1. Overview

   This policy governs vacation leave for all administrative employees. This policy also governs winter closure time for all eligible "Fraternal Order of Police," police officers (FOP-blue) and "Fraternal Order of Police," police lieutenants (FOP-gold) and administrative employees. Local 1699 and local 3200 "Ohio Council 8 American Federation of State, County and Municipal Employees, AFL-CIO" should refer to their current contract for specifics of participation. 

2. Eligibility

   Administrative appointments with duration of nine, ten, eleven or twelve months are eligible for the paid vacation leave benefit. FOP - police officers (blue), FOP - lieutenants (gold), local 1699, and local 3200 "Ohio Council 8 American Federation of State, County and Municipal Employees, AFL-CIO" should refer to their current contract for specifics of participation. 

3. Administrative accrual 

   This section defines the total amount of vacation that an administrator is eligible to receive each year, along with how much time they will accrue during each pay period. The length of a vacation day is determined by multiplying eight hours by the employee’s FTE. Please refer to " Winter Break Closure " site for further explanations and clarifications.
   
   Paid vacation is not earned during an unpaid leave of absence without regular pay. Vacation time may be taken during the regular appointment period.
   
   Administrative appointments earn vacation days as follows:

   1. Twelve-month administrative appointments earn vacation time at the rate of one day per pay period for the first twenty-two pay periods in which they have worked any time, each fiscal year, up to a maximum of twenty-two days per fiscal year.
   2. Eleven-month administrative appointments earn vacation time at the rate of one day per pay period for the first twenty pay periods in which they have worked any time, each fiscal year, up to a maximum of twenty days per fiscal year.
   3. Ten-month administrative appointments earn vacation time at the rate of one day per pay period for the first eighteen pay periods in which they have worked any time, each fiscal year, up to a maximum of eighteen days per fiscal year. 
   4. Nine-month administrative appointments earn vacation time at the rate of one day per pay period for the first sixteen pay periods in which they have worked any time, each fiscal year, up to a maximum of sixteen days per fiscal year. 

   An administrative employee may accumulate a balance of up to fifty-four vacation days throughout a given fiscal year but must be reduced to a thirty-two day maximum by June thirtieth, prorated by the appointment length. Exceptions are explained in the next paragraph. 
   
   In the event that an employee has accumulated thirty-two or more vacation days, prorated by their appointment length, and cannot take vacation time immediately because of pressing departmental needs as identified by the department head, the department head shall specify, in writing, that all of the employee's unused vacation days (limited to fifty-four days) will be carried over and available for use in the next fiscal year. A copy of the written record will be given to the employee, the planning unit head, and the payroll office. 

4. Vacation usage and reporting

   University human resources shall maintain  online instructions  for usage and reporting of vacation time by all employees covered by this policy.

5. Payout of eligible vacation time

   1. Separation from Ohio university

      Upon separation from university service, including retirement, payment for eligible, earned, but unused vacation leave will be made in a lump sum to the employee at their current rate of pay provided the employee has completed the initial probationary period. Administrative appointments are eligible for a maximum payout of thirty-two (32) days. FOP - police officer (blue), FOP - lieutenants (gold), local 1699 and local 3200 "Ohio Council 8 American Federation of State, County and Municipal Employees, AFL-CIO" should refer to their current contract for specifics of participation. 

      In the event of the death of an employee eligible for vacation, any unused vacation leave will be paid in accordance with section 2113.04 of the Revised Code, or to the deceased employee's estate.

      No employee shall be continued on the payroll for the purpose of exhausting his or her vacation.

   2. University employment status change

      When an employee changes from classified status to administrative (or vice versa), there should be mutual agreement between the employee and the department head regarding disposition of any unused vacation. Any such agreement for disposition of unused vacation must be within the confines of the university policies cross-referenced below and state law regarding the accrual and use of vacation. University human resources must be notified in writing as to whether the balance will be carried over to the new record or lump sum payment will be made for any part or all of the unused balance at the time of change in status.

6. Winter break closure

   This paragraph of the policy is applicable to administrative and "Fraternal Order of Police," police lieutenants (FOP-Gold) employees, and "Fraternal Order of Police," police officers (FOP - Blue). Ohio university closes annually from December twenty-fifth through January first. Any work performed during this period of closure must be approved by the appropriate unit head or designee of the president. Employees that are in active pay status on the work day preceding winter break closure will receive pay for the closure days.

   Winter break closure includes three holidays and three days in which employees would be otherwise scheduled to work. The first and second business days are holidays (Christmas and president's day observed); the third, fourth, and fifth business days will be paid as winter closure time ("WCT") by the university. WCT neither accumulates, nor carries-over, nor is it eligible for any cash pay-out at time of separation, for any reason, from Ohio university. Employees may not report WCT on days that they would not be regularly scheduled. Use of WCT may not cause an employee to exceed forty hours of work in one week.

   Employees will be paid for the three days of winter closure time. 

   The sixth business day is holiday (New Year's day).

   For specific procedures and more detailed information regarding timekeeping and winter break closure, please refer to the " Guidelines for Vacation and Winter Closure Time for Administrative and Classified Employees ." When those guidelines are reviewed to consider updates, those listed as reviewers for this policy or for policy  41.125  will be consulted.

Reviewers

Proposed revisions of this policy should be reviewed by:

1. Director, Taxation and Payroll 
2. Controller
3. Administrative Senate
4. Faculty Senate
5. Deans

Forms, References, and History

1. Forms

   The following forms are specific to this policy:

   1. Statement of Prior State Service is available from University Human Resources, and online, linked from  https://www.ohio.edu/hr/resources/forms .
   2. Paid Time Off Forms for Administrators are available from University Human Resources, and online, linked from  https://www.ohio.edu/hr/resources/forms .

2. References

   The following items are relevant to this policy:

   1. Guidelines for Vacation and Winter Break Closure Time for Administrative Employees is available from University Human Resources, and online at  https://www.ohio.edu/hr/benefits/winter-break-closure .
   2. Winter Break Closure FAQ is available from University Human Resources, and online, linked from  https://www.ohio.edu/hr/benefits/winter-break-closure .
   3. The Ohio Revised Code is online, including §  2113.04
   4. Policy  40.025 , "Jury Duty and Court Leave"
   5. Policy  40.027 , "Personal Leave for Administrative Employees."
   6. Policy  40.029 , "Sick and Bereavement Leave for Faculty and Administrative Appointees."
   7. Policy  40.050 , "Payroll Time Reporting for Classified and Student Employees."
   8. Policy  40.106 , "Administrative Appointments."
   9. Policy  41.003 , "Partial Month's Salary for Salaried Administrative Appointments."
   10. Policy  41.010 , "Benefits for Administrative Presidential Appointees."
   11. Policy  41.012 , "Termination for Cause, Non-Renewal, Suspension, Demotion, or Dismissal of an Administrator."
   12. Policy  41.013 , "Termination: Non-Renewal Based on Discontinuance of Position of Administrators."
   13. Policy  41.014 , "Notification of Termination and Reinstatement of Presidential Appointees and Graduate Student Employees."
   14. Policy  41.125 , "Holidays for Administrative Presidential Appointees."
   15. Policy  41.128 , "Leaves of Absence for Presidential Appointees."

3. History

   Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site.
   

   Prior versions of this policy were approved on:

   1. June 12, 2024 (Interim policy approved for an additional 6 month extension in accordance with Policy 01.001)
   2. December 12, 2023 (approved for Interim use in accordance with Policy 01.001) 
   3. November 19, 2021
   4. June 9, 2021 (Interim Policy approved for an additional 6 month extension in accordance with Policy 01.001) 
   5. October 23, 2020 (Interim Policy approved for an additional 6 month extension in accordance with Policy 01.001)
   6. June 1, 2020 (approved for Interim use in accordance with with Policy 01.001)

   At the time it was first approved, in December, 2012, this combined policy was numbered 41.000; in November, 2014, it was re-numbered to 41.001, in conjunction with conformance to Senate Bill 3.

   Prior versions of the former Policy 41.000, "Vacation Leave for Classified Employees," which is now incorporated into this policy, were approved on:

   1. October 28, 2015
   2. December 3, 2012 (full review)
   3. August 6, 2008 (abbreviated review)
   4. February 27, 2005 (full review)
   5. July 1, 1992
   6. February 23, 1990
   7. March 1, 1981

   Prior versions of the former Policy 41.001, "Vacation for 12-Month Administrative Presidential Appointees," were approved on:

   1. May 20, 2008 (abbreviated review)
   2. April 18, 2007 (full review)
   3. April 15, 2000
   4. April 4, 1988
   5. December 8, 1980
   6. June 21, 1978
   7. April 15, 1974
   8. March 1, 1970
   9. October 1, 1969