Lake Superior State University
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Section: Employee/Labor Relations Section Number: 4.3.10
Subject: Fringe Benefits: Vacation (Non-Union Staff) Date of Present Issue: 09/13/02
  Date of Previous Issues:
01/79, 11/81, 03/87, 06/89, 08/97
  1. Eligibility for Vacation

    Vacation time begins to accumulate with the date of employment, but no employee shall be eligible for paid vacation time, or receive pay in lieu of vacation time before it accrues and before the following period of employment has been completed:

    
    EXEMPT
    
    Executive
    Academic 12 month
    Administrative Professional Staff	   two (2) weeks
    
    Non-Exempt Employee		           six (6) months
    
      

  2. Vacation Accrual Rates for Administrative/Professional Employees (effective pay period beginning May 28, 1989):
    1. For those employees hired prior to May 28, 1989,
    the following schedule applies:
    
    EXEMPT
    
    Executive/Professional/Classified Levels 7-10
    
      7.4 hours per pay = 24 days per year
    
    Administrative/non-Classified/Classified Levels 0-6
    
      1st through 5th year . . . 6.5 hours per pay = 21 days per year
      6th and subsequent years . 7.4 hours per pay = 24 days per year
    		
    NON-EXEMPT
    
      1st year . . . . . . . . . 3.7 hours per pay = 12 days per year
      2nd through 5th year . . . 5.6 hours per pay = 18 days per year
      6th through 14th year. . . 6.5 hours per pay = 21 days per year
      15th and subsequent years. 7.4 hours per pay = 24 days per year
    
    *Bargaining Unit members accrue vacation according to the schedule
    listed in their contract.
    
    2. For Employees hired on or after May 28, 1989,
    the following schedule applies:
    
    EXEMPT Classifications on 12-month appointments
    
      1st through 5th year . . . 6.5 hours per pay = 21 days per year
      6th and subsequent years . 7.4 hours per pay = 24 days per year
    
    NON-EXEMPT Classifications on 12-month appointments
    
      1st year . . . . . . . . . 3.7 hours per pay = 12 days per year
      2nd through 7th year . . . 4.6 hours per pay = 15 days per year
      8th through 14th year. . . 5.6 hours per pay = 18 days per year
      15th and subsequent years. 7.4 hours per pay = 24 days per year
      

    Special Appointments

    Vacation time shall accrue to all classifications of employees in established positions (not temporary) on a bi-weekly basis (see conversion table). Employees with 9-10 month appointments who are expected to work term breaks will accrue vacation for the period of their appointment or time they are on payroll. Employees on special appointments who work less than 8 hours in a day, or 40 hours in a week, will accrue vacation time proportionately to the actual hours scheduled to work (for example, an employee scheduled to work 7 hours a day, will accrue 7/8 of the bi-weekly accrual rate; an employee scheduled to work 36 hours in a week will accrue 9/10 of the bi-weekly accrual rate).

    Regular Part-Time Employees

    Regular part-time employees (working less than 40 hours a week) will accumulate vacation time in proportion to hours normally scheduled each pay period. (For example, if scheduled to work 40 hours in a pay period, the computation would be as follows:

      40
      80 X accrual rate per pay period).

    NOTE: Unused vacation time shall not be accumulated beyond thirty-six (36) days or two hundred eighty-eight (288) hours, for all classifications of employees.

  3. Pay in Lieu of Vacation

    An employee (excluding contractual coaching staff hired effective July 1, 2002 or later) will receive pay in lieu of paid vacation time only as terminal pay under the following circumstances:

    1. Retirement
    2. Termination of employment
    3. Death, in which case the beneficiary will be paid.

  4. Pay for Accrued Vacation Time
    1. Pay for vacation time shall be at the employee's hourly rate at the time vacation is taken times the number of hours of accrued paid vacation time scheduled and used (not to exceed 8 hours in a day or 40 hours in a week) and shall be paid to the employee on the regular pay day. Employees scheduled to work less than 8 hours in a day or 40 hours in a week, may only schedule vacation time for the hours they are scheduled to work.
    2. Pay in lieu of vacation time shall be at the employee's hourly rate at the time of employment termination, times the number of hours of accrued vacation time, up to a maximum of thirty-six (36) days or two hundred eighty-eight (288) hours.

  5. Vacation in Lieu of Sick Days

    At the request of an employee, an absence covered by sick leave may be charged against accrued vacation time after all payments under sick leave may have been exhausted.

  6. Holidays during Vacation

    If a day observed by the University as a holiday occurs during an employee's vacation, the employee shall, if otherwise eligible for it, receive holiday pay and that day will not be charged against accrued vacation time.

  7. Scheduling of Vacations

    It is expected that employees will take at least ten (10) days of vacation a year. Vacation time shall be scheduled at the convenience of the department or office in which the employee works. It shall, however, be the responsibility of the University to endeavor to grant the employee an opportunity for full vacation time each fiscal year. Where practical, departments may request employees to schedule their vacations by April 1, for the remainder of the year. In the case of conflict, the employee with the greater seniority shall have first consideration. In case of closedown of operations (i.e. Christmas break), the University may require employees to schedule vacations during that time.

    Employees who are on special appointments (see Page 2 - less than full-time or less than 12 months) who accrue vacation, may only schedule and use vacation time during the hours they are scheduled to work, or during the period of their appointment while they are on payroll.

  8. Documentation

    All absences for vacation time must be requested by the employee and approved by the department head on an "Approved Absence" form (LSSU 231A-188) three (3) days in advance of the requested vacation. (See procedure on documentation 4.1.3). Department heads may, at their discretion, approve absences for vacation, under unusual circumstances, without the three-day advance notice.

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