41.000:  Vacation Leave for Classified Employees

Status:	Approved on February 27, 2005	Signatures and dates on archival copy
Effective:	when approved
Initiated by:	James E. Kemper Assistant Vice President for Administration for Human Resources
Reviewed by:	Herman ("Butch") Hill, Chair Policy and Procedure Review Committee
Endorsed by:	Larry Corrigan Interim Vice President for Finance and Administration
Approved by:	Kathy Krendl Interim Provost

Purpose

This policy serves to govern the accrual and use of vacation leave in accordance with the Ohio Revised Code. It is intended that vacation leave will be used in blocks of time for rest and relaxation. Each department head and supervisor is encouraged to know each employee's balance, and to discuss, at least annually, a vacation usage plan.

Policy

All Ohio University classified employees holding permanent full-time or part-time appointments shall earn and accrue vacation leave which may be used after completion of the initial probationary period. This policy does not apply to employees holding positions covered by a collective bargaining agreement.

I.  Vacation Accrual

Vacation is earned and credited to an employee's record each bi-weekly pay period according to years of service (including years at Ohio University and years of prior state service), at the following rates (which meet or exceed those specified in the Ohio Revised Code):

Years of Service	Annual Vacation	Accrual Rate (in active pay status)	Maximum Accrual
less than 1 year	*	3.1 hrs./80 hrs.	80 hrs.
after 1 year service	80 hrs. (10) days	3.1 hrs./80 hrs.	240 hrs.
after 5 years service	120 hrs. (15) days	4.6 hrs./80 hrs.	360 hrs.
after 10 years service	160 hrs. (20) days	6.2 hrs./80 hrs.	480 hrs.
after 20 years service	200 hrs. (25) days	7.7 hrs./80 hrs.	600 hrs.
* Employees accrue vacation immediately, but may use their accumulated vacation only after their initial probationary period. Eligible part-time employees shall earn and accrue vacation as of the effective date of this policy at the rates and with the same maximum accrual shown above.

Vacation accrual is credited proportionately to the hours paid each bi-weekly pay period. No credit is given for compensable hours over eighty in a bi-weeky pay period. Vacation is not earned while an employee is on an authorized unpaid leave of absence or layoff. Vacation may be accumulated up to the maximum which is earned in three (3) years, and is not credited beyond the maximum accrual. The number of hours of vacation leave earned, used, and paid each pay period shall appear on the employee's bi-weekly earnings statement. In addition, the employee's vacation tenure (creditable State service) and current balance will also be reflected on the employee's bi-weekly earnings statement.

II.  Vacation Reporting

Procedures shall be established within each department to insure that vacation leave used is properly reported in the pay period in which the leave is taken. Vacation hours cannot be used or reported on a day observed as a legal holiday by the University. Vacation compensation by itself or in combination with other compensation shall not exceed the normal scheduled work day or work week earnings. Vacation leave for part-time employees cannot exceed nor be in addition to their scheduled work hours.

Procedures

In order to permit an orderly scheduling of workloads, vacation shall normally be requested at least seven (7) days in advance of the starting date of the leave, unless extenuating circumstances warrant approval of a lesser time limit. A longer vacation request period may be established because of specific departmental or work unit needs. Vacation should be requested on the designated form or in the manner prescribed by the employee's department head. Authority to approve vacation requests is vested with the department head and approved requests should be retained on file in the department for not less than one (1) year.

Vacation schedules should be arranged in accordance with the operational needs of the department. No request for vacation leave which is properly requested in advance should be denied except when the approval of the leave would cause inadequate staffing levels in the department. A department head may limit the length of a single vacation leave to an employee's annual accumulation if a request for extended leave will cause a disruption of operations or staffing problems. It may be necessary at certain times to postpone a scheduled vacation due to department work requirements, but these instances should be held to a minimum through careful scheduling.

I.  Prior State Service

Vacation tenure for prior state service may be credited to an employee's record upon presentation of proper documentation verifying the prior service. It is the responsibility of the individual employee to secure the statement of prior service and file it with University Human Resources. Use of vacation leave shall be denied until the prescribed probationary period is completed.

II.  Employment Status Change

When an employee changes from classified status to presidential appointee (or vice versa), there should be mutual agreement between the employee and the department head regarding disposition of any unused vacation. Any such agreement for disposition of unused vacation must be within the confines of the University policies cross-referenced below and State law regarding the accrual and use of vacation. University Human Resources must be notified in writing as to whether the balance will be carried over to the new record or lump sum payment will be made for any or all of the unused balance at the time of change in status.

III.  Employment Termination

Upon separation from University service, including retirement, payment for earned and unused vacation leave will be made in a lump sum to the employee at his or her current rate of pay, provided the employee has completed the initial probationary period. No employee will be continued on the payroll for the purpose of exhausting his or her vacation balance. In the event of the death of an employee eligible for vacation, any unused vacation leave will be paid in accordance with Section 2113.04 of the Ohio Revised Code, or to the deceased employee's estate.

IV.  Cross Reference

1. Policy 40.025, "Jury Duty and Court Leave"

2. Policy 40.027, "Personal Leave for Administrative Employees."

3. Policy 40.028, "Personal Days for Classified Civil Service Employees."

4. Policy 40.029, "Sick and Bereavement Leave for Faculty and Administrative Personnel."

5. Policy 40.030, "Sick and Bereavement Leave for Classified Employees."

6. Policy 40.033, "Leave of Absence for Classified Employees."

7. Policy 40.048, "Summer and Winter Break Work Hours."

8. Policy 41.001, "Vacation for 12-Month Administrative Presidential Appointees."

9. Policy 41.128, "Leave of Absence for Presidential Appointees."

Reviewers

Proposed revisions of this policy should be reviewed by:

1. Policy and Procedure Review Committee

2. Classified Senate

Forms

There are no forms that are specific to this policy.

Copyright © 2005 Ohio University. All Rights Reserved.

Dick Piccard revised this file (http://www.ohiou.edu/policy/41-000.html) on March 3, 2005.

Please E-mail any comments or suggestions to "policy@ohio.edu".