Vacation
Vacation Policy for Project Employees
SDSU Research Foundation provides paid vacation to eligible employees for rest and relaxation away from work.
Eligibility
Employees eligible for paid vacation include Regular-Salaried employees and most Temporary Hourly Non-Exempt employees who work half time or more. Those employees not eligible for paid vacation benefits include employees in the classifications of Casual, Student, Academic Year and "Additional Employment" (employee classes TC, TS, RA, TA, SE, OL and OO). Those employees not eligible for paid vacation may receive time off without pay with the approval of their supervisor.
Vacation Rates and Limits of Accruals
Vacation benefits for eligible employees are awarded at various rates depending upon length of service as follows:
Vacation Accrual Rate
| Years of Service | Regular Salaried | Hourly |
|---|---|---|
| Less than 3 years (first 36 months) | 3.33 hours per pay period (10 days per year) | .0384 hours per hour worked |
| 3 years but less than 6 years (37-72 months) | 5 hours per pay period (15 days per year) | .0577 hours per hour worked |
| 6 years but less than 15 years (73-180 months) | 6.67 hours per pay period (20 days per year) | .0768 hours per hour worked |
| Over 15 years(181 months +) | 8 hours per pay period (24 days per year) | .0923 hours per hour worked |
*If a Regular Salaried employee is employed on less than a full-time (100% FTE) basis, the applicable vacation accrual rate will be prorated based on actual percent of effort.
Carryover of Accrued Vacation Benefits for Project Employees
Eligible Project employees are permitted to carry over accrued vacation benefits from one year to another to the maximum limit allowed for their category as described in the following chart. Eligible employees do not continue to earn vacation when they reach the capped limit. For employees who reach the capped limit, once vacation is taken, vacation hours will accrue again and will continue to accrue until the cap is again reached.
| Years of Service | Limits |
|---|---|
| Less than 6 years | 160 hours |
| Over 6 years of service | 280 hours |
| Less than 10 years (Management Employees) | 280 hours |
| Over 10 years (Management Employees) | 280 hours |
Due to the nature of funded programs, Project employees will be allowed to continue to accrue vacation as if they had no break in service, as long as each break in service lasts no longer than one year. This policy treats a transfer to an ineligible employee class the same as a break in service.
Distribution of Vacation Benefits
Eligible employees accrue and can use vacation on the first day they are hired into an employee class that offers vacation. Employees may not elect to use vacation in advance of accruing it within his/her current assignment, even with supervisory approval. Unused vacation will be paid off:
- if an eligible employee terminates employment
- is transferred to an ineligible employee class or
- or has a break in service as those caused by funding delays
Scheduling and Recording Time Off
Accrued vacation as well as any accrued holiday time is taken at the mutual convenience of the employee and the Department, Project or Foundation, except when it is necessary for a supervisor to require vacation or holiday time be taken at a specific time for scheduling or budgetary reasons. All vacation and accrued holiday time must be requested in advance by the employee, (at least 24 hours) and approved by the supervisor. Employees may use vacation in half-hour increments but not less. Any employee who uses vacation or holiday time without approval by his/her supervisor is subject to discipline up to and including termination of employment.
Transfers from the University
Employees earning vacation whose position moves from the University to SDSU Research Foundation, without a break in service, will earn vacation at the same rate at the Foundation as would have been accrued at the University, although SDSU Research Foundation's caps for similar service would apply. Unfortunately, vacation hours from the University cannot be transferred to the Foundation. Employees moving from the University to a different job at the Foundation will earn vacation at the same rate as a new employee.
Policy Exceptions
Employees, Project Directors or Supervisors may request exceptions by writing to the Director of Human Resources. Exceptions may include a vacation pay-off midyear, at the end of a funding cycle, or at the time that an employee is transferred to or hired by a different department. No exceptions can be made in the capped amount or in the amount of vacation an employee is eligible to accrue.