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Vacation Leave for Academic Employees
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Effective:May 2054 Responsible University Officer:
Policy Owner:
Policy Contact:
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Policy Statement
The University of Minnesota (University) provides eligible academic employees paid vacation leave. There is an initial requirement of six months' employment before vacation may be taken. Vacation is to be scheduled at the mutual convenience of the department and the employee. Vacation is not cumulative beyond a total accrual of 22 days, and days may not be paid out in lieu of being taken. Earned days beyond 22 are forfeited except under special circumstances as provided for under the provisions and terms of this policy. In no instance of continuing University employment, such as a different position within the University, may extra pay be granted for unused vacation.
Provisions and Terms
Scope
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Eligibility
Academic employees eligible for vacation leave must hold a 67 to 100 percent time, twelve month (A-base) appointment (Refer to the definition of an A-base appointment for clarification and additional information). Excluded from coverage are faculty governed by a University Education Association (UEA) collective bargaining agreement.
Vacation Leave
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Accrual of Vacation Time
Vacation is accrued at the appropriate pro-rated amount as determined by the percentage of appointment for a total of eleven months at the rate of one day per half month of service. The first half month is the first through fifteenth day of the month. The second half is the remainder of the month. There is no accrual for the twelfth month of service whether it is taken as vacation or worked. Vacation accrual continues during paid leaves of absence (e.g., faculty single-semester leave, sabbatical furlough, professional and administrative professional development leave, and parental leaves). Vacation is not earned during an unpaid leave of absence or if on disability leave exceeding 33 percent.
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Deferral of Vacation
Under special circumstances, the use of up to 22 days of earned vacation may be postponed into the following year. The number of deferred vacation days must be agreed to by the academic employee and the responsible administrator/supervisor. The deferred vacation days must be utilized within the following year, otherwise they are forfeited.
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Termination of Service
Unused vacation days, up to a maximum of one year's accumulation of 22 days, may be paid when the individual ends University employment providing the employee has worked 67 to 100 percent time for a full eleven months. Vacation may not be used to extend the period of appointment beyond the last day of work. If non-University funding sources prevent vacation payout, the employee should be given the opportunity to use vacation time within the funding period, providing the eleven months' initial eligibility requirement is met.
Assuming an Academic Position
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Academic Employees Assuming New Positions
When an academic employee assumes a new academic position in a different department and has unused vacation days, there are two options:
- unused vacation days may be taken before starting the new position; or
- before starting the new position, arrangements may be made with the receiving department to use the vacation time within the new position prior to its expiration.
Vacation days will expire if not used within one year of the month in which they were accrued. There will be no waiting period if vacation is accrued in the new position.
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Non-Academic Employees Assuming Academic Positions
When a non-academic employee assumes an academic position, vacation time earned under the non-academic position is governed according to the applicable policies, rules and contracts of the former position.
Reason for Policy
This policy implements the Board of Regents Policy: Employee Work-Life and Personal Leaves. The University provides to eligible academic employees vacation leave to support well-being and as an incentive to spend time away from work for the purposes of fostering increased efficiency and effectiveness in accomplishing position responsibilities. Also, because it is often inconvenient for the employee as well as the department to have an individual on leave for one month (22 days) at one time, this vacation policy was established.
Procedures
Forms/Instructions
- UM 506 Absence Card - This form should be ordered from UStores.
Additional Contacts
| Subject | Contact | Phone | Fax/Email |
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| General Information or Procedural Assistance |
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Office of Human Resources Specialist and Consultant List | Office of Human Resources Specialist and Consultant List |
| Document Processing |
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HRMS Key Contact List (pdf) |
Definitions
- A-base Appointments (A-term Appointments)
- Eleven month appointments paid over 12 months. When A-base appointments are converted to the nine-month academic year, the salary is set at 9/11ths of the A-base.
Responsibilities
- Department
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- Establish local procedure for approving and documenting use of academic vacation leave.
- Employee
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- Request vacation leave with reasonable notice following departmental procedures.
- Responsible Administrator/Supervisor
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- Provide approval for requested vacation leave, as appropriate.
- Ensure documentation of leave in the Human Resource Management System (HRMS)
Appendices
There are no Appendices associated with this policy.
Frequently Asked Questions
- What is the total maximum vacation accrual for an eligible employee with an appointment of 67 to 100 percent time?
- The total maximum vacation accrual is 22 days.
Related Information
- Appointment Terms
- Board of Regents Policy: Employee Work-Life and Personal Leaves
- Collective bargaining agreements
History
- Amended:
- May 2008 - Policy converted to the new University-wide format for Administrative policies.
- Amended:
- December 2007 - Edits to clarify policy intent.
- Amended:
- February 2007 - Moved to Administrative Policy with edits.
- Amended:
- November 1990, September 1992
- Adopted:
- May 1954
Effective: May 2054
To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.
Office of Human Resources
- 100 Donhowe Building
- 319 15th Avenue S.E.
- Minneapolis, MN 55455
- 612-625-2000
- 612-624-6037 (fax)
- ohr@umn.edu