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Vacation Leave

An accrued benefit which provides time off with pay with management approval.

Eligibility:

All employees are eligible for vacation except those whose vacation accrual = 3 on the CSU Salary Schedule. (Note: Per the 1874 Impact Agreement with bargaining unit R04, a select group of Student Service Professional employees are allowed to accrue vacation at 16 hours per month, as long as they are in the appropriate classification. Part-time employees will receive a pro-rated amount.)

Accrual Eligibility:

Vacation is accrued following completion of a qualifying month-of-service. A qualifying month-of-service consists of 11 days or more of pay in a pay period for full-time and part-time employees. For intermittent employees, a qualifying month-of-service consists of 160 hours.

Accrual Rate/Amount:

Some employee groups accrue vacation at a rate based on total State Service. Others accrue vacation at a flat rate regardless of State Service. The amount of accrual is based on the employee's time base, i.e., full-time = full rate; part-time = pro-rated rate; intermittent = full-time rate after a month of qualifying service.

Usage:

1. To be eligible to use vacation, an employee must be in active status (not on leave or 10/12 or 11/12 month off).
2. Accruals earned after 11 days of pay cannot be used until the first day of the following pay period.
3. Vacation may be used in increments of hours and minutes.

Vacation Maximums:

1. All employees eligible to earn vacation (represented and un-represented) may accumulate unused vacation hours provided that, on December 31 the limit is not exceeded. The vacation accumulation limits are:
   
   

   Vacation Maximums
   Group	Length of Service	Vacation Maximum
   R01, R02 & R05 thru R09	10 years or less More than 10 years	272 hours 384 hours
   R03, R04	10 years or less More than 10 years	320 hours 440 hours
   Confidential	Regardless of service	384 hours
   Management	10 years or less More than 10 years	384 hours 440 hours
   President	Regardless of service	480 hours
   Other Non-Represented	Contact Payroll Office

   
   
2. After one full year of employment R03 employees who accrue vacation must use 40 hours of vacation during the calendar year or lose that part of 40 that is unused. For part-time employees, the amount to be used is based on a pro rata basis.
3. Under certain conditions, as specified in the bargaining unit contracts, employees may be allowed to carry over more vacation than their maximums, if authorized by the supervisor and the appropriate Vice President.

Separations, Transfers and Temporary Reassignments:

1. Upon separation from State Service some represented employees are entitled to a lump-sum payout. Employees who move to an academic-year position or to a position in which vacation credits are neither accrued nor used are entitled to receive a lump-sum payment for the balance at the time of the appointment to the other position. Employees leaving CSU to another State agency in which vacation credits are accrued and used differently are entitled to receive lump-sum payment for the balance at the time of separation.
   1. If the separation is with fault (AWOL or Disciplinary), or the employee has moved to a class not eligible for vacation, the amount of lump-sum vacation cannot exceed the available balance.
   2. If the separation is without fault, the lump-sum vacation amount is computed by projecting the accumulated time on a calendar basis so that the lump-sum amount will equal the amount which the employee would have been paid had the employee taken the time off but not separated.
2. Employees who are separated to move to another campus or non-CSU position within State Service may be allowed to carry over a mutually agreed upon vacation balance. (Note: "Mutually agreed" implies agreement between the employee and the new employer).

Return to State Service Following a Separation:

Under certain circumstances, separated employees who return to State Service may be either required (or have the option) to pay back all or a portion of a lump-sum vacation payment.

Forms Used:

• CMS 634 - Absence and Additional Time Worked Report
• Intermittent Time Sheet
• Request for Vacation carryover Exemption

Attendance Recording:

Enter the number of hours and minutes taken for time reporter code "VA" on Absence and Additional Time Worked Report - Form 634.

Information presented is for educational purposes only. The most current labor contracts, State Administrative Manual or other sources contain the updated official rules, regulations and policies.

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