February 14, 2013
Vacation Leave (Paid)
All staff employees are eligible. In the event of a discrepancy between these policies and procedures and a collective bargaining agreement, the terms of the collective bargaining agreement will govern. Excluded are faculty and those claiming student status (including teaching and research assistants).
Vacation days are accrued monthly, and biweekly for non-exempt employees using the Trojan Time timekeeping system, at a rate based upon cumulative seniority as follows:
- First day through fourth year of service, equivalent to 12 working days per year, with a maximum of 24 working days
- Fifth through ninth year of service, equivalent to 18 working days per year, to a maximum of 36 working days
- Ten or more years of service, equivalent to 24 working days per year, to a maximum of 48 working days
Vacation accruals are posted on the first day of the month for vacation leave earned during the previous month. The higher vacation accrual rates begin during the month an employee reaches the fifth and tenth year of employment.
For non-exempt employees using the Trojan Time timekeeping system (biweekly payroll period), vacation accruals are posted after each biweekly payroll run cycle for vacation accruals earned during the previous biweekly payroll period. The higher vacation accrual rates begin during the biweekly payroll period an employee reaches the fifth and tenth year of employment.
Accrued vacation time may not exceed the amount a staff employee would have accrued in a two year period. Accrual of vacation will cease when the maximum is reached and will resume when accrued vacation leave falls below the maximum as described above. Employees may take vacation leave in increments as small as allowed by their department, rounded to the nearest tenth (.1) of an hour.
Vacation days will not be accrued during unpaid leaves of absence longer than 30 days, regardless of reason (including Family Care and Medical Leave, Medical Leave [including staff employees paid by Disability or Workers’ Compensation insurance], Pregnancy-Related Medical Leave, Military Leave, and Personal Leave).
A staff employee working less than 100% will have the rate of accrual prorated based on the percentage of time worked. If a new employee begins work other than on the first of the month, or beginning of a biweekly payroll period, he or she will earn prorated vacation leave (a portion of a day of leave based on the number of calendar days from the employee’s hire date to the end of the month or biweekly payroll period) during the first calendar month or biweekly payroll period of employment.
A staff employee must submit a request for vacation to his or her supervisor at least one week prior to the requested time off for leaves lasting less than five days or at least one month prior to the requested time off for leaves lasting five or more days, following standard departmental request procedures. A supervisor may deny a request for leave based on business necessity. Failure to receive approval prior to taking vacation leave and/or failure to return to work at the end of an approved leave may be cause for disciplinary action up to and including termination. A staff employee may not take vacation days before they are accrued or “accrue” a negative vacation balance.
It is against university policy for a staff employee to work for and be paid by one department while on paid vacation from another department.
Payment for accrued vacation days in lieu of vacation leave can be made only when an employee is terminated. Such payment is based on the staff employee’s regular straight time hourly rate or equivalent salary rate. Staff employees who transfer or who are promoted within the university carry their accrued vacation leave with them.
Human Resources Administration
Todd R. Dickey, Senior Vice President, Administration
University of Southern California