A. Vacation Credit
Vacation credit for eligible employees is earned each vacation accrual period (two consecutive bi-weekly pay periods) based on the number of hours on pay status for that vacation accrual period at a rate determined by the length of qualifying service. Employees must be on pay status at least one-half (1/2) the working hours of a vacation accrual period to earn vacation credit for that period.
B. Rate of Earning Vacation
Vacation credit shall be earned by an eligible employee beginning the first day of the vacation accrual period during which the required qualifying service is completed, at the following rates:
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**Hours on pay status, including paid holiday hours.
1. At the average rate of ten (10) hours per month for an employee who has rendered less than ten (10) years of qualifying service;
2. At the average rate of twelve (12) hours per month for an employee who has rendered at least ten (10) but less than fifteen (15) years of qualifying service;
3. At the average rate of fourteen (14) hours per month for an employee who has rendered at least fifteen (15) but less than twenty (20) years of qualifying service; and
4. At the average rate of sixteen (16) hours per month for an employee who has rendered twenty (20) years or more of qualifying service.
C. Qualifying Service to Determine Rate of Vacation
Qualifying service to determine the rate of vacation credit shall be calculated as follows:
1. A month of service at one-half (1/2) time or more is a month of qualifying service. Service prior to January 1, 1972, shall be included in determining length of service, but increased vacation benefits resulting from the change from full-time equivalent service to service at one-half (1/2) time or more shall apply only to vacation credit earned after January 1, 1972.
2. Payment for service must have been made by the University or the State of California.
3. Time on military leave from the University or the State of California is included.
4. Service need not be continuous.
D. Eligibility to Earn Vacation
An employee appointed at fifty (50) percent or more of full-time for a period of six (6) months or more is eligible to earn vacation from the date of the appointment. An employee who is not eligible to earn vacation by the nature of the appointment becomes eligible to earn vacation after six (6) continuous months in pay status at fifty (50) percent or more and shall then be credited with vacation for the six (6) month period.
E. Waiting Period to Take Vacation
An employee who earned vacation from the date of the appointment shall not use such vacation until completing six (6) continuous months on pay status at fifty (50) percent or more.
F. An eligible employee who was employed from the State of California service following completion of six (6) months of State service at one-half (1/2) time or more shall not serve another waiting period if the change did not involve a break in employment of more than fifteen (15) calendar days.
G. An eligible re-employed person who previously completed the required waiting period may use vacation credit without serving another waiting period, provided the break in service is less than six (6) months.
H. Accrual of Vacation
An employee shall accrue full or proportionate vacation credit for a vacation accrual period, in accordance with the Vacation Factor Leave Table shown in Section B above.The following criteria shall apply:
1. Vacation credit shall accrue during leave with pay.
2. Vacation credit for each vacation accrual period shall accrue at the end of the period, except that an eligible separating employee accrues proportionate vacation through the last day on pay status.
3. A full-time career employee who is on approved leave without pay receives full vacation credit for that vacation accrual period provided the employee is on pay status at least one-half (1/2) the working hours of the accrual period.
4. Vacation credit shall not accrue for time on pay status in excess of the full-time working hours in a vacation accrual period.
5. A full-time employee shall not accrue vacation credit in excess of an amount equal to two (2) times the employee’s yearly accrual rate. A part-time employee shall accrue vacation credit to the same maximum number of hours as a full-time employee with comparable years of service.
I. Scheduling of Vacation
Vacation leave shall be subject to supervisor approval and scheduled to meet the operational requirements of the University and in accordance with the following:
1. Vacation credit shall not be used prior to the time it is accrued.
2. Absence for illness, disability, or personal reasons may be charged to vacation.
3. Upon request, an employee shall be granted vacation before the employee’s accrued credit reaches the maximum which the employee can accumulate.
4. An employee shall not be paid for vacation for the same period that the employee is working and on pay status in the employee’s present position, or any other position paid by University funds (see exception in paragraph J.2. below).
5. Vacation schedules shall be established on the basis of seniority in an employee’s classification and in a shop or work location. Vacation requests may be submitted by an employee in the month of March for vacations to be taken between April 1 and September 30 of that same calendar year. Vacation requests submitted after March 31 shall be reviewed on a “first-come, first-served” basis. Vacation requests may also be submitted in the month of September for vacations to be taken from October 1 of the same calendar year through March 31 of the next calendar year. Exceptions to these vacation requests may be granted to an employee who has made or wishes to make long-term vacation plans.
By mutual agreement of the parties, a department or unit within a department may allow employees to schedule vacation four (4) times per year, as determined by the department(s). When the parties agree upon vacation scheduling for a department or unit within a department, the implementation of the schedule may be discussed at a Labor-Management Relations meeting.
6. An employee may split his/her vacation time, but preference according to seniority shall only apply to one of the two requests for vacation in that calendar year.
7. Occasional unscheduled vacation days may be granted subject to the operational requirements of the University, and provided that they are requested at least five (5) working days in advance.
8. Emergency vacation days may be granted at the discretion of the supervisor. The request for emergency vacation shall be requested either orally or in writing through the immediate supervisor, and may be reviewed by a designated University manager. Verification of the emergency may be required, and if required, shall be submitted to the designated University manager prior to payment.
9. Vacation schedules shall be posted in each shop or work location.
J. Transfer of Vacation
1. An employee who is transferred, promoted, or demoted from one University position to another University position or funding source in which the employee will accrue vacation credit shall have vacation credit transferred.
2. An employee who is transferred, promoted, or demoted to another University position in which the employee will not be eligible to accrue vacation credit or who is transferred to or from Department of Energy contracts shall be paid for accrued vacation.
K. Terminal Vacation Pay
An eligible employee who separates from University employment or who is granted extended military leave shall be paid for vacation credit accrued through the employee’s last day of work. The effective date of separation shall be the last day of work, except that an employee who is retiring may use vacation up to the effective date of retirement.