Vacations with pay are provided to give employees periods of relaxation from their normal duties and responsibilities. Vacations should be taken each year in approximate relation to the amount of credit earned.
Employees who are eligible to receive vacation with pay will accrue vacation credit, depending on their job classification or length of service with the University or the state of California, as follows:
Graduate student research assistants and student assistants do not accrue vacation credit. See RPM §2.01(D) (Types of Appointments).
Vacation credit accrual, based on not more than five eight-hour days per week, will accrue at the normal rate during leave with pay, except during extended military leave and professional research or teaching leave.
An employee in pay status at least half the working hours of a month (including holidays) accrues vacation credit at the normal rate. An employee in pay status less than half the working hours of a month accrues vacation credit on a pro rata basis according to the number of hours worked in that month. Full-time employees accrue vacation credit in accordance with Paragraph (B)(1), above. Part-time employees accrue vacation credit in accordance with Paragraph (B)(6), Table 2.08(B)(1), below.
5. Limited Employees and Employees Working Variable Time Schedules
Employees hired to work for periods of less than six months do not accrue vacation credit. An employee who is not eligible to earn vacation because of a part-time or short-term appointment becomes eligible to earn vacation on the first day following six consecutive months or quadriweekly cycles on pay status at 50 percent or more time. A quadriweekly cycle is defined as two biweekly pay periods designated by the Laboratory to be considered as a unit for the purpose of leave accrual. Employees working variable time schedules do not accrue vacation credit (see RPM §3.01(C)(3)).
Part-time nonfaculty employees accrue vacation credit each month, based on length of service and the amount of full time worked, as shown in Tables 2.08(B)(1)–(4).
Number of hours for which biweekly paid employee receives pay (including leave and holiday time) |
|||||
Number of hours for which biweekly paid employee receives pay (including leave and holiday time) | |||||
|
| |||||
Vacations are scheduled according to the needs of the Laboratory, with due consideration of the wishes of each employee.
When work conditions make it difficult to schedule vacation for an employee, vacation credit may be accrued to a maximum as follows:
Division directors or department heads must monitor monthly employee vacation credit reports and schedule vacations for each employee so that no employee is required to lose vacation credit because of Laboratory work needs.
Absence for religious holidays and other personal reasons will normally be charged to vacation.
An employee who is a parent or guardian of a child attending a licensed day-care facility or enrolled in kindergarten or grades 1–12, inclusive, may use accrued vacation credit up to eight hours per calendar month (not to exceed 40 hours per school year) for the purpose of participating in day-care facility or school activities. Employees must provide reasonable notice of the planned absence to their immediate supervisors.
Vacation credit is not accrued until the end of the month during which it is earned and will not be used until the month has elapsed. An eligible employee terminating before a month's end, however, accrues proportionate credit through the last day on pay status.
Up to two days' advance use of vacation credit accruals for the months of December and January may be used to facilitate implementation of Christmas/New Year's holiday closures. This exception applies only to new employees who have not had sufficient time to accrue adequate vacation balances and to other special cases where adequate vacation balances do not exist.
An employee will not be paid for vacation earned in one University position while on pay status in any other position paid through University-administered funds. This does not apply to vacation payment in case of transfer of an employee between University contracts or fund sources.
Scheduling of vacation to be taken by an employee while on official travel status must be approved in advance.
When an employee is on travel status, a delay en route on a regular workday for other than Laboratory business is normally charged to the employee's vacation credit.
University employees who transfer from another University fund source to the Laboratory, or vice versa, will be paid for accumulated vacation credit, up to the maximum credit normally allowed by the contract or other fund sources from which they transfer.
The vacation credit of employees is usually not affected by transfer between Laboratory divisions. When an employee transfers from a benefit-accruing classification to a non-benefit-accruing classification, however, any vacation credit he or she may possess on the effective date of the change will be paid in a lump sum.
An employee who terminates from Laboratory employment is paid for vacation credit accrued through his or her last day on pay status. An employee who is granted extended military leave may elect to be paid for vacation credit accrued through his or her last day on pay status. See RPM §2.14(E)(3) (Extended Military Leave). The amount to be paid is based on the employee's official attendance and leave records maintained by the Human Resources Department/Payroll. In the case of the death of an employee, payment is regulated by state law. See RPM §2.21(H) (Termination by Death).
Plans to schedule vacation leave or leave without pay during assignments to remote areas must be shown on Stock Form 7600-55336 (Request and Authorization for Official Travel) and approved in writing in advance by the employee's division director or department head and by the Head of the Human Resources Department.
Requests to take vacation or leave without pay, subsequent to approval of Stock Form 7600-55336 (Request and Authorization for Official Travel), must be made by TWX or other correspondence. Such requests must also be approved by the employee's division director or department head and by the Laboratory Director or designee. Copies of this correspondence must accompany the travel claim vouchers submitted on completion of the test-area assignment.
Vacation leave, other leave with pay, or leave without pay taken while on test-area assignments may not normally exceed the length of time spent on official business at the test area during any one test-area tour of duty.
Under the provisions of the Catastrophic Leave Sharing Policy, RPM §2.26(A), an employee may donate vacation time on an hour-for-hour basis, regardless of differing pay scales, to another employee who has exhausted his or her sick and vacation leaves due to a serious medical condition, as defined in RPM §2.26(B)(1), affecting him or her or a family member or other person, as defined in RPM §2.26(B)(2)(b) and (c).
Employees will be paid for accrued vacation credit at the time they change from a vacation-accruing appointment to an appointment that does not. The payment will be made at the time of the change in appointment and at the rate prior to the change.