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Vacation

Benefit for Staff Employees

Information on accrued vacation time is included on the employee's pay stub. This balance information may also be obtained online through BannerWeb.

Staff and Administrative/Faculty accrue vacation time according to the length of continuous University service:

Length of Continuous Service Monthly Accrual Yearly Accrual
1 month-4 years 1 day 12 days
4 years and 1 month-9 years 1.25 days 15 days
9 years and 1 month-14 years 1.5 days 18 days
14 years and 1 month or more 1.67 days 20 days

Part-time employees accrue vacation time on a pro-rated basis.

Benefit for Senior Professional Employees

Senior professional employees accrue vacation time according to the length of continuous University service:

Length of Continuous Service Monthly Accrual Yearly Accrual
1 month-9 years 1.25 days 15 days
9 years and 1 month-14 years 1.5 days 18 days
14 years and 1 month or more 1.67 days 20 days

Benefit for Librarians

Librarians earn 20 days vacation per year.

Calculation of Vacation Time Accrued

A new employee's eligibility date for vacation accrual is based on the start date of employment. In order to accrue a month's credit, a new employee must begin work on or before the 15th of the month. Otherwise, vacation accumulates from the first day of the following month.

Effective January 1, 2011, eligible employees accrue vacation every pay-period as long as they are in a paid status, examples of which are regular, vacation, sick leave, holiday, etc. For example, an employee who is regularly scheduled to work 8 hours a day and submits 80 regular hours will receive 3.69 hours (8 hours x 12 months / 26 pays) of vacation leave that pay period.

Non-exempt/Bi-Weekly/Hourly employees will earn vacation based on the number of hours submitted (paid) each pay period; this would include vacation, holiday, funeral leave, overtime, etc. Employees will not accrue more vacation time than the maximum listed above. 

  • Example #1: Part-time employee, eligible for leave accrual, who is regularly scheduled to work 25 hours per week (50 per pay period). Employee works 35 hours one week and 25 hours the next week. Vacation accrual will be calculated based on 60 hours worked in the pay period and not the 50 regularly scheduled.
  • Example #2: Full-time employee regularly scheduled to work 38.75 hours per week (77.50 per pay period). Employee only works 20 hours one week and uses vacation balance of 7.75 hours. The next week the employee works 38.75 hours. Employee will be paid for 66.50 hours and vacation accrual will be calculated based on the 66.50 hours not the 77.50 regularly schedule.
  • Example #3: Full-time employee regularly scheduled to work 38.75 hours per week (77.50 per pay period). Employee works 38.75 hours one week and 42 hours the next week. Vacation accrual will be calculated based on 77.50 hour maximum.
  • Example #4: Full-time employee regularly scheduled to work 40 hours per week (80 per pay period). Employee works 36 hours one week and 44 hours the next week. Vacation accrual will be calculated based on 80 hours. In this example overtime hours count but only up to maximum of 80 per pay period

Monthly/Exempt employees will accrue vacation based on the number of hours paid in the pay period. For the most part, exempt employees are paid the same amount each pay period. If an exempt employee does not receive a full paycheck in a particular month, vacation accrual will be based on the hours paid. For example, if an exempt employee went on an unpaid leave of absence for part of a month the accrual would be based on time paid.

Employees continue to accrue vacation benefits, without penalty, while on paid time off. For example jury duty, parental leave, temporary military leave, etc.

Employees on authorized unpaid leave of absence do not earn vacation benefits.

Eligibility

Part-time employees who are regularly scheduled to work at least 1,000 hours per year (base schedule is at least 1,000 hours or more) will earn vacation each pay period they receive a pay check. The amount of vacation will be based on the hours paid in the pay period.

Eligible employees working a 9-month, 10-month or 11-month work year must take their vacations during their normal yearly work schedules.

Scheduling Vacation

The use of earned vacation time is not automatic. Earned vacation may only be taken at times mutually acceptable to the employee and the immediate supervisor. Vacation time must be agreed to and approved in advance. Department work requirements will always be a prime consideration and the employee's supervisor will make final decisions as to when vacation may be taken.

Employees must take eligible paid time off (sick, vacation, floating holiday/personal day) prior to going on leave without pay. 

Year to Year Accumulation of Vacation Time 

Vacation will normally be taken during the anniversary year in which it is earned. Beginning with the second anniversary date of employment, the maximum vacation accumulated by an employee may not exceed the actual yearly allowance, plus five (5) carry-over days from the previous year. If on your anniversary date, your balance exceeds your annual yearly accrual allowance, plus five (5) carry-over days, then all excess hours will automatically be subtracted from your vacation accrual total. Please plan ahead to ensure that vacation time is not lost.

If you are interested in trading in sick days for vacation days, visit the Bonus Vacation page.

Termination

Employees who terminate University employment will be paid for unused vacation days.

Questions About Benefits?

Contact Human Resources at (804) 289-URHR (8747) or email URHR@richmond.edu.