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UC DAVIS:Office of Graduate Studies September 16, 2002 Deans, Directors, Department Chairs and Campus Administrative Officers Re: Vacation Accrual for Student Academic Research Appointments, Postgraduate Researchers and Postdoctoral Appointments Dear Colleagues, Over the past year, Graduate Studies staff members have been meeting with program staff to arrive at a workable procedure for implementing vacation policy and the coding of vacation in PPS for students and postdoctoral scholars in the various title codes that accrue this benefit. After reviewing the current pertinent sections of the Academic Personnel Manual (UCOP APM-730 and UCD-730), we would like to offer the following guidelines: * Graduate students appointed in title code 3299 (Research Assistant) or title code 3241 (Student Postgraduate Researcher) or in title code 3282 (Graduate Student Researcher) and postdoctoral scholars appointed in title codes 3240 and 3370 may be eligible to accrue vacation. Based upon UCD-730-0, if the term of appointment is six months or longer and the appointment is at 50% time or greater, the vacation field should be coded to indicate vacation accrual from the beginning of the appointment. * Graduate students appointed in title code 3299 (Research Assistant), title code 3241 (Student Postgraduate Researcher) or title code 3282 (Graduate Student Researcher) and postdoctoral scholars appointed in title codes 3240 and 3370, who are eligible to earn vacation, may begin taking accrued vacation leave at six months, according to UCD-730-20. * Since the UCD-730 is silent on the question of procedures for the use of accrued vacation, the authority becomes UCOP APM 730-20. Based upon APM-730-20, students and postdoctoral scholars eligible to accrue vacation should receive written notice that beginning at the six month anniversary date they should schedule and use their accrued vacation, at the convenience of their faculty supervisor, prior to the end of their appointment or the expiration of the funding source(s) for their appointment. For titles that do not accrue sick leave, accrued vacation may be used in lieu of sick leave. Note, title code 3299 (Research Assistant) and 3282 (Graduate Student Researcher) do not accrue sick leave. * If the student or postdoctoral scholar is being supported by an external grant, it is to the benefit of the grant for the student or postdoctoral scholar to take vacation; vacation time is a benefit and may not be subject to indirect cost. Payment of salary in lieu of vacation may be subject to indirect cost. * It is the responsibility of the faculty supervisor and the personnel officer of the appointing unit (department, ORU, etc.) to properly record use of accrued vacation time by graduate students and postdoctoral scholars. * The appointing unit should pay out any terminal vacation pay due the graduate student or postdoctoral researcher when an appointee moves from a vacation accruing title to a non-accruing title. Terminal vacation should also be paid when the appointment ends and there is a break in service. This includes any time a student is not appointed, including the summer. * It is important to "clear" accrued vacation during the life of the appointment, since once it is accrued; vacation time is carried by the graduate student or postdoctoral scholar during their continued employment at UC Davis when employed in subsequent eligible appointments. Correct PPS codes for the affected title codes can be found at our website, http://gradstudies.ucdavis.edu/panman/sstaff.htm. Thank you for your patience while this policy has been reviewed. Our hope is that this interpretation will be of use to you and insure that vacation for students and postdoctoral scholars is handled in the proper manner. If you have any questions, please contact Lois Campbell at ldcampbell@ucdavis.edu or (530) 754-6447; or Charles Duffy at caduffy@ucdavis.edu at (530)752-9303. Jeffery C. Gibeling Dean, Office of Graduate Studies 02-118
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