UCSB Local Personnel Policies for Staff Members

Transcription

1 Policy Absence from Work A. References University of California Policy Absence from Work, Absence from Work, Section III.B.5 and Section V. Procedures B. University of California Policy Absence from Work, Section III.B.5 1. Maximum Vacation Leave Accrual Limit a. Vacation may be accrued up to a maximum of two times an employee s annual accrual whether an employee holds a full-time or part-time appointment. For example, an employee who has 20 or more years of qualifying service and accrues 24 vacation days on an annual basis may accrue up to a maximum of 48 days of vacation leave. b. Once an employee reaches the maximum accrual, no additional vacation leave may be accrued until the employee s vacation leave balance falls below the maximum. c. If an employee cannot schedule vacation within 60 working days of reaching the maximum accrual limit due to operational considerations, the University will provide the employee an additional four months within which to take vacation leave in order to bring the employee s accrual below the maximum. The employee continues to accrue vacation leave during these additional four months. C. Procedures for Maximum Vacation Leave Accrual Limit 1. Justification for considering up to an additional four months to take vacation leave a. Approval of up to an additional four months to take vacation leave must be based on the operational considerations of the department /unit that limit the ability of the employee to schedule and take vacation leave. Examples of these operational considerations include, but are not limited to: i. Position vacancies within a Unit requiring additional coverage ii. iii. iv. Multiple employee leaves during the same period of time Extended staff absences due to illness or injury Temporary or unexpected reductions in Unit staffing levels v. Critical time-sensitive operational projects or events that prevent employees in a Unit from taking vacation leave b. Supervisors must determine whether these operational considerations rise to the level of exceptional circumstances that justify offering an employee up to an additional four months to take vacation leave and bring that employee s accumulated vacation leave below the policy maximum. Qualifying exceptional circumstances should be rare. February 2013 Page 1

2 i. Typical day-to-day work considerations that exist within a department do not constitute exceptional circumstances. 2. Request for approval of up to an additional four months to take vacation leave a. If the Supervisor determines exceptional circumstances justify supporting the request for up to an additional four months to take vacation leave, the Supervisor shall document them by completing the Request for Extension of Time to Take Vacation Leave. b. The Supervisor will forward the Request for Extension of Time to Take Vacation Leave with his or her signature approval to the Department Head for the second level of review. c. Department Heads will review requests based on a number of factors, including department operating and staffing requirements during the requested period, and for consistency in treating similar requests at the location. i. If the request for up to an additional four months to take vacation leave is not approved, the reason shall be documented and the supervisor will immediately work with the employee to identify vacation leave dates that will meet the needs of both the employee and the department to the greatest extent possible. ii. If the Department Head approves the request, s/he may forward the request to the Control Point, if this level of review is required by the divisional Vice Chancellor, for final approval. d. The Control Point shall approve or deny the request, if this level of review is required by the divisional Vice Chancellor, and complete and return the signed form to the Department Head. Control Points may retain a copy of the record for up to but no longer than as designated for the original record in the UC Records Retention Schedule. e. The final approver shall ensure that the appropriate next higher level of authority to the manager/supervisor of the employee requesting the additional four-month vacation is adhered to for these requests. f. The Department Head shall return the completed Request for Extension of Time to Take Vacation Leave to the Supervisor to obtain the employee s signature, and to file the request and documentation in the employee s personnel file. The record shall be maintained in accordance with UC Records Retention Schedules. D. Responsibility 1. It is the Supervisor s responsibility to document the exceptional circumstances supporting the request for up to an additional four months to take vacation leave. 2. It is the Department Head s responsibility to consult with Human Resources if s/he needs assistance in determining whether an employee s situation represents exceptional circumstances. 3. It is the Department Head s responsibility to review requests for consistency in treatment and conformance to policy. 4. It is the Department Head s responsibility to ensure the department maintains documentation supporting approvals for requests for up to an additional four months to take vacation leave. February 2013 Page 2

3 5. It is the Supervisor/Department Head s responsibility to be cognizant of the vacation accrual balances for his/her direct reports and to work with employees within 60 working days of reaching the maximum vacation accrual limit to avoid a situation where the employee will lose the benefit of additional vacation leave accrual. The Supervisor will discuss with the employee a proposed vacation schedule that will allow the employee to reduce the vacation leave balance below the maximum vacation accrual limit. 6. It is the responsibility of Human Resources to administer the local procedures to ensure compliance with systemwide Policy Absence from Work. Applicability: All Staff Members February 2013 Page 3

4 Request for Extension of Time to Take Vacation Leave Employee Information Employee Name Employee ID Employee Payroll Title Description and Title Code Home Department Supervisor Name and Title Department Head Name and Title Vacation Leave Accrual Information Maximum Accrual Limit Vacation Leave balance (as of ) Vacation Leave to be taken between and Additional Vacation Accrual between and Vacation Leave balance at the conclusion of the additional four month period Justification For Considering Up To An Additional Four Months To Take Vacation Leave Describe the departmental operational considerations that constitute exceptional circumstances (to be completed by Supervisor) Management Approval Supervisor Signature: Department Head Approval: Yes Department Head Signature: No If no, provide reason below. Control Point Approval: Yes No If no, provide reason below. Control Point Signature: Employee Signature/Acknowledgement Employee Signature: Note: Vacation may be accrued up to a maximum of two times an employee s annual accrual whether an employee holds a full-time or part-time appointment. Approval of up to an additional four months to take vacation leave must be based on the operational considerations of the department /unit that limit the ability of the employee to schedule and take vacation leave in accordance with Policy Absence from Work and UCSB Local Procedure for Policy for Maximum Vacation Leave Accrual Limit. February 2013 Page 4

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