The Catholic University of America

Archived 1/16/06

Annual Leave and Vacation

Contents
Introduction
Exempt Employees (HR 6.7.4.2.1)
Non-exempt Employees (HR 6.7.4.2.2)

Introduction

The University recognizes the importance of balancing work responsibilities with family and other interests. Employees are granted annual leave, which accrues at various rates depending on employment category and/or length of service. The University's annual leave year covers the same period as the University's fiscal year. In the event of a fiscal year of less than 12 months, the amount of annual leave will be pro-rated. While it is important for employees to make full use of the vacation time to which they are entitled, it is also important for managers to be able to schedule work assignments and coverage during employee absence. To ensure that such planning is possible, employees are expected to request authorization to use annual leave in writing at least ten days in advance whenever possible. Managers are expected to approve requests for vacation provided that it does not interfere with the workload of the department.

Employees may request annual leave to provide care for a family member who is ill. The University encourages managers to make every effort to approve requests for vacation leave for this purpose on short notice. An employee requesting annual leave on short notice must notify his or her supervisor during the first hour of the work day except in extreme emergencies, and must keep the supervisor advised as to the probable date of his or her return to work.

Regular part-time employees in benefits-eligible positions receive pro-rated vacation. Employees are not eligible to use annual leave until the successful completion the initial evaluation (probationary) period.

Exempt Employees (HR 6.7.4.2.1)

Exempt employees (as defined in HR 6.3.1) earn 21 days of annual leave (vacation) each leave year. Annual leave is accrued at the rate of 1¾ days per month. Exempt employees who are hired after the beginning of a leave year will receive pro-rated vacation accrued at the rate of 1¾ days per month.

The University encourages employees to use their vacation leave during the year in which it is accrued. If an exempt employee has accrued vacation left at the end of the vacation year, he or she can carry over up to a maximum of 7 days to the next vacation year. Any days remaining in excess of the maximum allowable carryover days will be forfeited and not carried over to subsequent years. All leave reports must have been submitted to Payroll in order for an exempt to carry over vacation leave to the next year.

Each year's full allotment of vacation is available to exempt employees on the first day of the vacation year even though it has not been accrued. If an employee uses vacation in excess of his or her accrued balance and then leaves the University, the employee must reimburse the University for the unearned vacation days. The reimbursement will be effected through payroll deduction from the employee's final paycheck. If an exempt employee terminates employment at the University for any reason, any accrued, unused vacation leave will be forfeited.

Non-exempt Employees (HR 6.7.4.2.2)

Regular, full-time, non-exempt employees (as defined in HR 6.3.2) who are not covered by a collective bargaining agreement accrue annual leave (vacation) according to the following schedule:

  • Less than 3 years: 1 day per month
  • 3 - 5 years: 1¼ days per month
  • 6 - 10 years: 1½ days per month
  • More than 10 years: 1¾ days per month

Accrued leave is credited each pay period. Non-exempt employees hired on the first day of a pay period will be credited with one-half day's leave at the end of the pay period. For non-exempt employees hired after the first day of a pay period, leave accrual will begin on the first day of the next pay period.

The University encourages employees to use their vacation during the leave year in which it is earned. However, if a non-exempt employee has accrued vacation remaining at the end of the vacation year, he or she may carry over a designated number of days into the next vacation year. Non-exempt employees hired before January 1, 1994 may carry over a maximum of 30 days of accrued leave to the next vacation year. Non-exempt employees hired on or after January 1, 1994 will be permitted to carry over a maximum of 21 days of accrued leave to the next vacation year.

If a non-exempt employee with at least six months of service has accrued vacation leave remaining at the time of termination of employment, he or she will be reimbursed for a maximum of 30 days (if hired before 1/1/1994) or a maximum of 21 days (if hired on or after 1/1/1994). Employees who terminate employment with less than six months of service are not eligible to be reimbursed for any accrued leave remaining at the time of termination.