Eligible employees are entitled to vacation and should be allowed to take it when requested as long as the timing does not unduly disrupt the department’s function. However, an employee must have six months of continuous state service in either the present position or a previous state position, including a student employee position, before he/she can take vacation. Supervisors may require employees to use their accrued FLSA compensatory time, if any, before using vacation. System Policy 31.03.01. Leave requests are made through the Leave Traq system which is accessed through Single Sign-On.
Accrual & Maximum carry-forward
The amount of accrued vacation employees may carry over to a new fiscal year is limited based on years of service. No exceptions to these carryover limits are allowed. Eligible part-time employees earn and carry over amounts proportional to percent effort. The information below is for eligible full-time employees:
|Total State Service||Vacation Earned each Month||Max. Carryover to Next Fiscal Year|
|Less than 2 years||8 hours||180 hours|
|2 – 4 years||9 hours||244 hours|
|5 – 9 years||10 hours||268 hours|
|10 – 14 years||11 hours||292 hours|
|15 – 19 years||13 hours||340 hours|
|20 – 24 years||15 hours||388 hours|
|25 – 29 years||17 hours||436 hours|
|30 – 34 years||19 hours||484 hours|
|35 or more years||21 hours||532 hours|
- Employee must submit leave documents in advance for planned vacation leave.
- All leave documents must be submitted by employee through the Leave Traq System.
- Employee must ensure their leave has been approved prior to the date of their expected leave date. The employee can ensure his/her leave document has been approved by logging into the Leave Traq System to review the routing of the leave document.
- If the document has been rejected then the employee can make changes or cancel the leave request if they are not approved to take the leave.
- If the manager chooses to reject the document because it would impose a hardship on the department to allow the employee to take off, then the employee can change the dates on the rejected document or cancel the leave.
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