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Vacation- Total Compensation and Paid Absences


​Purpose/Background

University of the Pacific offers employees accrued paid vacation hours to provide an opportunity for rest and relaxation.

Applicability/Responsibility

This policy applies to University of the Pacific employees.

ContactResponsible Items
Office of Human ResourcesAdministration of the vacation policy.

 

Definitions

TermDefinition
  


Policy Statement

The University of the Pacific offers employees accrued paid vacation hours to provide an opportunity for rest and relaxation.  Vacation eligibility depends upon an exempt or non‐exempt classification, regular full‐ or part‐time position and status.
 
Vacation scheduling must have the approval of a supervisor so that academic programs and staffing/operational needs are met. Accrued vacation hours may not be used without supervisory approval, including situations when accrued sick leave has been exhausted, except in cases of approved leave of absences.  Vacation requests will generally not be approved unless at the time of the request, there are enough accrued vacation hours to cover the length of time anticipated to be gone.
 
For regular full‐time staff members, vacation accrual is based on hours worked and years of service. Vacation accrual for regular part‐time staff members is based on years of service and prorated in accordance with the number of hours in their regularly scheduled workday.

A.     Accruals for Non-Exempt Staff

Continuous Periods of EmploymentVacation Accrual Rate
Through first four (4) years.03846 per hour of service (10 days per year)
Fifth (5th) through ninth (9th) year.05769 per hour of service (15 days per year)
Tenth (10th) through fourteenth (14th) year     .06538 per hour of service (17 days per year)
Fifteenth (15th) year and beyond.07692 per hour of service (20 days per year)


B.     Accrual for Exempt Staff ​

Continuous Periods of EmploymentVacation Accrual Rate
Through first five (5) years.05769 per hour of service (15 days per year)
Sixth (6th) years of service and beyond.07692 per hour of service (20 days per year)

 

Staff members may continue to accrue vacation hours to a maximum equivalent of twenty‐five (25) working days or 200 hours, the lesser of the two. For eligible part‐time staff members, the accrual maximum will be pro‐rated based on the staff member's full‐time equivalency. Staff members who have reached his or her maximum accrual of unused vacation automatically cease accrual of any additional vacation hours. The accrual will not begin again until the accrued hours fall below the allowable maximum.  It is the staff member's responsibility to request vacation leave so as to avoid cessation of accrual after reaching the maximum allowed. Staff members should refer to the Staff Handbook, his or her pay stub or employee self‐service to view current accrual rate and balances.

Staff members will not be paid for vacation in lieu of taking vacation time off.  Should a department within the University deem that, due to business necessity and staff shortage, a staff member is unable to use their vacation hours and the staff member is at his/her maximum accrual, the department administrator must contact Human Resources for assistance.

Upon termination or retirement, staff members will be paid all accrued and unused vacation hours.

Any staff member in a position of fiscal trust is required to take a minimum of five (5) consecutive work days of vacation (not including holidays) at least once every fiscal year.  For these identified positions, vacation time cannot be combined with other forms of paid leave (i.e., sick, extenuating circumstance, holidays, etc.) in order to meet this requirement.

Fiscal trust is defined as a position or assignment which requires an employee to receive or disburse monies; reconcile or journalize accounts, process payroll transactions, or purchase goods or services on behalf of the University. These positions will be identified by the President, Vice Presidents, Provost and Campus Dean in consultation with advice from Internal Audit and the University's external audit firm.

Any staff member in a position of fiscal trust required to take mandatory vacation under this guideline, if hired after December 1 of a fiscal year, will not be required to take a mandatory vacation until after September 1 of the next fiscal year.

Should a staff member in a position of fiscal trust not have the required accrual to take the minimum of five (5) consecutive work days of vacation, the circumstances must be discussed with Human Resources.

Violations

N/A

Contact Information​

SubjectDepartment PhoneEmail
Vacation Request, InformationOffice of Human Resources (209)946-2124human_resources@pacific.edu
Documenting vacation hours on timesheetPayroll Office(209)946-2158payroll@pacific.edu

 

Related Information

Item

Description

University Links

N/A

Forms

Vacation Request Form

Related Links​

N/A
Procedures 
N/A ​



About This Policy
Last Updated
6/12/2019
Original Issue Date
5/21/2015

Responsible Department
Human Resources