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Policy Details

6 -11.7

Administrative policy regarding annual vacation leave for Nonteaching unclassified and classified personnel

(A)       Policy statement. The university recognizes the importance of providing employees an opportunity for recreation or other personal matters without loss of compensation. Paid vacation leave is granted according to the terms and conditions set forth below.


(B)       Eligibility. All full-time and part-time classified employees not represented by a collective bargaining unit that hold a 12-month continuous appointment are eligible to accrue and use vacation under this policy. All full-time and part-time unclassified employees that hold a 12-month continuous appointment are eligible to accrue and use vacation leave.

All full-time and part-time, intermittent, seasonal and temporary classified employees not represented by a bargaining unit do not earn vacation. All full-time and part-time 9-month and 10-month, term appointed unclassified employees do not earn vacation.


(C)      Implementation.


(1)       Accrual rates. Vacation accrual rates are based upon length of Ohio public service. For purposes of determining how many years of service an employee has, employment with any state agency or any political subdivision of the state is counted. Time spent in military service is counted, provided that the employee in question was an employee of the university for at least ninety days prior to entering military service. Time spent on authorized leave of absence is also counted.


(a)       Classified employees accrue vacation on the basis of a 40-hour workweek (prorated for part-time employees) according to the following guidelines:


(i)        Less than five years of service, 80 hours (10 days) per year.


(ii)       Five or more but less than ten years of service, 120 hours (15 days) per year.


(iii)      Ten or more years but less than twenty-one years of service, 160 hours (20 days) per year.


(iv)       An additional 8 hours (one day) per year for each year of service over twenty years to a maximum addition of 40 hours (5 days) for a total annual accrual of 200 hours (25 days) for twenty-five or more years of service.


(b)       Unclassified full-time employees accrue vacation according to the following guidelines:


(i)        Less than twenty-one years of service, 160 hours (20 days) per year.


(ii)       An additional 8 hours (one day) per year for each year of service over twenty years to a maximum addition of 40 hours (5 days) for a total annual accrual of 200 hours (25 days) for twenty-five or more years of service.


(c)       Unclassified part-time employees on a 12-month appointment and unclassified hourly employees eligible under paragraph (C)(1) of rule 3342-6-05.2 of the Administrative Code accrue vacation at the rate established in paragraph (C)(1)(b)  of that rule at a prorated basis relative to the hours worked in each pay period.


(d)       Individuals appointed to the position of postdoctoral research associate or scholar accrue 80 hours per year with no carryover from year to year. Appointees may not receive payment for unused vacation upon leaving the university.


(2)       Utilization.

 

(a)       Classified employees are not eligible to use vacation until they have completed the probationary period.


(b)       Employees are expected to request vacation leave in advance. The employee should submit a leave form to their immediate supervisor indicating the dates for which leave is requested. Supervisors are expected to accommodate reasonable requests for vacation leave, in keeping with the effective operation of their department or unit and with a view toward fairness for all employees in that unit.


(c)       Staff members are normally expected to take vacation time off for purposes of rest and relaxation and for other personal reasons during the year in which the vacation is earned.


(3)       Accumulation of earned and unused vacation. It is understood that there are times when a staff member cannot schedule all vacation during the year in which it is earned. Classified and unclassified employees as defined in paragraph (B) of this rule, with the exception of postdoctoral research associates are eligible to accumulate vacation leave.


(a)       Accrued vacation, up to a maximum of that amount of vacation which may be earned in a three-year period, may be carried over. Any vacation credit beyond the maximum allowed will be subtracted from the accrued balance at the end of September, effective the first October payroll each year.


(b)       Payment for unused vacation. Upon termination of employment, the employee will be paid for any earned but unused vacation leave to his or her credit at the time of separation, up to a maximum of that amount of vacation which may be earned in a three-year period. Such payment for unused vacation leave will be made in a lump sum. The employee will not be carried on the payroll for the purpose of liquidating his or her vacation balance.


(c)       In the case of death of an appointee, unused earned vacation leave up to a maximum of that amount of vacation which may be earned in a three-year period shall be paid in accordance with the provisions of section 2113.04 of the Revised Code.


(d)       An employee who is hired after retiring from university employment or other service to the state of Ohio will accrue a maximum of 80 hours (ten days) of vacation leave per year.  The employee is not eligible to carry over unused vacation leave from year to year.  All vacation leave must be utilized during the year that it is earned.  Any vacation leave not utilized by the end of the year will be forfeited.  The employee is not eligible to receive payment for the unused vacation leave at any time, including upon separation.

 

Effective: July 1, 2012  

Prior Effective Dates: 11/4/1977, 10/5/1979, 3/18/1982, 5/18/1984, 4/4/1986, 8/26/1987, 9/15/1987, 11/29/1989, 9/1/20032, 6/1/2007, 12/4/2008, 1/1/2012  

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