3356-7-09. Vacation leave, exempt professional/administrative staff and department chairpersons

(A) Policy statement. The university is committed to employment practices that promote the health and welfare of its employees. Through its leave programs, it provides for and encourages preventive health care; physical, emotional, and mental well-being; professional growth and development; and civic responsibility.

(B) Scope. These parameters and procedures apply to exempted professional/ administrative staff and department chairpersons. Employees in externally funded positions are provided with benefits in accordance with rule 3356-7-43 of the Administrative Code ("Externally Funded Professional/Administrative Staff"). Other employees covered by collective bargaining may refer to their respective labor agreement.

(C) Parameters.

(1) Full-time exempted professional/administrative staff and department chairpersons on twelve-month contracts earn 7.33 hours per pay period or one hundred seventy-six hours of paid vacation leave each fiscal year.

(2) Full-time staff with annual contracts for less than twelve months and part-time staff with a .75 or greater full-time equivalent ("FTE") shall earn vacation leave on a prorated basis, derived from the formula for twelve-month staff. Part-time staff employed less than .75 FTE do not earn vacation leave.

(3) Individuals whose employment begins or ends during a given fiscal year shall earn a prorated amount of vacation leave during the fraction of the fiscal year employed.

(4) Vacation leave for full-time twelve-month staff may be accrued up to a maximum of three hundred twenty hours.

(5) Employees whose vacation balance reaches three hundred twenty hours will not accrue vacation until the balance is reduced below the forty-day maximum. Employees are responsible for monitoring the vacation balance.

(6) Vacation leave for part-time staff, .75 or greater FTE, may not exceed the maximum accrual for the prorated FTE and should be requested in hours (e.g., a .75 FTE staff member would have a maximum accrual of two hundred forty hours).

(7) Vacation leave accrual begins on the effective date of the initial employment and may be requested once the staff member has successfully completed three months of service.

(8) Accrued vacation leave may be taken prior to the effective date of separation or a cash payment will be made for vacation accrued through the last day of work, provided a thirty-day notice of resignation has been submitted to the office of human resources.

(9) Full-time externally funded professional/administrative staff earns 7.33 hours per pay period or one hundred seventy-six paid vacation hours per year, which must be taken during the contract period in which it was earned. Authorization to carry forward unused vacation leave into the next fiscal year requires written approvals of the department head and the chief human resources officer by June 30.

(10) Department chairpersons and other administrators holding earned rank and tenure (see rule 3356-9-05 of the administraive code) who revert to faculty status will receive a cash payment for accrued vacation earned through the last day of the administrative appointment.

(11) Accrued vacation leave may be taken prior to the effective date of retirement, or a cash payment will be made for vacation accrued through the last day employed.

(12) If the vacation balance of classified staff member who transfers to professional/administrative status exceeds the maximum accrual permitted, a cash payment will be made available to reduce the balance to an amount no less than two hundred eighty hours.

(D) Procedures.

(1) Vacation leave may be taken at a time that is mutually agreed upon by the staff member and the immediate supervisor.

(2) The staff member will complete the "Vacation Request, Professional/Administrative Staff" and submit it to the immediate supervisor in advance of the leave.

(3) The supervisor completes the form and forwards it to the office of human resources prior to the date of the leave.

Replaces: 3356:1-17-06

Effective: 2/4/2013
Promulgated Under: 111.15
Statutory Authority: 3356
Rule Amplifies: 3356
Prior Effective Dates: Prior to 11/4/77, 1/25/80, 2/19/83, 10/17/84, 11/23/87, 5/21/99, 6/16/03, 8/21/10