[ Up ] [ 1. Introduction ] [ 2. General ] [ 3. Holidays & Vacation ] [ 4. Protection ] [ 5. Retirement ] [ 6. Education ] [ 7. Special Assistance ] [ 8. Leaves of Absence ] [ 9. Sevices Available ]

3.1       Holidays

The University observes 15 holidays each year.  The office of human resources, after reviewing the academic calendar, publishes the approved holidays prior to the beginning of each fiscal year.  Listed below are holidays that may be selected to be observed:

A.         Holiday Pay

Employees are eligible for time off with pay for any holiday observed by the University if the holiday falls on a regularly-scheduled work day for that employee and the employee is in an uninterrupted pay status (i.e., the employee received remuneration from the University through working, salary continuation, paid medical time off, or vacation) on the last scheduled workday preceding the holiday and the first scheduled workday following the holiday.  In the event the unit in which the employee works is closed when the remainder of the University is open (i.e. between Christmas and New Year's), the employee must be in a paid status the last scheduled workday preceding the closure and the first scheduled workday following the closure.  If an employee receives less than their normal regular pay for either the day preceding the holiday or the first scheduled working day following the holiday, or both, the holiday pay will be prorated to the same percentage of pay received on those days.  Holiday pay is prorated for those employees working less than full-time hours. Contact the office of human resources if assistance is needed in calculating prorated holidays.

If an employee is required to work his/her regularly scheduled hours on a holiday, another work day which is mutually agreed upon by the employee and supervisor must be substituted for the holiday by the end of the fiscal year.*   When a holiday falls within the employee's regular work week and the employee is not scheduled to work on the holiday, another work day which is mutually agreed upon by the employee and supervisor should be given by the end of the fiscal year.* If an employee separates from service prior to taking this holiday, it will not be payable in the final pay check.

If employment is terminated, the employee will not receive pay for holidays occurring after the last day worked regardless of the date of the final pay check.

*  If a department is a 24/7 operation, the administration of this section of the holiday policy can be altered to meet the business needs of the department subject to approval by the Vice President of Human Resources to ensure fairness and consistency. 

3.2       Vacation

Eligible full-time exempt employees hired prior to July 1, 1999 and employed on a continuous basis earn vacation credits according to the following schedule: *

Table 1 .  Vacation Eligibility for Full-Time Exempt Employees Hired Prior to July 1, 1999.

*Non-exempt employees hired prior to July 1, 1999 and promoted into an exempt position will be eligible for the "Prior to July 1, 1999" accrual schedule based on original date of hire.

Eligible full-time exempt employees hired on or after July 1, 1999 and employed on a continuous basis earn vacation credits according to the following schedule:

Table 2 .  Vacation Eligibility for Full-Time Exempt Employees Hired After July 1, 1999.

The above amounts are prorated for those employees working less than full-time hours. Prorated vacation for employees working less than full-time is calculated by using the following formula:   
                     Number of hours worked in the month       x     normal vacation 
                Number of work hours available in the month        accrual rate

For example: An employee with 10 years of service who is normally scheduled to work reduced hours at the rate of 6 hours per day and a normal day for the department is 8 hours, the following calculation would be used. (Calculation assumes 160 hours in the month or 20 working days).            
                     120 hours worked  x  1.25 days accrual  = .94 days
                                                160 hours possible

Contact the department of human resources if assistance is needed in calculating prorated vacation.

If an employee's vacation credit increases during the first half of a month (anniversary date is on or before the 15^th of the month), the employee will receive the new accrual rate for that month.  If an employee's vacation credit increases in the second half of a month, the employee will receive the current accrual rate until completion of the month.

A month of service is defined as any calendar month during which an eligible employee received payment for a minimum of 90% of the workdays.  (Example: Out of 23 workdays, an employee must be paid for at least 21 days; 20 work days paid for at least 18 days, etc.)  For months during which an employee is paid for fewer than 90% of the days, vacation will be accrued on a prorated basis. 

For Research Institute employees, vacation usage per pay period is recorded on employee time cards and vacation accrual balances are reported on individual pay stubs.  The monthly vacation accrual rate for Research Institute employees is the same as for other employees but the proration is calculated in tenths of the hour.

The supervisor is responsible for assuring that an employee is provided the opportunity to take accrued vacation during the year and at times that will create the least inconvenience to the normal operation of the department.  The employee must submit a request to use vacation in sufficient time to allow the supervisor time to plan work loads accordingly if the time requested is deemed to be appropriate.

Vacation still unused at separation of service is paid in a lump sum that is included with the last paycheck received. 

The maximum vacation time that an employee is permitted to accrue is the amount that could be earned during a two-year period based on the rate of accrual applicable to the employee.  When the maximum vacation time has been accrued, it will be frozen at that level.  When subsequent vacation time is used, this time will be subtracted from the maximum resulting in a new vacation balance. 

When a full-time employee voluntarily reduces work hours to a minimum of 1,000 hours per year on a regularly scheduled basis with benefit coverage, accrued vacation days will be converted to equivalent hours.  These hours are then prorated according to the new part-time status.  If the converted vacation balance exceeds the maximum allowable accrued time for the part-time status, the employee will receive the monetary difference for the excess balance of hours in a lump sum payment following the effective date of the status change, in accordance with the University's normal pay schedule.

When a full-time employee voluntarily reduces work hours to fewer than 1,000 hours per year, the employee will be paid for the vacation in a lump sum on the employee’s next paycheck.

Each University employee is responsible for completing a quarterly report of vacation usage. Human Resources will distribute the quarterly cards by the 10^th of the month following the quarter ending with an expected return date of the 25^th of that same month. The supervisor signs these reports and returns them to the department of human resources.  Each department is responsible for recording each employee's vacation accrual and usage. A proper accounting of an individual’s accrual and usage signed by the supervisor is required in order to determine accurate vacation pay out for anyone who terminates employment from the University. For anyone who terminates employment and has not submitted the reports, no vacation will be paid until proper documentation approved by the appropriate supervisor is received by human resources.  A vacation accrual usage record form is furnished by the office of human resources to assist in this process.

This site is maintained by the Office of Human Resources.  Direct questions to Stefanie.Rich@notes.udayton.edu.

University of Dayton
St. Mary's Hall Room 118
300 College Park
Dayton, OH 45469-1614