University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

Article 18 Vacation and Sick Leave

18.1 Employees working on a pre-arranged and assigned schedule of fifty percent (50%) or more shall earn vacation for each straight time hour worked according to the following schedule:

Hours of Service (Years of Service Equivalent for 100% Time Employees) Hourly Accrual Rate (Monthly Accrual Rate Equivalent for 100% Time Employees)
0 - 10,400
(0-5)
3.00 minutes (1 day)
10,401 - 16,640
(6-8)
3.75 minutes (1.25 days)
16,641 - 24,960
(9-12)
5.25 minutes (1.75 days)
24,961 - 41,600
(13-20)
5.65 minutes (1.875 days)
41,601 - 52,000
(21-25)
6.00 minutes (2 days)
52,001 - 62,400
(26-30)
6.375 minutes (2.125 days)
62,401 - up
(31 plus)
6.75 minutes (2.25 days)

 

18.2 Employees shall accrue vacation from their date of hire. Vacation requests must be processed in accordance with those regulations included under Article 18.3.

18.3 All vacation periods requested by an employee for the annual vacation bid process shall be submitted by March 15th. Vacation periods will be awarded on the basis of total seniority within fourteen (14) calendar days for vacations to be taken in the upcoming year, May 1st through April 30th. Supervisors shall attempt to grant vacations as desired by employees, subject to the convenience and operating needs of their areas. Vacation requests (other than annual) shall be approved or denied in writing within five (5) work days of the receipt of the written request by the appropriate supervisor. If the supervisor is unavailable, his/her designee will respond within these guidelines.

18.4 Employees who are unable to work due to illness and who have exhausted their sick leave accrual shall be allowed to use vacation leave or may be allowed a leave without pay not to exceed one hundred sixty (160) hours two (2) pay periods prior to being required to use vacation leave.

18.5 The maximum number of accumulated vacation hours for any employee shall not exceed the number of vacation hours that may accrue within a two (2) year period.

18.6 Employees working on a pre-arranged and assigned schedule of fifty-percent (50%) or more shall earn three (3) minutes of sick leave for each straight time hour worked.

18.7 Vacation/sick leave may be used in the same pay period in which it is earned. Vacation requests must be processed in accordance with those regulations included under Article 18.3. Sick leave must be processed in accordance with those regulations included under Article 18.9.

18.8 Employees reaching a sick leave accumulation of four hundred (400) hours may have one quarter (1/4) of any sick leave earned thereafter credited to their vacation accumulation, provided that their sick leave accumulation remains above four hundred (400) hours. Employees reaching a sick leave accumulation of eight hundred (800) hours may have one half (1/2) of any sick leave earned thereafter credited to their vacation accumulation, provided that their sick leave accumulation remains above eight hundred (800) hours.

18.9 Supervisor shall approve the use of accumulated sick leave by an employee who is unable to work for reason of illness, injury, or pregnancy; who would expose fellow employees or the public to contagious or infectious disease; for required medical or dental care; or due to the illness of a spouse, same sex registered domestic partner, or minor dependent children of the employee, for such reasonable periods as his/her attendance may be necessary. In addition, employees may utilize up to five (5) days of sick leave per incident to care for the employee’s ill parent. Sick leave to arrange for necessary medical care for birth or adoption of a child shall be limited to not more than three (3) days. Supervisors may at their sole discretion approve use of sick leave to arrange medical care for a member of the immediate family. Immediate family shall include spouse, registered same sex domestic partners, parents of spouse, and the parents, guardian, children, brothers, sisters, or wards of the employee. Supervisors may require a doctor's statement, or other evidence to substantiate the employee’s inability to perform work for any use of sick leave of three (3) days or more, or if there is reasonable reason to believe that sick leave is being used inappropriately.

18.10 Employees shall make a reasonable effort to schedule medical and dental appointments outside of work hours when possible. When it is necessary to schedule such appointments within work hours, employees shall not be required to report for work prior to the appointment except where there is a reasonable expectation that they should be able to perform duties that day. Employees shall advise their supervisor of pre-scheduled medical and dental appointments in advance of the day the appointment is scheduled.

18.11 Employees shall make requests for sick leave by telephone or in writing before or as soon as possible after their scheduled reporting time. If it is possible to determine that the condition necessitating the request for sick leave will continue for more than one (1) work day, the employee may so inform his/her supervisor, and upon receiving substantiation, the supervisor may authorize the use of sick leave for a specified number of days, during which time the employee shall not be required to make daily requests for sick leave. If it should become necessary for the employee to request an extension to an authorized period of sick leave, the employee shall make such a request during the hours of their normal work shift preceding the shift in which they are scheduled to return to work, or as soon as possible after their scheduled reporting time. In the event that the condition upon which the employee’s use of sick leave was authorized changes to the extent that the use of sick leave is no longer valid, it shall be the employee’s responsibility to so notify his/her supervisor immediately upon such change and arrange to return to work.

18.12 If an employee becomes ill or disabled while on vacation, his/her vacation shall be changed to sick leave, for the period of the illness or disability, upon satisfactory notice to his/her supervisor. Such notice shall be given to the supervisor as soon as possible after the illness or disability occurs.

18.13 Any employee transferring from one position to another shall retain all accrued vacation and sick leave.

18.14 Any employee who is about to lose vacation leave because he/she has been denied a vacation request and will therefore reach the maximum accumulation shall be entitled to take such vacation as necessary to prevent such loss upon advance notice of seven (7) calendar days to his/her supervisor. Alternatively, the employee in this situation shall be allowed to cash out up to five (5) days of vacation.

18.15 An employee leaving for an approved period of vacation leave shall be eligible to receive a contingency check to cover estimated monies which would be due during such leave on the last day of work before starting vacation, provided that such a check is requested at least two (2) calendar weeks prior to the start of the vacation period, the vacation period is for a duration of at least five (5) work days, and that the employee’s normal payday falls within the vacation period.

18.16 Upon separation from the University, all employees with ten (10) or more years of service in the bargaining unit and eighty (80) hours or more of accrued vacation time shall have their unused vacation and compensatory time accrual paid directly into a post-retirement health care account.