Loyola University Chicago

Human Resources

Vacation Policy

It is the policy of Loyola University Chicago to provide vacation time to staff employees according to the employee's group and length of continuous years of University service since the most recent date of regular employment. Part-time employees accrue vacation time on a pro-rated basis.

Annually, employees need time away from the workplace. Loyola encourages staff to take time away from work to rest, relax, and recharge. In doing so, staff return to work refreshed and can continue to provide excellent service to University students, faculty, staff, visitors, and guests.

This policy applies to University employees who are regular status, full- and part-time staff (scheduled to work at least 20 hours per week. If you are a 9, 10, or 11 month exempt staff member on the monthly payroll, you do not accrue vacation time. Staff employees who are paid monthly and Vice President level staff and above are not covered by this policy. Work schedule and time off for monthly paid staff is determined with their department head.


A. Eligibility and Accrual
Vacation time is accrued bi-weekly according to the following schedule:

Full Time Staff (1.0 FTE):

 Employee Group

Years of Service


Less than 10 Years

10 Years

20 Years

Administrative Directors and Above

 4 weeks

 4 weeks

 5 weeks

All Other Staff

 3 weeks

 4 weeks

 5 weeks

 Part Time Staff (Less than 1.0 FTE):

FTE Status

Years of Service

Hours/Week worked

37.5 hour work week

40.0 hour work week

Less than 10 Years

10 Years

20 Years

30 hrs/week or more

0.80 up to 0.99

0.80 up to 0.99

12 days

16 days

20 days

24 hrs/week or less than 30

0.64 up to 0.79

0.60 up to 0.79

8 days

10 days

15 days

20 hrs/week or less than 24

0.53 up to 0.63

0.50 up to 0.59

 7 days

 7 days

10 days

Vacation time accruals are updated each bi-weekly pay period. The maximum vacation accrual for regular full-time and part-time employees is 1X the annual vacation accrual.

B. Scheduling of Vacation
Newly-hired employees begin accruing vacation time immediately. As of December 23, 2018, employees are eligible to use vacation time after they have completed 90 calendar days of employment. Vacation time may be scheduled during any time throughout the year, based on the operational needs of the department. Requests for vacation and scheduling must be approved by the department supervisor. If a holiday falls within a full-time employee’s paid vacation time, the day will be paid as holiday pay.

C. Pay in Lieu of Vacation
Employees are encouraged to take their vacation. Therefore, pay in lieu of vacation is normally not granted. An exception may be approved when an employee is requested to forego vacation to complete essential work. Exceptions to policy require the approval of the Vice President of Human Resources.

D. Change of Status, Company Transfers, Paid/Unpaid Leave of Absence or Termination of Employment

  • When employees change their status from full-time to part-time (below .80 FTE), they will receive a payout of all accrued vacation time to avoid reaching limits on maximum vacation accruals.
  • When employees decrease their scheduled work hours below 20 hours/week (benefit-eligible status) they will receive a payout of all accrued vacation time.
  • When an employee changes to Long Term Disability (LTD) status, they will receive a payout of all accrued vacation time.

Employees will not accrue vacation time while on a paid or unpaid leave of absence or during periods when short-term disability benefits are received.

All unused vacation time accruals will be paid out to the employee upon termination of employment. Vacation time cannot be used for the last day worked.


  • Employee: It is the responsibility of the employee to make all requests for vacation to the supervisor in a timely manner as set by department procedure.
  • Department: Every supervisor is responsible for scheduling and documenting vacation time used by exempt and non-exempt employees and authorizing the Payroll Department’s payment of vacation time in accordance with this policy.
  • Human Resources: LUC Human Resources has the responsibility for interpreting and administering the vacation policy and the authority to make exceptions. 

(rev: 08/08/2008; 12/21/2018)