Vacation Maximums

Vacation Plan Worksheet

An employee and supervisor use the form below when the employee is at or near the maximum vacation accrual.

  1. The employee fills out the top line and gets the information for the second line from the department personnel assistant.
  2. The employee completes the "Employee's Vacation Request" box. The hours requested should be enough to bring the balance below the maximum by a significant amount.
  3. The supervisor fills out the "Supervisor's Response" box.
  4. The employee and supervisor fill out the left side of the section marked "Agreement and Time Record." The supervisor retains the original and gives the employee a copy.
  5. As time goes by, the employee and the supervisor each record the actual hours, until the plan is carried out.

Vacation Plan Worksheet (MSWord)

Vacation Plan Worksheet (PDF)

Request to Exceed Maximum Vacation Accrual Limit (MSWord)

Request to Exceed Maximum Vacation Accrual Limit (PDF)

Vacation Grace Period Procedure

  1. Sixty days before the employee reaches the vacation maximum, the supervisor notifies the employee that he or she is approaching the maximum. A Vacation Plan Worksheet may be used if desired.
  2. If the employee does not request vacation, no further action is necessary. Accruals will stop when the vacation balance reaches maximum, and resume when the balance goes below maximum.
  3. If the employee requests vacation and the supervisor denies the request, they try to agree on an alternative. If they can't, the employee becomes entitled to the 4-month grace period. Requests to exceed the maximum vacation accrual limit requires approval from the department head and Employee and Labor Relations.  See UCD Procedure 2.210.III.B.:   http://manuals.ucdavis.edu/spp/ppsm41.pdf.
  4. The employee and supervisor must fill out and sign the Vacation Plan. The original of the form is kept in the department and used to keep track of both accruals and usage.
  5. UCDHS Only: The next level manager reviews and signs the form. The department sends a copy of the form to the UCDHS Payroll Office.
  6. The department uses OPTRS (at UCDHS, the Payroll office uses Form 644D) to make the appropriate entries in the payroll system to ensure proper accounting for the vacation cost liability.

    • Alternative A: The VLA (vacation accrued) and VAC (vacation used) entries are made on or before the cutoff date for each pay period, via the OPTRS rosters.
    • Alternative B: When the employee goes below the maximum, or at the end of the four-month grace period (whichever is later), the appropriate payroll system entries are made for the entire grace period, via the OPTRS EDLR late pay screens. The comments field should list the accrual and usage for each month and the name and telephone number of the preparer.

Leave Accrual Codes, Rates, and Maximums

Code Years of Service Vacation Sick Leave
PSS MSP/Sr Mgr Days Hours Max Accrual Paid/Hour Days Hours Accrual Paid/Hour
A 1 - 9 - 15/yr 10/mo 240 .057692 12/yr 8/mo .046154
B 10 - 14 1 - 4 18/yr 12/mo 288 .069231
C 15 - 19 5 - 9 21/yr 14/mo 336 .080769
D 20 + 10 + 24/yr 16/mo 384 .092308
E See 1 below 24/yr 16/mo 384 .092308 Does not accrue sick leave
F See 2 below Does not accrue vacation 12/yr 8/mo .046154
N See 3 below Does not accrue vacation or sick leave
L, M, P to U Contact UCDHS Human Resources

Codes G, H, J and K are grandfathered codes used for administrative & professional staff employees hired before 7/1/96. These codes are accelerated by 5 years: G (0-4 yrs) = A level; H (5 yrs) = B level; J (10 yrs) = C level; K (15 yrs) = D level.

1. 11-month professor, dean, lecturer titles; research assistants (graduate student researchers); 9/11 split professor, dean, director, and other titles.
2. Staff employees limited and casual-restricted (student) titles appointed less than 6 months or 50%.
3. Academic 9-month and associate-in, teaching assistant, graduate reader titles. BYA staff appointments.