Vacation

Employees who work at least 50% time are entitled to vacation time.  Temporary and seasonal employees are not eligible.  Vacation time is accrued and tracked in Workday, Brown’s system of record.

Vacation time may be used by a new employee at the supervisor’s discretion during a probationary period.  Time must be earned before it is used; no borrowing is permitted.  All vacation requests are expected to be submitted to the supervisor for approval in advance, and supervisors are not required to approve vacation requests that would result in staffing shortfalls.  Departments may develop their own guidelines for approving time off and, based on business needs, may require employees to take vacation at a certain time or not.

Accrued vacation may be used when the employee is sick, with permission of the supervisor. Vacation time may not be used when the employee is receiving pay through other paid time off such as sick days.

Vacation Time for Nonexempt Employees:

Nonexempt employees working full-time (37.5 hours per week) accrue the equivalent of 10 days of vacation per year during the first two years of employment. The accrual rate is 2.88 hours per biweekly pay period during the first two years of employment. After two years of employment, the accrual 6.92 hours per pay period or the equivalent of 24 days per year. However when an employee’s vacation balance reaches a maximum of 22 days, no additional accrual will occur until vacation time has been taken.

No vacation time accrues during a pay period in which the employee does not receive pay.  This includes unpaid leaves of absence and pay periods in which the employee is not scheduled to work and is not receiving vacation or sick pay in lieu of regular pay.

Part-time employees working at least 50% time accrue prorated vacation time based on their percent time.  Percent time is calculated by multiplying the number of hours expected to be worked per week by the number of weeks expected to be worked per year, then dividing by 1950 hours. Thus, an employee in the first two years working 60% time accrues 45 hours of vacation time per year, divided by the number of pay periods to determine the accrual rate.

Nonexempt employees accrue vacation time and report the time taken in hours, e.g. 7.5 hours per day for a full-time employee, 3.75 hours for a half day, etc.  Vacation time used during summer hours, when the employee is paid for 37.5 hours per week while working 35 hours, should be reported using 7.5 hours vacation for a full day and 3.75 hours for a half day.  The minimum vacation time that may be taken by a nonexempt employee is one hour.

The maximum amount of vacation time that will accrue is the equivalent of 10 days in the first two years of employment, and 24 days thereafter. However when an employee’s vacation balance reaches a maximum of 22 days, no additional accrual will occur until vacation time has been taken.  Balances continue to roll forward indefinitely without being reduced, but additional accrual will not occur.

Vacation Time for Exempt Employees:

Exempt employees working full-time accrue 2 days of vacation per month to 24 days in a 12 month period. When an employee’s accrual reaches the maximum vacation balance of 22 days, no additional accrual occurs until vacation time has been taken.  Part-time employees working at least 50% time accrue prorated vacation days based on their percent time as described above.  No vacation time accrues during a pay period in which the employee does not receive pay.  This includes unpaid leaves of absence and pay periods in which the employee is not scheduled to work and is not receiving vacation or sick pay in lieu of regular pay.

Exempt employees accrue vacation time and report the time taken in days.  The minimum vacation time that may be taken by an exempt employee is one-half day.

The maximum vacation accrual is 24 days.  When an employee’s accrual reaches the maximum vacation balance of 22 days, no additional accrual occurs until vacation time has been taken.  Balances continue to roll forward indefinitely, but additional accrual will not occur.

Vacation Time Upon Transfer or Employment Termination:

Accrued unused vacation time is paid out when employment terminates or the employee is transferred to a position that is less than 50% time or a bargaining unit position with a different vacation accrual policy.  The supervisor is expected to initiate the payout using Workday.  An employee transferring to a different position covered by this policy takes accrued vacation time with him or her to the new position.

Bonus Vacation Time Awards:

An employee who completes 25 years of service is awarded an additional 10 days of vacation time (prorated for employees working less than 100% time) on a one-time-only basis.  Recipients may use the additional days at any time, with their supervisor’s approval, and the days do not have to be taken all at once.   Bonus vacation time that is unused is payable at termination of employment.

Vacation Time During Summer Hours:

Vacation time used during summer hours will be recorded in Workday based on the normal 7.5 hour workday. Thus, an employee whose work schedule is 8 AM-4 PM during summer hours will record 7.5 hours used for one vacation day.