Vacation and Scheduling Vacation

Amended: 3-6-2024

Provided by: Department of Human Resources

Related Links and Resources: 

• Collective bargaining agreements  
• Postdoctoral Scholars Handbook: 
• Exempt Time Off (Safe Harbor) policy 

This policy applies to all benefits-eligible staff who have completed the first three months of employment (e.g., “trial period”).   Faculty and postdoctoral scholars should refer to the handbooks for their primary school or unit affiliation.  Unionized employees should refer to their collective bargaining agreements.   

Accrued vacation can be used throughout the year, with consideration for those high volume service or business periods defined by individual units, departments or schools. 

If you are a full-time, hourly non-exempt employee that has completed the first three months of employment, you will accrue vacation at the rate of 1.25 days per month, which equates to an annual total of fifteen (15) days.  After completing ten (10) years of service your vacation accrual rate increases to 1.67 days per month, for an annual total of twenty (20) days. Those non-exempt employees who have completed twenty-five (25) years of service begin to accumulate vacation at the rate of 2.08 days per month, or twenty-five (25) days per year. Vacation can be taken in partial day, full day, or week increments.  

If you are categorized as a full-time, salaried non-exempt or exempt employee that has completed the first three months of employment, you accrue 1.67 days of vacation per month, or twenty (20) days per year. Those employees who have completed twenty-five (25) years of service begin to accumulate vacation at the rate of 2.08 days per month, or twenty-five (25) days per year. Vacation can be taken in partial day, full day, or week increments. For more information, see Exempt Time Off (Safe Harbor) policy, noted above. 

If you are a part-time and have completed the first three months of employment, you will receive pro-rated vacation accruals based on your standard, regular hours.  

If you are an academic year benefits-eligible employee who has completed the first three months of employment, you will accrue vacation at the rates as defined above during the months you are scheduled to work. 

If you are hired or are returning to work from a leave on or before the fifteenth (15th) day of the month, you will receive vacation accrual for the month. If you are separating from the university, or are going out on leave on the sixteenth day of the month or later, you will not receive vacation credit for the month.  

Vacation does not accrue during an unpaid leave of absence1. Please consult your human resource business partner for additional information. 

Individual departments are responsible for maintaining attendance records for non-exempt staff and time off records including sick, personal, and vacation time for all employees, exempt and non-exempt. For questions about timekeeping codes and recording, please contact Tufts Support Services at TSS@tufts.edu. 

Scheduling Vacation Time 

All vacation schedules must be approved by your supervisor. Whenever possible, vacation time should be requested at least two (2) weeks in advance. The workload in your department will be considered when setting up vacation schedules.   Check with your department managers to learn if there are any periods where business operations do not allow for vacation time.  

Illness during Vacation: If you become sick for three (3) days or less during your vacation, you may use your earned sick time in lieu of vacation by obtaining a written statement from your physician confirming your time away was for illness. 

When a holiday occurs during a vacation, the holiday is not counted as vacation time. 

Accrual Maximum 

Tufts provides a generous vacation policy and encourages you to take vacation annually. Effective June 30, 2023, the new maximum accrual will be equal to the amount of time you can accrue in one year2 based on your eligibility, unless otherwise required by applicable law. Once the maximum accrual is reached, vacation time will stop accruing until the balance drops below the maximum allowed.  Any unused vacation time accrued/banked prior to June 30, 2023 remains in your “bank” until you use it. 

Leaving the University: Vacation Pay upon Separation 

Because vacation days do not accrue during the first three months of employment, if you leave employment within the first three months, you will not be entitled to vacation pay unless otherwise required by law. However, if you leave the university after you have completed three (3) months of employment, you are entitled to payment for accrued, unused vacation.