Policy No. C. 7.00
Date of Issue 7/2/2014
Revised 7/1/2024
It is the policy of the university to provide vacations for employees in accordance with the plans described below.
7.01 | Non-exempt Employee earns 10 days of vacation each year during the first five years of employment. At the beginning of the sixth year of employment, the employee starts to earn 15 days annually. An additional day of vacation will be added to the employee's annual accrual during the 11th through 15th years of employment, to a maximum accrual of 20 days per year after 15 years of service. | ||||||||||||||||||||||||||||||||
7.02 | Exempt Employee earns 15 days of vacation each year during the first five years of employment. An additional day of vacation will be added to the employee's annual accrual during the 6th through 10th years of employment to a maximum accrual of 20 days per year after 10 years of service. | ||||||||||||||||||||||||||||||||
7.03 | Administrative Officers earn 24 days of vacation each year of service. | ||||||||||||||||||||||||||||||||
7.04(a) | Non-Benefits Eligible Part-Time Employees (including staff, faculty, and students <23.25 hours per week) scheduled less than 23.25 hours per week earn 1 hour of paid leave for every 35 scheduled hour worked in a 12 month period. Part-time faculty hours worked are calculated at a rate of 3 times their credit hours. (ex: 1.5 credit hours equals 4.5 hours) Employees will start accruing paid leave hours effective July 1, 2024 and may begin using accrued paid leave hours September 30, 2024. Employees hired after July 1, 2024 will begin accruing leave upon hire and can begin to use their paid leave after September 30, 2024. Anyone hired after September 30, 2024 will accrue paid leave and can begin using it immediately. Employees begin to accrue paid leave on the first calendar day after they begin their employment. Employees can accrue a maximum of 40 hours per year. Up to 16 unused hours can be rolled over at the end of the year for a maximum balance of 56 hours. Paid leave can be used for any reason, as long as the conditions in 7.08 are followed. | ||||||||||||||||||||||||||||||||
7.04(b) | Benefits Eligible Part-Time Employees (>23.25 hours per week) regularly scheduled at least 23.25 hours per week earn pro-rated vacation. | ||||||||||||||||||||||||||||||||
7.04(c) | Full-Time Faculty A full-time faculty employees will receive a balance of 40 hours paid leave on the first day of employment or the first day of the 12-month accrual period. No hours will be rolled over at the end of the year. | ||||||||||||||||||||||||||||||||
7.05 | Union Employees are governed by the applicable provisions of the appropriate labor agreement. | ||||||||||||||||||||||||||||||||
7.06 | Method of Accrual Non-exempt employees earn vacation according to the following schedule:
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7.07 | Exempt employees earn vacation according to the following schedule:
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7.08 | Conditions Vacation time is accrued bi-weekly. The time is available for use after the pay period in which the time was accrued. Eligible full-time and benefits eligible part time employees must work 60% of a pay period to be eligible for a vacation accrual, all others are covered under the Chicago Ordinance. Vacation provides an employee with time away from the responsibilities and duties of the job. It is intended to be a period of refreshment and renewal. Accordingly, additional pay in lieu of vacation is not permitted. The dates selected for vacation must be approved by the supervisor so that a vacation schedule which meets the business needs of the university can be established. Vacation days may be taken only up to the number of full days accrued. An employee working at least 23.25 hours per week may not save more than one-and-one-half times the annual vacation accrual. An employee working less than 23.25 hours per week may not save more than 56 hours of paid leave. This maximum accrual is audited monthly when additional earned vacation is credited to employee accounts. If the maximum amount of vacation is already banked, the new month's accrual is not added, and this amount is forfeited. Upon termination of employment, an employee will receive salary covering any accrued, but unused vacation up to the accrual limit. The payout will not occur until all active positions have been “fully terminated”. If an employee holds multiple positions, the payout will not occur until all active positions have been fully terminated. The payout will be calculated based on the payrate for the last active primary position held by the employee. Student employees remain active employees until they leave the university and are “fully terminated”. “Fully terminated” refers to students, staff and faculty who hold no positions at the university and are no longer affiliated in any capacity as an employee. An employee covered under the Chicago Leave Ordinance may request payout of their unused vacation leave after not receiving a work assignment for 60 days. |