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Unclassified
Vacation
Chancellor’s
Office Policy
Effective 02/20/98
Reference: OAR 580-021-0030
(1) Eligibility
Vacation means absence from work permitting rest and recreation for a specified
period of time during which regular compensation continues. Unclassified
employees gain vacation privileges only if employed at .50 FTE or more
on a 12-month appointment.
(2) Computation
Eligible unclassified employees accrue vacation on a monthly
basis, beginning the first of the month following date of hire, or
on the first of the month if an employee is hired the first working
day of the month.
Vacation
accrues on the last day of the month and is available for use the
first day of the next month subject to the restrictions in Section
(3) of this rule. A 9-month employee appointed to a 12-month contract
may receive credit for the previous 9-month contract, on a pro-rata
basis. Eligible employees with a 12-month, 1.0 FTE contract accrue
15 hours of vacation per month; eligible employees on a .50 FTE
or more 12-month contract accrue vacation in proportion to their
FTE.
An employee
who terminates OUS employment before completing the 6 month wait
period receives no vacation, and is not entitled to compensation
for vacation accrued. On February 28, 1998, eligible employees
shall be credited with vacation leave on a pro-rata basis at a
rate of 14.67 hours per month as if monthly accrual had begun on
their last vacation anniversary date or, for those employed fewer
than 11 months, on their date of hire.
(3) Wait
Period and Maximum Balance
Vacation accrual is available to the unclassified employee for use six months
after vacation accrual begins. Until September 1, 1999, there will be no
maximum limit on the amount of vacation leave that an employee can accrue.
However, effective September 1, 1999, no employee may accrue in excess of
260 hours, and any accrued vacation leave in excess of this cap will be lost.
(4) Transfer.
Inter-institutional/Unclassified to Unclassified
If an eligible unclassified employee transfers to another unclassified
position within the Department and remains eligible for vacation
accrual, the employee shall transfer all accrued vacation leave to
the new position. However, if there is a break in service of more
than 30 days, all accrued vacation pay will be paid off by the sending
institution and the employee will be considered a new hire in the
new position. Moving from position to position within the same institution
shall not be considered a transfer or a break in service for purposes
of this rule.
(5) Classified
to Unclassified Appointment
If a classified employee of the Department receives an unclassified appointment
within the Department and is eligible for vacation leave, the employee may
bring up to 80 hours of accrued vacation leave; the receiving department
or institution may accept up to 250 hours maximum. The former classified
employee shall receive cash compensation from the sending department or institution
for any remaining accrued vacation leave. The former classified employee
may use accrued vacation without serving a 6-month wait period.
(6) Leave
The accrual of vacation leave is reduced on a pro rata basis for the period
of leave without pay, sabbatical leave and educational leave. Vacation
leave is accrued during other periods of paid leave.
(7) Payment
for Accrued Vacation Leave
Unclassified employees are not entitled to payment for unused vacation leave
except upon termination of employment or upon transfer within the Department
to another unclassified position not eligible for vacation benefits. Unclassified
employees who transfer to a classified position within State of Oregon employment
are subject to applicable OUS rules or collective bargaining agreements governing
payment for accrued vacation. The maximum number of hours that can be paid
upon termination or transfer is 180 hours.
(8) Scheduling
and Use of Vacation Leaves
Vacation leaves are scheduled with the approval of the employee’s supervisor
and should be planned cooperatively with the employee. Vacation leave should
be scheduled in such a manner as to minimize disruption to the organization.
Supervisors must be reasonable in allowing the use of vacation leave and
may not unreasonably deny vacation requests where the result would be the
forfeiture of accrued vacation. For purposes of calculation, one normal workday
is the equivalent of eight hours of vacation leave for a full-time employee.
(9) Record
keeping
Each institution is responsible for maintaining the individual records of
vacation accrual and use.
(10) Vacation
Donation
The transfer of vacation time, for use by another employee, classified or
unclassified, is not permitted.
(11) Vacation
Borrowing
Employees are not permitted to borrow against vacation that is not yet accrued.
(12) Interim
Provisions for Employees Moving from Management Service
to Unclassified Service
Vacation
leave for employees in management service on November 1, 1996,
shall be provided by the policies established in this section.
(a)
For those employees who were employed in management service at
the time of conversion of their positions to unclassified or
academic service on November 1, 1996, up to 176 hours of the
employees’ current vacation accrual balance shall be credited
to each employee’s active vacation account. Any hours in
excess of 176 hours will be maintained in a reserve vacation
account for the employee. Employees have 36 months, until November
1, 1999, to draw upon the reserve vacation account according
to the provisions in section (8) of this rule. An employee may
be paid for any or all of the hours in the employee’s reserve
vacation account at the institution’s discretion. On November
1, 1999, the institution will pay the employee for any remaining
balance in the employee’s reserve vacation account at the
employee’s rate of pay on that date.
(b)
Notwithstanding the provisions of subsection (12) (a) of this
rule, if an employee’s employment with the Department ends
prior to November 1, 1999, the employee may receive payment for
no more than 250 hours of accrued vacation time. Employees will
be paid at the rate of pay they are receiving on their last day
of employment with the Department.
(c)
Employees who were management service employees on November 1,
1996, and who retire from the Department by June 30, 1997, will
accrue vacation on a monthly pro-rata basis at the rate of 176
hours per year between November 1, 1996, and their retirement
date.
(d)
In the event of extraordinary circumstances, the Chancellor or
designee may approve exceptions to the policy established in
section (12) of this rule.
(e)
This section is repealed December 1, 1999.
