(A) Purpose
To provide a standard vacation rule for all employees of the
university in order to ensure that employees maintain a healthy balance between
personal life and work related obligations.
(B) Scope
This rule applies to full and part time faculty;
and to full and part time administrative
staff, unclassified hourly staff, and classified civil service employees. This
rule does not apply to student employees.
(C) Definitions
(1) Consult rule
3349-7-01 of the Administrative
Code.
(2) Regular rate of pay
refers to
-
is the employee's base rate of pay.
(D) Rule statement
(1) Vacation leave accrual
(a) Unclassified hourly employees and
classified civil service employees
(i) Each
unclassified hourly employee and classified civil service employee shall earn
vacation leave in accordance with the following formula.
|
Years of Service
|
Accrual Formula
|
|
1 - 4
|
.03875 x hours paid
|
|
5 - 9
|
.05750 x hours paid
|
|
10 - 20
|
.07750 x hours paid
|
|
21 or more
|
.09625 x hours paid
|
Vacation leave hours do
does not accumulate while on an unpaid leave of
absence or while receiving paid hours from the sick leave donation pool.
(ii) The employee will be
permitted to take accrued vacation leave after completing the probationary
period.
(iii) A full-time
unclassified hourly employee or classified civil service employee earning
vacation credits is entitled to have any service with former state of Ohio
public employers (state or any political subdivision of the state) counted as
service, for the purpose of computing the amount of vacation leave in the
formula specified in this paragraph. Documentation of
former service must be received by human resources within ninety days from the
date of hire.
(b)
Faculty
, monthly
and administrative
and
bi-weekly administrative staff
All and part time faculty and full and part-time administrative
staff shall earn vacation leave in accordance with the following
formula.
.085 x hours paid per month
pay
period
(2)
Vacation leave usage
(a) Unclassified hourly
employee and classified civil service employee
Employees are expected to use their accrued vacation leave
annually. Employees may accrue vacation leave up to a maximum of three times
the amount earned annually. Once the maximum is earned; no further vacation
leave may be earned until vacation leave is used.
(b) Faculty and administrative staff
(i) Employees are expected to use their
accrued vacation leave annually. Any accrued and unused vacation leave up to a
maximum of three hundred fifty-two hours may be carried forward to the
following fiscal year. Any accrued and unused vacation leave in excess of three
hundred fifty-two hours must be used by the end of the fiscal year or will be
forfeited.
(ii) The use of vacation
leave may be authorized in advance of accrual upon approval of the immediate
supervisor and the director of human
resources.
(c)
If an employee takes vacation leave during a week in which there is a paid
holiday, the employee need not record the holiday as vacation leave.
(d) Vacation leave shall be subject to
approval of the immediate supervisor to minimize interruption of service.
(e) With the approval of the
immediate supervisor, an employee may extend a vacation leave for which no
accumulated time is available, by taking leave without pay in accordance with
the university's rules on leave of absence without pay.
(3) Vacation payout
(a)
Unclassified
hourly employees and classified civil service employees
At the point of separation from the university or upon the
death of the employee, accrued but unused vacation will be paid in the next
bi-weekly or monthly pay following separation in a lump sum at the employee's
regular rate of pay subject to the following maximum amounts:
(i)
Faculty and
administrative staff are subject to a vacation payout maximum of one hundred
seventy-six hours of accrued but unused vacation hours.
(ii)
Classified and
unclassified hourly employees are subject to a maximum vacation payout
equivalent to the maximum amount of hours accrued per year based on their years
of service.
Payment for accrued, but unused
vacation shall be made upon separation from the service to the university, or
upon death of the employee. Such payment will be made in a lump sum based on
the regular rate of pay at separation for the number of hours accrued but
unused. Vacation leave payout is subject to the maximum of three times the
annual accrual amount.
(b) Faculty and administrative staff
Payment for accrued, but unused vacation leave shall be made upon separation
from service to the university, or upon death of the employee. Such payment
will be made in a lump sum based on the regular rate of pay at separation for
accrued, but unused vacation leave, subject to a maximum of one hundred
seventy-six hours.
(c)(b) In the event of an
employee's death, the vacation leave payout will be made to the employee's
estate.
(d)(c) The payout for
accrued but unused vacation for employees will be made at the next regularly
scheduled by-weekly or monthly paycheck following the employee's death or
separation from the university.
(d)
Employees are not permitted to use vacation time to
extend their retirement or resignation dates.
Notes
Ohio Admin. Code
3349-7-160
Effective:
3/3/2025
Promulgated Under:
111.15
Statutory
Authority: 111.15
Rule
Amplifies: 3350.12
Prior
Effective Dates: 10/28/2010, 05/18/2023
