Vacation, WSU Wright Way Policy 4201

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. All fiscal faculty, salaried unclassified staff, and hourly paid staff are expected to use accrued vacation periodically. The intent of this benefit is to provide employees with sufficient time each year for rest and relaxation.

Fiscal faculty and salaried unclassified 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	Maximum Accrual
0-24 years	22 work days	14.67 hours	352 hours
25 or more years	25 work days	16.67 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 an official letter documenting the start date, end date, and FTE status of the previous state service is presented to the Department of Human Resources at the time of hire.

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

Vacation accruals for fiscal faculty and salaried unclassified staff shall be automatically computed and added to the accrued balance on a monthly basis during each fiscal year. 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.

Fiscal faculty and salaried 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.

Academic year faculty do not earn vacation and are not authorized to take vacation during the teaching term.

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

Hourly paid (classified and unclassified hourly) 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
During probation	Accrual amount	3.1 hours	Accrual amount
End of probation - 7 years	80 hours (10 days)	3.1 hours	240 hours
8-14 years	120 hours (15 days)	4.6 hours	360 hours
15-24 years	160 hours (20 days)	6.2 hours	480 hours
25 or more years	200 hours (25 days)	7.7 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 is presented to the Department of Human Resources at the time of hire.

Hourly paid 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.

Although hourly paid staff who are not represented by a union earn vacation from the beginning of employment, they are not eligible to use paid vacation until after completing their initial probationary period. The applicable provisions of the union agreement apply to bargaining unit employees.

Vacation accruals for hourly paid staff shall be automatically computed and added to the accrued balance on a pay period basis.

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

Supervisors, directors, and department chairs are required to direct all personnel reporting to them to complete a Sick Leave/Vacation Request Form in advance of granting approval for vacation. This form is to be fully completed by all employees and approved by the supervisor prior to taking vacation. Approval for vacation is subject to administrative discretion.

Records of vacation usage for fiscal faculty and salaried unclassified staff are to be centralized, recorded, and reported monthly. A designated recordkeeper in each primary department is responsible for keeping the Sick Leave/Vacation Request Forms for all personnel reporting to that unit. By the seventh day of each month, the recordkeeper shall compile the sick leave and vacation hours used from the previous month, complete a Sick Leave/Vacation 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 salaried unclassified staff are deducted from the prior balance by the appropriate representative in the Department of Human Resources. The resulting balance is printed on each employee's monthly pay statement. This balance reflects accruals through the end of the current month. Usage, however, is 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.

Sick Leave/Vacation Request Forms for all staff shall be kept in the employee's department for audit for a period of two years and are not to be forwarded to the Department of Human Resources.

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.

When a fiscal faculty or salaried 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 information 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 salaried 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.

Special-contract staff (fiscal faculty and salaried 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.

Upon termination and completion of one year of service, hourly paid staff employed at least 1,045 hours in a twelve-month period (more than 50 percent FTE) shall be paid for at all unused vacation up to the maximum accrual permitted based on length of service.

A fiscal faculty member who changes to an academic contract will be paid for earned but unused vacation, effective with the change to an academic year contract.