(A) Policy statement
The university shall provide vacation leave for university
non-union staff employees and non-union faculty employees with twelve
month/fifty-two week appointments for time off with pay for vacation under the
following schedules.
(B)
Purpose of policy
The purpose of this policy is to provide standardized practices
and guidelines regarding earned paid time away from work.
(C) Guideline
(1) Hourly employees (non-union):
(a) Covered employees: employees covered
under this section include classified hourly (non-union) employees and
unclassified hourly (non-union) employees.
(b) Vacation accrual: vacation leave shall be
accrued and calculated as follows:
|
Completed years of service
|
Annual accrual
|
Accrual rate per pay period (based on full-time
status)
|
Maximum accrual
|
Maximum payout
|
|
Less than one year (fifty-two weeks)
|
eighty hours (ten days)
|
3.08
hours (.0385 per regular compensated hr)
|
eighty hours (ten days)
|
0
|
|
After one year through seven years
|
eighty hours (ten days)
|
3.08
hours (.0385 per regular compensated hr)
|
two hundred forty hours (thirty days)
|
two hundred forty hours (thirty days)
|
|
After seven years through fourteen
years
|
one hundred twenty hours (fifteen days)
|
4.64 hours (.058 per regular compensated
hour)
|
three hundred sixty hours (forty-five
days)
|
three hundred sixty hours (forty-five days)
|
|
After fourteen years through twenty-four
years
|
one hundred sixty hours (twenty days)
|
6.16 hours (.077 per regular compensated
hour)
|
four hundred eighty hours (sixty days)
|
four hundred eighty hours (sixty days)
|
|
After twenty-four years
|
two hundred hours (twenty-five days)
|
7.696 hours (.0962 per regular compensated
hr)
|
six hundred hours (seventy-five days)
|
six hundred hours (seventy-five days)
|
(c)
For purposes of determining years of service, employment with any state agency
or political subdivision of the state is to be counted after receipt of
verification (excluding student employment or employment with other
states).
(d) Vacation leave will
accrue based on regular compensated hours. Vacation leave will not accrue on
overtime hours for hourly staff.
(e) Accrual rate will be pro-rated for part
time employees based on actual regular compensated hours.
(f) At the time an employee changes accrual
levels based on service as defined in paragraph (C) (2) (b) of this rule, the
vacation balance in their holding account will be transferred into their
regular vacation balance up to the new maximum accrual.
(g) Vacation leave is not available until
after completion of probationary period (if applicable).
(2) Unclassified salaried, classified
salaried, and administrative:
(a) Covered
employees: employees covered under this section include unclassified salaried
(non-union) employees, classified salaried (non-union) employees, senior
administrative (non-union) employees, administrative contract (non-union)
employees, and faculty administration (non-union) employees.
(b) Vacation accrual: vacation leave shall be
accrued and calculated as follows:
|
Annual accrual
|
Accrual rate per pay period (based on full time
status)
|
Maximum accrual
|
Maximum payout
|
|
one hundred seventy-two
six hours
(twenty-two days)
|
6.776 hours (.0847 per regular compensated
hour)
|
three hundred fifty-two hours (forty-four
days)
|
three hundred fifty-two hours (forty-four
days)
|
(c)
Accrual rate will be pro-rated for part time employees based on compensated
hours.
(3) Postdoctoral
(a) Covered employees: employees covered
under this section include postdoctoral (non-union) employees
(b) Vacation accrual: vacation leave shall be
accrued and calculated as follows:
|
Annual accrual
|
Accrual rate per pay period (based on full time
status)
|
Maximum accrual
|
Maximum payout
|
|
eighty hours (ten days)
|
3.077 hours (.0385 per regular compensated
hour)
|
eighty hours (ten days)
|
eighty hours (ten days)
|
(c)
Accrual rate will be pro-rated for part time employees based on actual regular
compensated hours.
(4)
Faculty (non-union twelve month assignments):
(a) Covered employees: employees covered
under this section include faculty (non-union) employees with twelve month full
time appointments.
(b) Vacation
accrual: vacation leave shall be accrued and calculated as follows:
|
Years of services
|
Annual accrual
|
Accrual rate per pay period (based on full time
status)
|
Maximum accrual
|
Maximum payout
|
|
Hired at "UT" on or after July 1, 1993
|
One hundred seventy-six hours (twenty-two
days)
|
6.776 hrs (.0847 per regular compensated
hour)
|
three hundred fifty-two hours (forty-four
days)
|
three hundred fifty-two hours (forty-four
days)
|
|
Hired at "UT" before July 1, 1993
|
One hundred ninety-two hours (twenty-four
days)
|
7.392 hrs (.0924 per regular compensated
hour)
|
Five hundred seventy-six hours (seventy-two
days)
|
Three hundred eighty-four hours (forty-eight
days)
|
(c)
For purposes of determining years of service, only the last hire date with
continuous employment with the university of Toledo is to be used.
(D) Additional
provisions applicable to all employees and faculty
(1) Vacation leave is accrued during the time
an employee is on active pay status including holiday time, sick time and
vacation time, but is not accrued while on unpaid leave of absence.
(2) Vacation leave will not be charged for
holidays or closings which are officially designated by the
university.
(3) Employees must
observe the university's holiday and work schedule - not the academic holiday
and break schedule.
(4) Scheduling
of vacation is the responsibility of the supervisor/manager and will be
considered for approval whenever possible provided it does not hinder the
departmental operations.
(5) A
vacation holding account was defined as an account used to temporarily store
vacation hours. The university utilized vacation holding accounts under special
circumstances, e.g. when reducing the maximum accrual under this policy. No new
vacation holding accounts may be created.
(6) Vacation request:
(a) Employees intending to take vacation
shall request vacation and obtain approval by the appropriate vice president,
dean, director, or supervisor in advance.
(b) All paid vacation leave approved and
taken must be supported by a balance available that is equal to or more than
the vacation leave requested at the time it is taken.
(c) Employees with a balance in their holding
account will have any approved vacation time deducted from their holding
account first. Once the holding account is exhausted, approved vacation time
will be deducted from the regular vacation account.
(7) Position change:
(a) Employees with at least one year
(fifty-two weeks) of service with the university of Toledo who are changing
from a position that allows a higher maximum vacation accrual to a position
that allows a lower maximum vacation accrual will have all accrued unused
vacation hours above the new maximum accrual of the new position paid to them
at their rate of pay of the position from which they are transferring.
(i) For employees changing from a position
that allows a lower maximum vacation accrual to a position that allows a higher
maximum vacation accrual and who have a holding account at the time of the
change in position, the vacation balance in their holding account will be
transferred into their regular vacation balance up to the new maximum
accrual.
(ii) Any approved vacation
time taken will be processed and applied as noted under (B) (5) (f) of this
rule.
(iii) Employees will earn
vacation according to the accrual rate that is applicable to the new position
effective the date of the change in positions.
(8) Vacation payout:
(a) Upon separation of employment with the
university of Toledo or change in status from twelve month faculty appointment
to a nine month faculty appointment:
(i)
Employees regular balance and holding account balance will be combined for a
total of unused accrued vacation hours.
(ii) Employees with at least one year
(fifty-two weeks) of the university of Toledo service are eligible for
compensation for all unused accrued vacation leave not to exceed the maximum
hours indicated under this policy at their rate of pay at time of
separation.
(iii) Any eligible
payment for unused accrued vacation leave will be processed within twenty-eight
days of the last regular pay.
(iv)
Final payment for unused accrued vacation leave is not subject to retirement
system contributions and is not considered compensation to the employee in
determining "final average salary" for retirement. However, the final payment
for unused accrued vacation leave is subject to all applicable taxes.
(v) In no case may vacation time be added to
the last day worked to extend service. The last day actually worked will be
used as the last day of employment.
Notes
Ohio Admin. Code 3364-25-36
Effective:
10/25/2021
Promulgated Under:
111.15
Statutory Authority: 3364
Rule Amplifies: 3364
Prior Effective Dates: 08/01/2009,
11/01/2018
