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

Article 6 Vacations

Section 1. Eligibility.

All employees appointed at a designated percentage of 50% time or more shall be eligible for purposes of this Article.

Section 2. Accrual Rates.

All employees eligible under this Article shall earn and accumulate vacation leave as follows effective July 1, 1997:

Years of University Service Accrual Rate Bi-Weekly Payroll Maximum Accumulation*
0 through 5 years
(10,400 hours of continuous service)
3 minutes/hour 208 hours
6 through 8 years
(10,401-16,640 hours of continuous service)
3.75 minutes/hour 260 hours
9 through 12 years
(16,641 - 24,960 hours of continuous service)
5.25 minutes/hour 364 hours
13 through 20 years
(24,961 - 41,600 hours of continuous service)
5.65 minutes/hour 391.7 hours
21 through 25 years
(41,601 - 52,000 hours of continuous service)
6.0 minutes/hour 416 hours
26 through 30 years
(52,001 - 62,400 hours of continuous service)
6.375 minutes/hour 442 hours
31 plus years (all hours after 62,401) 6.75 minutes/hour 468 hours

* Employees may exceed the “Maximum Accumulation” if they are earning extra vacation as a result of the conversion of sick leave hours per Article 7, Section 3.

Employees shall accrue vacation leave for all hours worked, including regular and overtime hours, to a maximum of eighty (80) hours per pay period.

Vacation leave may be used within the same pay period which it is earned. When any leave accumulation rate period of service ends within a pay period, the new vacation accrual rate starts the following pay period.

New employees will immediately begin accumulating vacation. Such vacation leave shall be available for use by probationary employees with proper supervisory approval.

Any employee who is about to lose vacation leave because s/he has been denied a vacation request made in accordance with a departments leave policy and will therefore reach the maximum accumulation, shall be entitled to take one (1) week of vacation to prevent such loss upon advance notice of seven (7) calendar days to his/her supervisor, or shall be allowed to cash out one (1) week of vacation.

Section 3. Accrued Balance.

All bi‑weekly payroll employees will be furnished with a statement of the amount of accrued vacation leave to their credit at the end of a payroll period with their paycheck for that period.

Section 4. Vacation Periods.

Vacations shall be taken at times selected by employees provided such requests are submitted to the employee's supervisor in writing, at least sixty (60) calendar days prior to the effective date of the vacation period but not more than one‑hundred twenty (120) calendar days prior to the effective date of the vacation period on forms provided by the Employer.

Supervisors shall post all vacation requests for five (5) calendar days in all work areas affected before approving or denying any such requests. Any employee who desires to have vacation during the period posted must submit a written request to the supervisor during the posting. When the five (5) day posting ends, within five (5) calendar days, the supervisor shall approve or disapprove all vacation requests in the work location in order of greatest classification seniority. Approvals shall not be unreasonably withheld. An employee who believes his/her request was unreasonably withheld shall have the right to file a grievance at Step 3. Such grievance meetings shall be scheduled within ten (10) working days after the grievance is filed. Vacation requests submitted with less than sixty (60) days advance notice shall be considered on a first request priority basis, without regard to seniority. No vacation shall be approved with less than sixty (60) days notice unless those employees who have requested vacation with more than sixty (60) days notice and have been denied are given the opportunity in classification seniority order to take vacation for any part of the vacation period which was earlier requested and denied. Except for emergencies, the Employer shall not have the right to change an employee's vacation schedule once his/her vacation request has been approved.

When advance written requests are impractical, employees shall request the approval of their supervisor by telephone or other means at the earliest opportunity. Supervisors shall respond to all vacation requests within five (5) calendar days.

Section 5. Vacation Charges.

Employees will be charged only for the number of vacation hours they normally would have been regularly scheduled to work during their vacation period, provided, however, the employees will not be charged for vacation hours taken on any holiday defined in Article 5, Holidays, of this Agreement.

Section 6. Work During Vacation Period.

Any employee who is required to return and does work during his/her vacation period shall be paid for regular hours at a rate of one and one-half (1½) times his/her regular rate of pay. In addition, the employee's vacation (with pay) shall be rescheduled to any future period the employee may request.

Section 7. Vacation Rights.

Any employee who is laid off under Article 16, Section 2A, discharged, retired, or who gives notice of voluntary termination at least two (2) weeks in advance of such termination shall be compensated for accumulated, unused vacation with a check issued the next payroll period after receipt of his/her final work time paycheck.

If a date of expected return from layoff is included in the layoff notice, an employee shall be allowed to leave their vacation accruals intact. If an employee fails to give at least two (2) weeks advance notice of a voluntary termination, compensation for accumulated, unused vacation shall be made as soon as possible. Employees who are subject to temporary or seasonal reductions under Article 16, Section 1 B, may elect to have their accumulated unused vacation leave held over and credited to them upon re‑employment, or shall be allowed to use up to their accumulated vacation hours during the period.

Section 8. Vacation and Sick Leave Charges.

If an employee becomes ill or disabled while on vacation, his/her vacation leave shall be changed to sick leave, for the period of illness or disability, upon satisfactory notification to the employee's supervisor. If an employee's spouse, minor or dependent child, parent or significant other becomes seriously ill or disabled while the employee is on vacation and requires care from a medical practitioner, the employee's vacation shall be changed to sick leave upon providing a statement from a medical practitioner verifying the illness to the employee's supervisor. If an employee runs out of sick leave, he/she may use accrued vacation time rather than leave of absence. Such use of vacation shall be in conformance with Sections 4 and 5 of Article 7.