4201.1 Eligibility and Accrual Rates

Based upon the authorization of the Board of Trustees and Sections 124.13 and 124.131 of the Ohio Revised Code, the Wright State University employee categories listed in this section are entitled to accrue and use vacation time in the prescribed manner. The intent of this benefit is to provide employees with sufficient time each year for rest and relaxation.

  1. Fiscal faculty and unclassified (exempt and non–exempt) staff who are appointed on 100 percent full-time equivalency (FTE) contracts earn vacation as follows:

    Length of Service Annual Vacation Accrual Rate Per Pay Period
    (Exempt/Non–Exempt)
    Maximum Accrual
    0-24 years 22 work days 14.67 hours/6.77 hours 352 hours
    25 or more years 25 work days 16.67 hours/7.69 hours 352 hours

    Length of service is defined as service time at Wright State University, plus any previous service time with the state of Ohio or any political subdivision of the state, provided the employee presents an official letter documenting the start date, end date, and FTE status of the previous state service to the Department of Human Resources.

    1. Fiscal faculty and unclassified staff appointed to work at least 51 percent over a twelve-month period earn vacation on a prorated basis of the above schedule.

    2. Vacation accruals for fiscal faculty and unclassified staff shall be automatically computed and added to the accrued balance each pay period. On August 31 of each year, all excess balances shall be reduced to 352 hours (44 days) or the amount that could have been earned and accrued in two years, whichever is less.

    3. Fiscal faculty and unclassified staff who are employed for a partial month either at the beginning or termination of employment or who work a partial month because of unpaid leave status will accrue vacation prorated on the basis of actual days worked during that month.

  2. Academic year faculty do not earn vacation and are not authorized to take vacation.

  3. Special-contract fiscal faculty and special-contract unclassified staff may accrue vacation at the prescribed rate. However, this vacation is for use only and will not be paid on separation. Personnel in these categories are encouraged to use all accrued vacation before termination of the contract.

  4. Classified non–exempt staff appointed to work on an annualized 40-hours-per-week (100 percent FTE) basis earn vacation as follows:

    Length of Service Annual Vacation Accrual Rate Per Pay Period Maximum Accrual
    0-7 years 80 hours (10 days) 3.08 hours 240 hours
    8-14 years 120 hours (15 days) 4.62 hours 360 hours
    15-24 years 160 hours (20 days) 6.15 hours 480 hours
    25 or more years 200 hours (25 days) 7.69 hours 600 hours

    Length of service is defined as service time at Wright State University, plus any previous service time with the state of Ohio or any political subdivision of the state, provided an official letter documenting the start date, end date, and FTE status of the previous state service to the Department of Human Resources.

    1. Classified non–exempt staff appointed to work at least 1,045 hours in a twelve-month period (at least 51 percent FTE) earn vacation on a prorated basis of the above schedule.

    2. Vacation accruals for classified non-exempt staff shall be automatically computed and added to the accrued balance on a pay period basis.

  5. Employees covered by collective bargaining agreements should refer to their individual collective bargaining agreements for vacation accrual and usage provisions.

  6. Days designated as holidays shall not be charged to vacation leave.

4201.2 Authorization and Records

  1. Supervisors, directors, and department chairs are required to direct all personnel reporting to them to complete a Leave Request Form in advance of granting approval for vacation. This form is available on the Human Resources website at www.wright.edu/hr and must be fully completed by all employees and approved by the supervisor before an employee takes vacation. Approval for vacation is subject to administrative discretion.

  2. Records of vacation usage for fiscal faculty and unclassified exempt staff are to be recorded and reported monthly by a designated record keeper in each primary department. The designated recordkeeper is responsible for keeping the Leave Request Forms for all personnel reporting to that unit. By the seventh day of each month, the designated recordkeeper shall compile the sick leave and vacation hours used from the previous month, complete a Leave Summary Form, and submit the form to the appropriate representative in the Department of Human Resources.

    Approved vacation usage for all absences for fiscal faculty and unclassified exempt staff are deducted from the prior balance by the appropriate representative in the Department of Human Resources. The resulting balance will be available for viewing in WINGS Express. Usage, however, is typically one month in arrears. For example: the balance reported on June 30 includes accruals through the end of June and usage through the end of May.

  3. Leave Request Forms shall be kept in the employee's department for auditing purposes for a period of two years. Only original Leave Request Forms for parental and unpaid leave, and sick and vacation leave used in the context of FMLA must be forwarded to the Leave and Disability Coordinator in the Department of Human Resources.

  4. Vacation leave accrual is not credited to the employee or available for use until after the pay period in which it is earned has been completed. An employee who uses vacation leave within the pay period it is earned and before it is credited to the employee will not be paid for the vacation hour(s) used.

4201.3 Payment for Unused Vacation

  1. When a fiscal faculty or unclassified staff member terminates employment with the university, the employee's supervisor shall forward a Sick Leave/Vacation Summary Form to the appropriate representative in the Department of Human Resources prior to the termination date, outlining sick and vacation hours used by that employee during the last month or partial month of service. The hours recorded on this form will be deducted from the balance on the employee's last workday in order to determine any cash payment to be made to the terminating employee.

    Upon termination, 100 percent FTE fiscal faculty and unclassified staff shall be paid for all earned but unused vacation hours up to the maximum accrual permitted based on length of service. The maximum cash payment for those terminating employees who worked less than 100 percent FTE is determined on a prorated basis and cannot exceed that amount of vacation time that could have been earned in a two-year period.

  2. Special-contract staff (fiscal faculty and unclassified) shall receive no payment for unused vacation upon separation. All accrued vacation should be used during the contract period at times mutually agreed upon by the employee and the supervisor.

  3. Upon termination and completion of one year of service, classified non–exempt staff employed at least 1,045 hours in a twelve-month period (at least 51 percent FTE)) shall be paid for at all unused vacation up to the maximum accrual permitted based on length of service.

  4. Changes to continuing employment or FTE will warrant payout of existing vacation balances in these circumstances:

    1. A fiscal faculty member who changes to an academic appointment;

    2. A classified employee who accepts an unclassified appointment will receive a vacation payout if the employees vacation balance as a classified employee exceeds the maximum vacation accrual for the unclassified appointment. The vacation payout will be the sum of the difference between the employee’s current vacation balance as a classified employee and the maximum accrual as an unclassified employee. The employee’s available balance will be reduced to the maximum unclassified accrual, and the employee will receive a payout at the classified salary rate for all hours reduced;

    3. A reduction of FTE to less than 51 percent;

    4. A change from continuing employment to special contract.