303 Vacation
Employees are encouraged to take their earned vacation days each year for purposes of rest and relaxation. Unless exceptional circumstances so justify, employees will not receive pay in lieu of vacation.
303.1 Eligibility
Regular employees scheduled for 20 or more hours each week earn vacation days and are eligible for vacation at their normal rates of pay after completing six months of continuous service. Part-time employees earn prorated vacation days based on a standard workweek of 37.5 hours.
Part-year employees will earn vacation at the rate of two days per month of scheduled work. In the first and final months of employment, 10-19 days of work earn vacation credit of one day; 20 or more days of work earn vacation credit of two days. Earned vacation may be taken at any time within the employment year provided the supervisor's approval has been secured.
303.2 Vacation Allowance
Vacation is earned at the rate of two working days per month up to a limit of 22 working days per fiscal year. Exceptions may occur in the first and final months of employment: 10-19 days of work earn vacation credit of one day; 20 or more days of work earn vacation credit of two days.
For continuing employees, the accrual period is the fiscal year beginning on July 1 and ending on June 30. For new employees, the accrual period begins on the first day of work. For terminating employees, the accrual period ends on the last day of work.
Xref: OPM 415
303.3 Carryover of Unused Vacation Days
At the close of each fiscal year, any unused vacation days from previous years may be carried into the following year, at the same rate at which they were earned, (see Section 303.1), the total not to exceed 44 days. If an employee has completed ten or more years of total service, he/she may carry over an additional five unused days per year, to an additional maximum of 20 days.
A transfer from one department to another will not affect an employee's unused, accumulated vacation days.
Xref: OPM 415, 303.4
303.4 Bonus Vacation for Long-Term Employees
Staff employees, upon completing 15 or more years of employment in positions designated as regular (i.e., excluding temporary and casual employment) will be entitled to bonus vacation days. These extra days will be granted only once during each five -year period following 15 years of regular employment.
| Years of Total Service Completed | One-time Bonus Vacation Days |
|---|---|
| 15 | 5 |
| 20 | 10 |
| 25 | 20 |
| 30 | 25 |
| 35 | 30 |
| 40 | 35 |
| 45 | 40 |
| 50 | 45 |
For purposes of determining the eligibility date of a managerial and professional employee for long-term bonus vacation entitlement, all time worked in a regular position of 20 or more hours a week at the University is included as part of total University service.
Note: Total service credit includes all periods of regular employment (i.e., 20 or more hours per week) at Yale before, and including, any period of layoff of 18 months or less, or any break for any reason other than discharge for cause of three months or less.
Employees will become eligible for these extra days on the day they complete the required cumulative years of service in regular employment. The days will be credited when they have completed at least one year of service from their most recent date of hire in regular employment of 20 or more hours per week. Questions regarding an employee's years of service should be referred by the employee's departmental administrator to the Records Section of the Department of Human Resources. Library employees should consult with Library Personnel Services.
Regular part-time staff who are scheduled to work 20 hours or more each week are entitled to the same number of bonus days as full-time staff, prorated to 37.5 hours.
For those who have worked as both a full-time regular employee and a part-time regular employee, bonus vacation entitlement is determined by employment status at the date of eligibility. Each day of supplementary vacation entitlement will equal the employee's average work day on the date of eligibility.
Bonus vacation days should be used within the five-year period for which they are granted. If not, the unused days may be applied to the following (fiscal) year's accrual, provided the total accrual does not exceed the permitted levels described in Section 303.3.
Xref: PPP 102; OPM 415
303.5 Scheduling of Vacation Days
Employees should request vacation days as far in advance as possible. Insofar as practicable, vacation days will be scheduled to suit the needs of the employee provided the needs of the department are also met.
Unless authorized by a supervisor, a new employee may not take vacation days during the first six months of employment.
303.6 Terminal Vacation Pay
Terminal vacation pay for accumulated vacation days will be paid to:
- employees with at least six months of continuous service who resign or who are terminated for cause.
- employees whose positions are terminated by the University regardless of length of service.
- retiring employees.
- the estate of any employee who dies while on active service.
Employees who resign or who are terminated for cause prior to completing six months of continuous service are not eligible for terminal vacation pay.
Employees who give at least two weeks' notice of resignation will normally receive a pay check for terminal vacation pay on the next payroll cycle following termination.
Xref: PPP 302, 304
303.7 Record of Earned Vacation
Each department or administrative unit is responsible for keeping a full and up-to-date record of all vacation days accrued and used by each employee. The individual designated to maintain these records shall review the document at least once before the end of each fiscal year and have the employee initial that the attendance record is correct.
Xref: OPM 415
