Skip to Top NavigationSkip to Utility NavigationSkip to SearchSkip to Left NavigationSkip to Content
Mobile Menu

Vacation

General

This policy provides regular full-time staff employees with time off from their duties and responsibilities.  Salary continues during a vacation granted according to this policy.

To accommodate individual preferences and department scheduling needs, vacation time should be requested in writing and may be granted in advance by the Dean or administrative department head.

Vacation eligibility is allotted annually as set forth in this chapter.  Effective July 1st, the beginning of the University's fiscal year, eligible employees will receive a bank of vacation time to be used in that fiscal year.  There is no pay in lieu of vacation not taken, except in the case of a terminating employee who has not used his/her allotted vacation for that fiscal year.  However, new employees who leave the University prior to the end of their first completed year of employment will not be paid for any unused vacation.

Employees are encouraged to use their full allotment of vacation before the end of the fiscal year.  Vacation not taken will be forfeited on June 30th of the fiscal year.  Except under a very narrow set of circumstances and approved by the appropriate University Officer, there is no carry-over of unused vacation into a new fiscal year. 

Deans, directors, administrative department heads, managers and supervisors are charged with making reasonable vacation periods available for their staff.  In addition, management is expected to ensure employees utilize their vacation time without exceeding their fiscal year vacation allotments.

Employees in academic year positions are allotted pro-rated vacation based on their work schedule.  All vacation must be taken during the time the employee is scheduled to work. 

The University reserves the right to change the Vacation Policy as it deems necessary.

Vacation Eligibility Upon Hire

Upon completion of the first 90 days of employment, the new employee will be granted vacation time as outlined below.  This time is based on the new employee’s date of hire and should be used prior to the end of the fiscal year in which the time was allotted.

Hire Date:

July 1st  – Dec. 31st

Jan. 1st  – March 31st

April 1st  – June 30th

 

Vacation Eligibility

 

10 days

(two weeks)

5 days

(one week)

 

0 days

 

 

Annual Vacation Allotments

Time allotments are identified for staff based on completed years of service as of June 30th. 

             

 

 

Second

Fiscal Year

Onset of 6th 

Fiscal Year

Onset of 16th

Fiscal Year

Total Time Provided:

15 days

(three weeks)

20 days

(four weeks)

25 days

(five weeks)

 Note:  Any exception to the Vacation Policy must be approved by the appropriate University Officer and the Vice President of Finance and Administration.

Reclassification

35-hour to 40-hour per week or 40-hour to 35-hour per week – The staff member’s hourly vacation allotment will be adjusted to accommodate the new work schedule to ensure that the staff member is not gaining or losing vacation time (in terms of hours) during the year of transition.

Part-time to full-time – If the reclassification occurs between July 1st and December 31st, the staff member is eligible for the full vacation schedule (based on the adjusted service date) immediately during that fiscal year.  If the reclassification occurs between January 1st and June 30th, the staff member is eligible for the full vacation schedule (based on the adjusted service date) effective July 1st of the next fiscal year.

Full-time to part-time - The staff member will be paid out the balance of any unused vacation at the time of reclassification unless the staff member is reclassified prior to the end of the first year of employment.  Regular part-time employees are not eligible for vacation time.

Academic year to full year or full year to academic year – The staff member’s vacation allotment will be adjusted to accommodate the new work schedule to ensure that the staff member is not gaining or losing vacation time (in terms of hours) during the year of transition. 

Rehire with Adjusted Service Date – A staff member who is rehired in the same fiscal year will be awarded the vacation allotment based on the adjusted service date (less any vacation time previously taken or paid upon previous separation of employment) after successful completion of the 90-day orientation period.  A staff member who is rehired in the next fiscal year will be awarded the full vacation allotment based on the adjusted service date after successful completion of the 90-day orientation period. 

Vacation for Terminating Staff

Staff who separate from service in good standing (i.e., voluntary resignation or by layoff) may be paid, upon separation of employment, for up to 10 days of unused vacation allotted to them in that fiscal year.

Termination is defined as separation of employment for any reason, including death.

New employees who leave the University in their first year of employment will not be paid for any unused vacation.

Employees who are provided University-issued electronic resources or any other University property during their employment should return all resources/property to their direct supervisor or HRD at termination or immediately following termination of employment prior to the University paying out any unused vacation allotment.

Employees who are granted advance vacation but terminate prior to such vacation being allotted will be required to repay the advance for vacation pay consist with CT Statute 31-71e.  A reasonable repayment arrangement will be established.  

Holidays and Vacation

When a University recognized holiday occurs during a staff member's vacation, he/she will not be required to use a vacation day for the holiday.

General Practice

Vacations are scheduled at times mutually convenient to the supervisor and the staff member.  When two or more staff request the same vacation schedule, the supervisor will consider, among other criteria, the length of service and the last vacation period taken by each staff member.

If a staff member is on a previously scheduled vacation and the University closes due to a severe weather condition or emergency, the day or days closed will be counted as vacation.

A staff member on an approved Leave of Absence or Family and Medical Leave will be required to use any available Vacation and/or Personal Days balances if/when the unpaid portion of the leave begins.

Staff who have an absence from work but have previously exhausted their vacation bank must use their allotted Personal Days to cover the absence.  Staff who have an absence from work but have previously exhausted their Vacation and Personal Days bank for the fiscal year will not be paid for that absence.

A staff member on any type of Leave of Absence including, but not limited to, Family and Medical Leave, short-term or long-term disability or worker’s compensation absence, on June 30th of the fiscal year must return to regular duties on a full-time basis for at least 20 consecutive full working days in the following fiscal year in order to be eligible for that fiscal year's vacation allotment. 

Any type of approved Leave of Absence will not be considered a break in service for determining vacation eligibility. 

Donation of Vacation Time

In an effort to foster and sustain a caring environment and enhance community spirit, the University of Hartford provides regular full-time staff with the opportunity to donate allotted vacation time in support of their colleagues who are faced with emergency circumstances. 

The maximum amount of vacation time that can be donated by one staff member or can be received by one staff member is 10 days per fiscal year.  Staff who donate vacation time will be taxed consistent with applicable IRS regulations.

Donated vacation time cannot be reclaimed; therefore, employees are urged to consider their own present and future needs when determining how many hours to donate to another employee.

Recipients of donated vacation time must have exhausted their own Vacation to be eligible to receive donated vacation time from another staff member.  Recipients of donated vacation time will be paid at their current rate of pay.  Donated vacation time will not be paid out at the time of separation.

Every attempt will be made to protect the privacy of individuals who participate in the donation of vacation time program.  The identity of donors and recipients will be kept confidential, except as required to administer the policy and/or for any required legal action.  Completed Donation of Vacation Time forms must be submitted to HRD and will be processed in the order in which they are received.  This form can be located on HRD’s website.


Questions regarding this policy should be directed to your designated HR representative.

The University reserves the right to change the Vacation Policy as it deems appropriate.

This page is designed to summarize the University of Hartford's Vacation Policy. It is not intended to be all inclusive. Where there are differences between the provisions of this website and more specific statements contained in University files, those statements shall control.