Procedure 41 -- VACATION
REFERENCES AND RELATED POLICIES
UC-PPSM 3 (Types of Appointment)
UC-PPSM 31 (Hours of Work)
UC PPSM 41 (Vacation)
UC-PPSM 45 (Military Leave)
UC-PPSM 80 (Staff Personnel Records)
Supplement 1 (UCLA Campus Catastrophic Leave Program)
UCLA Online Payroll Time Reporting (PTR) System Manual
Refer to UC-PPSM 41 (Vacation), Section A.
B. EARNING AND ACCRUAL OF VACATION LEAVE
- Accrual Rate for Multiple Appointments: An employee is eligible to accrue vacation leave if the total of all University appointments meets the eligibility requirement.
- Refer to UC-PPSM 41.B.2
- New leave accrual codes were established and became effective July 1, 1996 and assigned to the appointments of employees who were in the Administrative & Professional Staff (A&PS) Program on June 30, 1996 and are now governed by UC-PPSM. These new codes identify those employees who can continue to accrue vacation on the old A&PS accrual schedule which provided for an increase in accrual rate upon completion of 5 years of service and every 5 years thereafter until attainment of 15 years. The new leave codes are G, H, J, and K as noted in the table above.
- Refer to UC-PPSM 41.B.4
- Maximum Accrual: An employee's vacation maximum is determined by his or her approximate accrual per month and is two (2) times his or her annual accrual rate. Employees should be given at least 60 working days notice prior to reaching maximum. In those cases where it is not possible for the employee to schedule vacation within the 60 working days (approximately 3 months) prior to accruing the maximum due to departmental operational considerations, the employee shall have four months, following accruing the maximum amount of vacation to take vacation and bring the accruals below the maximum. During this four month "grace period", the employee will continue to accrue vacation and will not be penalized by the loss of vacation credit because his/her vacation was delayed due to operational considerations.
In those cases where operational considerations require that an employee's vacation be delayed to the extent that such a delay will mean that the employee will exceed the maximum vacation accrual, a notification from the employee's supervisor explaining the need for the delayed vacation must be on file with the departmental personnel office prior to the end of the month in which the vacation accrual maximum will be accrued. Absent such a letter being on file, the departmental personnel office will adjust vacation accrual balances so as to hold vacation accruals to the maximum permitted by policy.
C. SCHEDULING AND APPROVING VACATION LEAVE
Refer to UC-PPSM 41 (Vacation), Section C.
D. VACATION PAY
An eligible employee who is granted extended military leave shall be paid for vacation earned through the employee's last day of work.
E. TRANSFERRING VACATION
Refer to UC-PPSM 41 (Vacation), Section E.
F. LEAVE RECORDS
Refer to UC-PPSM 41 (Vacation), Section F.