Vacation

Overview

Eligible employees are granted vacation at the time of hire and it is prorated for the year based on start date.

Once vacation is granted, it may be used before it’s earned for that annual period. Vacation may be used from the first day of employment and like all other paid leave, must be approved by your supervisor.

If vacation is not used within the year it is earned, it may be carried over into the following year. If vacation is not used by the end of the carryover period, it will be lost.

In the resource section below UW System Administrative Policy 1210 (formerly BN 1): Vacation, Paid Leave Banks, and Vacation Cash Payouts can be accessed which outlines additional details on vacation hours.

Faculty, Academic Staff, and Limited Appointees

Eligible faculty, academic staff, and limited appointees are granted vacation at time of hire and is prorated for the year based on start date. Vacation is then granted at the start of the fiscal year (July 1).

Vacation hours are prorated if part-time.

Employees in annual-basis appointments are granted 176 hours (22 days) of vacation per fiscal year.

University Staff

Eligible University Staff are granted vacation at time of hire and is prorated for the year based on start date. Vacation is then granted at the start of the calendar year (January 1).

Vacation hours are prorated if part-time.

Accrual is based on years of continuous service and your Fair Labor Standards Act (FLSA) status (exempt or nonexempt). Refer to your appointment letter to determine your FLSA status.

Crafts Workers

University Staff employees who are crafts workers are granted vacation hours differently. Crafts workers will be provided vacation in accordance with provisions in UW System Administrative Policy 1210 (formerly BN 1): Vacation, Paid Leave Banks, and Vacation Cash Payouts, except as indicated in UW System Administrative Policy 1238 (formerly GEN 21) Crafts Workers.

Leave Banking

Once certain eligibility requirements are met, employees have the opportunity to bank (save) unused vacation for use at a later date. Note: Crafts workers are not eligible to bank unused vacation.

Banked vacation:

• Accumulates from year to year without limit and does not expire
• Can be used like any other paid leave (must be approved by your supervisor)
• May be able to receive a portion of eligible banking amount as a cash payout (applies to University Staff employees)

Eligible Faculty, Academic Staff and Limited Appointees option to bank vacation hours is offered in July. Review the Banked Leave Conversion tip sheet for instructions on how to bank your leave.

Eligible University Staff employees option to bank vacation and/or receive a vacation cash payout is offered in December of each year. Review the Banked Leave Conversion tip sheet for instructions on how to bank your leave.

Resources

• UW System Administrative Policy 1210 (formerly BN 1): Vacation, Paid Leave Banks, and Vacation Cash Payouts
  • UW System Administrative Policy 1200-Interim 14: University Staff and Craft Worker Vacation, Paid Leave Banks, and Vacation Cash Payouts
• UW System Administrative Policy 1238 (formerly GEN 21): Crafts Workers