Loyola University Chicago

• Applicability
• Information
• Policy
• Purpose
• Responsibility

POLICY

It is the policy of Loyola University Chicago to provide a vacation allotment to staff employees according to the employee's job code or exempt/non-exempt status and length of continuous years of University service since the most recent date of regular employment. Part-time employees accrue vacation time on a pro-rated basis.

Annually, employees need time away from the workplace.  Loyola encourages staff to take time away from work to rest, relax and recharge.  In doing so, staff return to work refreshed and can continue to provide excellent service to University students, faculty, staff, visitors and guests.

APPLICABILITY

This policy applies to employees of Loyola University Chicago (LUC) who are regular status, full- and part-time staff (scheduled to work at least 20 hours), primarily working at the Lakeside campuses.  Staff employees who are paid monthly are not covered by this policy.  Work schedule and time off for monthly paid staff is determined with their department head.

All University employees primarily located at the Maywood campus (e.g. University – Health Sciences Division [SSOM & NSON] or Credit Union, etc.) are covered under the LUMC Vacation policy.

INFORMATION

A. Eligibility and Accrual

Paid vacation time is accrued bi-weekly according to the following schedule:

Full Time Staff (1.0 FTE):

If you are a 9, 10, or 11 month exempt staff member on the monthly payroll, you do not accrue paid vacation time. 

Part Time Staff:  (There is no classification of exempt, part-time employees. All employees with an FTE less than 1.00 are classified as non-exempt.)

Vacation time accruals are updated each pay period.

The maximum vacation accrual of vacation time for regular full-time employees is twice the annual vacation allotment, but not to exceed 40 days (eight weeks). For eligible regular part-time employees the maximum accrual of vacation time is also twice the annual vacation eligibility, but not to exceed 35 days.

B.  Scheduling of Vacation

Newly-hired employees begin accruing vacation time immediately, but are not eligible to use it until they have completed 6 months of employment.

Vacation time may be scheduled during any time throughout the year, based on the operational needs of the department. Requests for vacation time must be approved by the department supervisor.  In cases of conflicting simultaneous requests, choice of vacation is given to the employee with greater university service.

If a holiday falls within a full-time employee’s paid vacation time, the day will be paid as holiday pay.

C.  Pay in Lieu of Vacation

Employees are encouraged to take their vacation.  Therefore, pay in lieu of vacation is normally not granted.  An exception may be approved when an employee is requested to forego vacation to complete essential work.  Exceptions to policy require the approval of the Vice President of Human Resources.

D.  Change of Status, Company Transfers, Paid/Unpaid Leave of Absence or Termination of Employment

When employees change their status from full-time to part-time, they will receive a payout of all accrued vacation time to avoid reaching limits on maximum vacation accruals.

When employees decrease their scheduled work hours below 20 hours/week (benefits-eligible status) they will receive a payout of all accrued vacation time.

When an employee changes to Long Term Disability (LTD) status, they will receive a payout of all accrued vacation time.

Employees will not accrue vacation time while on a paid or unpaid leave of absence.

When employees transfer between corporations (LUC/LUMC) they will have an option of transferring their vacation balance to the new corporation (up to the maximum allowed for that corporation) or receiving a payout of some or all of their accrued vacation time.

Accrued vacation time will be paid to employees who terminate employment.  Vacation time cannot be used for the last day worked.

RESPONSIBILITY

Employee:  It is the responsibility of the employee to make all requests for vacation to the supervisor in a timely manner as set by department procedure.

Department:  Every supervisor is responsible for scheduling and documenting vacation time used by exempt and non-exempt employees and authorizing the Payroll Department’s payment of vacation time in accordance with this policy.

Human Resources:   Generally, employees primarily located at the Maywood Campus are administered by LUMC Human Resources Department.  LUC Human Resources has the responsibility for interpreting and administering the sick leave policy and the authority to make exceptions.  LUMC Human Resources will consult LUC Human Resources about any exception to this policy. 

(rev:08/08/2008)