Overview

Eligible employees are granted vacation at time of hire and is prorated for the year based on start date (see below). For Faculty, Academic Staff and Limited Appointees vacation is then granted at the start of the fiscal year (July 1) and for University Staff employees at the start of the calendar year (January 1).

Once vacation is granted, it may be used before it’s earned for that annual period. Vacation may be used from the first day of employment and like all other paid leave, must be approved by your supervisor.

If vacation is not used within the year it is earned, it may be carried over into the following year. If vacation is not used by the end of the carryover period, it will be lost.

In the resource section below UW System Administrative Policy 1210 (formerly BN 1): Vacation, Paid Leave Banks, and Vacation Cash Payouts can be accessed which outlines additional details on vacation hours.

Note that interim policies were approved that extended the deadline to use vacation hours for hours granted in fiscal year 2020 and calendar year 2020.

  • Faculty, Academic Staff and Limited appointees have until October 9, 2021 to use vacation hours granted for fiscal year 2019 (July 1, 2018 – June 30, 2019). Vacation hours granted for fiscal year 2020 (July 1, 2019 – June 30, 2020) must also be used by October 9, 2021 or they will be lost.
  • University Staff employees have until December 31, 2021 to use vacation hours granted for calendar year 2019 (January 1 – December 31, 2019). Vacation hours granted for calendar year 2020 (January 1 – December 31, 2020) must also be used by December 31, 2021.

The interim policies that outline the extensions can be accessed in the resources section below.

Faculty, Academic Staff and Limited Appointees

Granted 176 hours (22 days) of vacation per fiscal year; prorated if part-time. The fiscal year is July 1 – June 30.

University Staff Employees (does not include crafts workers)

Vacation is granted at the start of the calendar year (January 1) for University Staff.

Accrual is based on years of continuous service and your Fair Labor Standards Act (FLSA) status. Refer to your appointment letter to determine your FLSA status.

Vacation hours are prorated if part-time.

Vacation Hours Granted Each Year

(on January 1)

Years of Service

FLSA Non-Exempt

FLSA Exempt and
Nonexempt Supervisors

During First 5

104

120

5+ to 10

144

160

l0+ to 15

160

176

15+ to 20

184

200

20+ to 25

200

216

25 & Over

216

216

 Crafts workers

University Staff employees who are crafts workers are granted vacation hours differently. Crafts workers will be provided vacation in accordance with provisions in UW System Administrative Policy 1210 (formerly BN 1): Vacation, Paid Leave Banks, and Vacation Cash Payouts, except as indicated in UW System Administrative Policy 1238 (formerly GEN 21) Crafts Workers.

Leave Banking

Once certain eligibility requirements are met, employees have the opportunity to bank (save) unused vacation for use at a later date. Note: Crafts workers are not eligible to bank unused vacation.

Banked vacation:

  • Accumulates from year to year without limit and does not expire
  • Can be used like any other paid leave (must be approved by your supervisor)
  • May be able to receive a portion of eligible banking amount as a cash payout (University Staff only)

Eligible Faculty, Academic Staff and Limited Appointees option to bank vacation hours is offered in July. Review the Banked Leave Conversion tip sheet for instructions on how to bank your leave.

Eligible University Staff employees option to bank vacation and/or receive a vacation cash payout is offered in December of each year. Review the Banked Leave Conversion tip sheet for instructions on how to bank your leave.

Resources


Every effort has been made to ensure this information is current and correct. Information on this page does not guarantee enrollment, benefits and/or the ability to make changes to your benefits.

Updated: 06/22/2021