Fully benefits-eligible employees (Appointed Personnel on fiscal-year appointments, University Staff, Classified Staff, and Postdoctoral Scholars) who are regularly scheduled to work 20 or more hours per week (.50 FTE) in a position that is six months or more in duration accrue vacation hours.

Employees with limited benefits do not accrue vacation hours.

Vacation Hours Accrual

Eligible employees accrue vacation hours on a biweekly basis, calculated according to their FTE. Because vacation hours are prorated by FTE, employees who reduce their FTE will see a corresponding decrease in the number of hours earned.

Employees do not earn vacation/annual hours during leaves without pay or during work breaks. 

University Staff

University Staff employees on fiscal-year schedules earn 6.77 hours per pay period (22 vacation days per year), prorated by FTE.

University Staff employees on academic-year schedules earn 6.77 hours of vacation time per pay period, but only during the months they are working.

Appointed Personnel

Appointed Personnel on fiscal-year appointments earn 6.77 hours per pay period (22 vacation days per year), prorated by FTE.

Faculty on academic-year appointments do not earn paid vacation hours. If you move from a fiscal-year to an academic-year appointment, you can use accrued vacation prior to the end of the fiscal appointment. Remaining hours are forfeited at the start of the academic-year contract.

Non-faculty Academic Professionals on an academic-year schedule earn 6.77 hours of vacation per pay period (prorated by FTE), but only during months they work.

Postdoctoral Scholars

Postdoctoral scholars employed on a fiscal-year schedule earn 3.08 hours/pay period (10 days) in their first year of appointment and 4.62 hours/pay period (15 days) in each subsequent year, prorated by FTE. Postdoctoral scholars employed on an academic-year schedule earn vacation time only during the months they are working.

How to Request and Use Vacation Hours

  1. Employees request approval from their supervisor to use vacation hours.
  2. Supervisors are responsible for approving and scheduling their employees' vacation hours, and for accommodating employee requests to the extent that the workload and department requirements permit.
  3. Supervisor approval of the employee's timesheet in UAccess Employee constitutes approval of vacation.


  • Vacation is not charged when official University holidays occur during a period of approved vacation.
  • The number of paid vacation hours available to an employee at any given time is the number carried forward from prior years plus the number earned during the current year. 

Vacation Carry Forward

Vacation-accruing employees

Employees may carry forward 320 vacation hours (prorated by FTE) from one calendar year to the next. Accruals in excess of this amount are forfeited at the end of the pay period that includes January 1. 

An employee's FTE during the pay period that includes January 1 will determine the number of vacation hours that may be carried over.

Postdoctoral Scholars

Postdoctoral scholars may carry forward 1½ times the maximum number of vacation hours earned in a given year from one calendar year to the next.

Length of Service Maximum Vacation Hours Carried Forward
  1.0 FTE* Other FTE*
Year 1 120 120 x FTE
Years 2+ of continuous service 180 180 x FTE

* Fiscal year employment

Vacation Payout When Employment Ends

Employees other than postdoctoral scholars who separate from University employment are paid for their accumulated vacation hours up to the amount they earn in one year. For employees at 1.0 FTE earning 6.77 hours per pay period, this is 176 hours. Postdoctoral scholars are not paid for their accrued vacation time when their employment ends.

The vacation payout is computed at the compensation rate and FTE in effect on the last day worked.

Do you need more assistance? 

Connect with HR Solutions
Phone: 520-621-3660