined by length of service and FTE.
Staff terminated during their probation period are compensated for accrued vacation as part of their notice period.
In the event of death, the employee’s estate shall be paid for all accumulated vacation leave at the rate of pay in effect at the time of the employee’s death.
Service Professional and Administrative Employees
A cash payment for accrued vacation leave is made at the service professional’s or administrative employee’s current rate of pay upon termination. Payment for vacation leave will not exceed the amount earned for one year of service.In the event of death, the employee’s estate shall be paid for all accumulated vacation leave at the rate of pay in effect at the time of the employee’s death.
Option II—Extension of Termination Date
Unused vacation credit may be used to extend the employee’s termination date. However, vacation hours used to extend the termination date and the vacation payout may not exceed the earned amount for one year’s service.
Rehired Employees
A regular employee rehired by the university within 12 months after termination accrues vacation at the rate effective as of the termination date.
Transfer
Within Arizona State University
An employee transferring from one department to another retains the accrued vacation balance. The new employing department assumes liability for the accrued vacation hours of the transferred employee.
Within the Tri-University System
Employees who change employment from one university under the jurisdiction of the Board of Regents or the board office to another within 30 calendar days shall maintain the accrual rate based on years of service for vacation computation purposes.
Transfers from Other State Agencies
An employee hired from another State of Arizona agency shall accrue vacation based on years of service with Arizona State University according to the accrual schedule for classified, service professional, and administrative employees.
Change of Status
Employees who transfer from regular status to any non-benefits-eligible status shall use or be paid for all accrued vacation, not to exceed one year’s service, by the currently employing department prior to the effective date of transfer. Employees who change status to positions that do not accrue vacation, e.g., less than 50% FTE or academic-year faculty, and who later return to positions that do accrue vacation leave, shall retain the same rate of accrual that they otherwise would have received, provided there is no break in continuous university service.
If the FTE status of an employee is reduced, the employee has the option of exhausting or being paid out for any hours accumulated in excess of the accrual rate for his or her new FTE status (the maximum accumulation is 1 1/2 times the annual accrual at the new FTE status) in the pay period following the change in FTE.
Staff on Paid Leave
Vacation leave continues to accrue for regular staff while on paid leave of not less than 50 percent time. The computation of accumulated vacation is adjusted to the percentage of paid leave used.
Employees on Unpaid Leave
Vacation leave does not accrue for regular staff while on unpaid leave or paid leave of 49 percent or less.
| Note: | Family Medical Leave (SPP 705–02, “Family Leave”) is not an additional leave; rather, it is to be used concurrently with this policy when the employee is utilizing his or her accrued vacation time for one of the circumstances detailed in SPP 705–02. |
Employees on Military Leave
Employees called to active duty under the declaration of a state of emergency by the president of the United States or the governor of this state must exhaust all accrued vacation leave balances and military leave balances to be eligible to continue to receive their university salary or compensation, less the amount of all pay and allowances for military activities while in the service of the United States or this state.
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