Please note: This communication was distribued on May 26, 2021.
Prior to COVID-19, policy-covered employees who reached their maximum vacation accrual could request an extension of up to four months to bring their vacation accruals below the maximum. Due to COVID-19, UCOP made a temporary allowance for policy-covered staff employees to exceed the maximum vacation leave accrual through June 30, 2021.
On Thursday, May 20, 2021, President Drake approved the request to extend the approval to allow policy-covered staff employees to bring employee’s vacation accrual below the maximum from June 30, 2021 to September 30, 2021. The temporary policy change does not apply to represented employees.
Please inform all policy-covered staff employees who are at their maximum or will exceed their maximum of the new September 30, 2021 deadline.
Frequently Asked Questions
- Will employees who have exceeded their maximum vacation accrual on September 30, 2021 lose their accruals that are over the maximum on October 1, 2021?
- No. Employees who have reached the maximum or have gone over the maximum allowed by policy will not lose their accruals. However, those employees will not accrue additional accruals until their balances are below the maximum allowed by policy.
- Will employees who earned vacation over the maximum in September 2021 receive those accruals on October 1, 2021?
- Eligible employees will continue to accrue vacation leave over the maximum allowed by policy through September 30, 2021. On October 1, 2021, anyone over the maximum allowed by policy will not accrue additional accruals until their balances are below the maximum.
- Will employees be able to donate vacation time to the Catastrophic Leave Donation Program?
- Policy-covered staff employees may voluntarily donate a portion of their accrued vacation leave to be used by other University employees (who have exhausted all of their own accrued paid leave benefits) to address catastrophic circumstances.
- If an employee retires in September 2021 and they have accrued vacation hours above their maximum vacation accrual, are they eligible to be paid their full balances including the hours above their maximum?
- An employee will be paid for any unused vacation leave accrued through their last day on pay status upon:
- Separation of employment from the University (resignation, termination, retirement, indefinite layoff or medical separation)
- Transfer, promotion or demotion to a University position that does not accrue vacation leave
- Payment of accrued vacation leave upon transfer, promotion or demotion to a position that does not accrue vacation leave will be based at the employee’s rate of pay in effect at the time of the transfer, promotion or demotion.
- An employee will be paid for any unused vacation leave accrued through their last day on pay status upon:
- What will happen to an employee’s vacation accruals if they have not reached the maximum allowed by policy in September, but on October 1, 2021 they exceed the maximum allowed by policy?
- Policy-covered staff employees who exceed the maximum vacation accruals allowed by policy after October 1, 2021 will follow regular policy requirements and procedures.
- UC PPSM 2.210 – https://policy.ucop.edu/doc/4010406/PPSM-2.210
- Local Procedure 2.210 – https://hr.ucr.edu/document/policy-procedureppsm2210local-max-vac-accrual
- Request Form – https://hr.ucr.edu/document/policy-procedureppsm2210local-maxvacaccrualform
- Job Aid – https://hr.ucr.edu/document/policy-procedureppsm2210localrequestexceedmaxvacaccrualjobaidee
- Policy-covered staff employees who exceed the maximum vacation accruals allowed by policy after October 1, 2021 will follow regular policy requirements and procedures.
- Where can an employee find their maximum vacation accrual?
- An employee can find their maximum vacation accrual by logging into their UCPath Online account at ucpath.universityofcalifornia.edu, then select Employee Actions > Leave Balances. The employee’s maximum vacation accrual will be displayed at the bottom of the chart.
For example:
- An employee can find their maximum vacation accrual by logging into their UCPath Online account at ucpath.universityofcalifornia.edu, then select Employee Actions > Leave Balances. The employee’s maximum vacation accrual will be displayed at the bottom of the chart.
