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MSU Human Resources >> Documents >> Supportstaffpolproc >> Support Staff Policy & Procedure for Vacation Time

Support Staff Policy & Procedure for Vacation Time

Policy

Applies to:
  • Regular University support staff working half-time or more
  • Temporary 1585 employees who are working at least half-time or more who complete the six-month eligibility period
  • Temporary CTU appointments extended beyond 180 days
The University grants eligible employees vacation with pay based on the employee's length of service.

Employees accrue vacation credits on a regular monthly schedule, beginning with the completion of six months of service. Vacation with pay may be granted up to the total vacation credits accrued.

Accrual schedule:

  • Employees begin earning vacation pay credits upon hire or rehire. The initial crediting of vacation pay begins after completion of six months of service and monthly thereafter, in accordance with the chart below.
  • Employees accrue vacation pay service credits at the rate shown below for each completed month of service. Service includes work time and leave of absence with pay time, but does not include:
  • leave of absence without pay,
  • regular Workers' Compensation, or
  • disciplinary suspension.
  • Part-time employees scheduled to work 26 hours per week but less than 36 shall be credited with 75% of the vacation accruals shown below for full-time employees.
  • Part-time employees scheduled to work 20 hours per week but less than 26 shall be credited with 50% of the vacation accruals shown below for full-time employees.
  • Part-time employees will be paid only for the hours scheduled to work but not worked because of the vacation.
Vacation Time Accruals

 

Union Vacation Accrual at Completion of 6 Months 7th Thru 60th Vacation Service Month Maximum Accrual for 7th Thru 60th Month 61st Thru 120th Vacation Service Month Maximum Accrual for 61st Thru 120th Month 121st + Vacation Service Month Maximum Accrual for 121st Month
APA 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240
APSA* 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month* 240
AP Conf* 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month* 240
CTU 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240
CTU Conf 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240
1585 48 8 hrs per month 128 12 hrs per month 192 16 hrs per month 240
999 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240
324 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240
274 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 225
Nurses # 48 8 hrs per month 128 12 hrs per month 192 16 hrs per month 240
FOP 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240
Ext Prog 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 225
Res Adv 48 8 hrs per month 120 12 hrs per month 180 16 hrs per month 240

# Level 74-77 after 6 months
* Level 12 or more after 6 months

Usage requirements and approvals:

  • An employee may take vacation at any time during the year with permission of the supervisor and in accordance with departmental requirements.
  • Vacation may be taken and reported in full hour or tenth of an hour (6 minute) increments.

Amount of payment:

  • A maximum of eight hours pay may be made for each day of vacation.
  • Each hour paid to an employee shall be paid at the base rate of pay, and shall not include shift premium or other premium payment.

Coordination with other types of pay or benefits:

  • University-designated holidays falling within the employee's vacation will not be charged to accrued vacation.
  • While on vacation, an employee may not change usage for time taken for other forms of paid leave (VARIES: For CTU, see Collective Bargaining Agreement).
  • The employee will normally use all vacation before commencing a leave of absence without pay.
  • Vacation may be used to supplement Workers' Compensation up to a maximum of eight hours total pay for each day of absence.
  • Vacation may not be used to provide payment for absence due to disciplinary suspension.

Limitations - special maximum accrual:

  • Employees are expected and encouraged to take their annual vacation accrual each year. With supervisory approval, an employee may continue to accrue vacation up to the Special Maximum Accrual shown under the Accrual Schedule section in the above table.
  • Further accrual beyond this Special Maximum Accrual is not possible and the employee will receive no further vacation credit for months of service completed until the employee reduces vacation credits.
Other provisions: An employee will receive payment for unused vacation when terminating.

Procedure

Employee: Notifies supervisor of number of hours of vacation time used. It is up to the discretion of the department administrator on how he/she wishes to authorize his/her employees.

Supervisor: Approve and record absence in Employee Self Service or through unit-level reporting procedures.

Refer questions to: MSU Human Resources Employee Records (telephone 517-353-4330, e-mail).

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