IUPUI: Human Resources Policies

Staff covered by this policy

This policy applies to all appointed SM staff represented by AFSCME, Local 1477.

Introduction

Full-time, appointed staff earn vacation hours as outlined in the schedule of earnings below. Staff earn these hours when they are in pay status or absent with benefits accrual. (See Policy 3.1, Absences With and Without Pay and Benefits Accrual, for details.)

Part-time, appointed employees (50% or greater) earn a prorated amount, according to their FTE, of the hours indicated below.

Employees do not earn vacation time while on leave of absence, absent without pay, or on a temporary reduction in force.

In this policy, the appointment anniversary date refers to the date of continuous university service or the date computed under Policy 2.18, Reappointment Benefits.

Schedule of earnings

Staff who have worked for this amount of time	Earn this amount of vacation for every 80 hrs. in pay status	For a total of this amount each year
Hire date to end of 6th year	4.31 hours	112 hours (14 days)
Start of 7th year to end of 13th year	5.85 hours	152 hours (19 days)
Start of 14th year to end of 29th year	7.39 hours	192 hours (24 days)
Start of 30th year and beyond	8.92 hours	232 hours (29 days)

Guidelines for using vacation

Approving requests
A supervisor must approve all vacation in advance before staff can use it. If staff within a department make requests for the same vacation period, preference will be given according to occupational unit seniority

Recording vacation taken
When vacation time is taken, the exact number of hours, including tenths of hours, are reported and subtracted from accumulated earnings.

Maximum vacation allowed
The maximum number of vacation hours that may be used annually during the 26 consecutive pay periods beginning with the pay period in which January 1 falls and continuing through the last full pay period in December, are as follows:

304 hours in years of service 0 through 13
784 hours in years of service 14 and beyond

This limit does not apply to use of vacation during a family and medical leave of absence.

Part-time, appointed staff use a prorated amount according to their FTE.

Eligibility requirements
New appointed employees may use vacation time after receipt of their first paycheck and the time is reflected on their pay stub.

Accrued hours
Accrued vacation hours carry over from year to year. Staff can receive pay for unused vacation up to a specified maximum when they terminate. (See Policy 2.17, Terminal Pay, for details.)

No employee may expect extra pay in lieu of vacation.

Lengthy absence from work
Employees who wish to use accumulated vacation when it causes a lengthy absence from work should inform their supervisor of their plans six months before the vacation period. Supervisors are obligated to honor these requests unless 1) the request is for time off in the unit’s established and known peak work period in which non-emergency time off is routinely restricted or 2) more than one request is received for the same time period. If more than one request is received, occupational unit seniority prevails in determining which employee’s request will be honored.

Vacation Scheduling

Employees have an opportunity to schedule vacation as follows based on their occupational unit seniority. Vacation time can be split, but employees may select only one segment of their vacation the first time through the seniority list.

Prior to January 31 of each year, the department will post a vacation schedule. Based on occupational unit seniority, employees sign up for one segment of their vacation.
On March 1 the vacation schedule is closed. Vacation requests received after March 1, if granted, are on a first-come, first-serve basis.
On March 15 the vacation schedule for the year is posted.

Departments will identify the maximum number of employees under each supervisor’s area of responsibility that can be off at any one time. Departments will also identify any peak periods of time that no one can be off.

Numerical Index

Alphabetical Index