Support Staff Policy & Procedure for Vacation Time

Support Staff Policies & Procedures

Support Staff Policy & Procedure for Vacation Time

Last updated 11/9/2023 (changes noted at bottom of page)

Policy

Applies to:

Regular University support staff working half-time or more
Temporary 1585 employees who are working at least half-time or more who complete the six-month eligibility period
Temporary CTU appointments extended beyond 180 days

The University grants eligible employees vacation with pay based on the employee's length of service.

Employees accrue vacation credits on a regular monthly schedule, beginning with the completion of six months of service. Vacation with pay may be granted up to the total vacation credits accrued.

Accrual schedule:

Employees begin earning vacation pay credits upon hire or rehire. The initial crediting of vacation pay begins after completion of six months of service and monthly thereafter, in accordance with the chart below.
Employees accrue vacation pay service credits at the rate shown below for each completed month of service. Service includes work time and leave of absence with pay time, but does not include:

leave of absence without pay,

regular Workers' Compensation, or

disciplinary suspension.

Part-time employees scheduled to work 26 hours per week but less than 36 shall be credited with 75% of the vacation accruals shown below for full-time employees.
Part-time employees scheduled to work 20 hours per week but less than 26 shall be credited with 50% of the vacation accruals shown below for full-time employees.
Part-time employees will be paid only for the hours scheduled to work but not worked because of the vacation.

Vacation Time Accruals

Union	Vacation Accrual at Completion of 6 Months	7^thThru 60^thVacation Service Month	Maximum Accrual for 7^thThru 60^th Month	61^st Thru 120^thVacation Service Month	Maximum Accrual for 61^stThru 120^thMonth	121^st + Vacation Service Month	Maximum Accrual for 121^st Month
APA	48	8 hrs per month	240	12 hrs per month	240	16 hrs per month	240
APSA*	48	8 hrs per month	240	12 hrs per month	240	16 hrs per month*	240
AP Conf*	48	8 hrs per month	240	12 hrs per month	240	16 hrs per month*	240
CTU	48	8 hrs per month	240	12 hrs per month	240	16 hrs per month	240
CTU Conf	48	8 hrs per month	120	12 hrs per month	180	16 hrs per month	240
1585	48	8 hrs per month	128	12 hrs per month	192	16 hrs per month	240
SSTU	48	8 hrs per month	120	12 hrs per month	180	16 hrs per month	240
324	48	8 hrs per month	120	12 hrs per month	180	16 hrs per month	240
274	48	8 hrs per month	240	12 hrs per month	240	16 hrs per month	240
Nurses #	48	8 hrs per month	128	12 hrs per month	192	16 hrs per month#	240
POAM	48	8 hrs per month	120	12 hrs per month	180	16 hrs per month	240
Ext Prog	48	8 hrs per month	120	12 hrs per month	180	16 hrs per month	240
Res Adv	48	8 hrs per month	120	12 hrs per month	180	16 hrs per month	240

# Level 74 or more: 90 hours initial credit upon completion of 6 months; 16 hours per month after completion of 6 months
* Level 12 or more after 6 months; this also applies to off-campus APSA-like employees

Usage requirements and approvals:

An employee may take vacation at any time during the year with permission of the supervisor and in accordance with departmental requirements.
Vacation may be taken and reported in full hour or tenth of an hour (6 minute) increments.

Amount of payment:

A maximum of eight hours pay may be made for each day of vacation.
Each hour paid to an employee shall be paid at the base rate of pay, and shall not include shift premium or other premium payment.

Coordination with other types of pay or benefits:

University-designated holidays falling within the employee's vacation will not be charged to accrued vacation.
While on vacation, an employee may not change usage for time taken for other forms of paid leave (VARIES: For CTU, see Collective Bargaining Agreement).
The employee will normally use all vacation before commencing a leave of absence without pay.
Vacation may be used to supplement Workers' Compensation up to a maximum of eight hours total pay for each day of absence.
Vacation may not be used to provide payment for absence due to disciplinary suspension.

Limitations - special maximum accrual:

Employees are expected and encouraged to take their annual vacation accrual each year. With supervisory approval, an employee may continue to accrue vacation up to the Special Maximum Accrual shown under the Accrual Schedule section in the above table.
Further accrual beyond this Special Maximum Accrual is not possible and the employee will receive no further vacation credit for months of service completed until the employee reduces vacation credits.

Other provisions: An employee will receive payment for unused vacation when terminating.

Procedure

Employee: Notifies supervisor of number of hours of vacation time used. It is up to the discretion of the department administrator on how he/she wishes to authorize his/her employees.

Supervisor: Approve and record absence in the EBS portal or through unit-level reporting procedures.

Refer questions to: MSU Human Resources (telephone 517-353-4434, e-mail).

Last updated - 6/4/2013 - changes made to vacation maximum for 274 and EXPA employees from 225 to 240 hours.

Last updated - 02/18/2016 - Maximum accruals at all levels for APA, AP Conf, and 274 should be 240 effective 10/14/15 (instead of 120 – 180 – 240).

Last updated - 12/05/2019 - Maximum accruals at all levels for APSA should be 240 effective 10/17/19 (instead of 120 - 180 - 240).

Last updated - 11/9/2023 - Maximum accruals at all levels for CT should be 240 effective 04/23/2023 (instead of 120 - 180 - 240). Clarified NURS level 74 or more initial vacation credit.

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