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The University of British Columbia
- a place of mind
- The University of British Columbia
- UBC Human Resources
Memorandum
Date: Aug. 18, 2011
From: Linda Fischer, Senior Human Resources Manager
To: HR Administrators
Subject: Hourly Employee Vacation Carry-Over Guidelines
In order to support our employees’ work-life balance and to promote a healthy workplace at UBC, employees are encouraged to take their allotted vacation entitlement during the calendar year.
Please ensure that hourly staff within your department are aware of their vacation entitlements and the department’s vacation approval practices, particularly regarding the amount of time the employee is entitled to accumulate, any operationally driven black-out periods within the department, and the departmental process established to request vacation time. To assist you in determining how much vacation your hourly employees have accumulated, you can at any time run Report #47 (vacation balances for hourly employees) to retrieve this information through Human Resources Management Systems (HRMS).
If it is not possible for an hourly employee to take their allotted vacation time in the calendar year, they can carry a maximum of ten days into the following year, as stated in the collective agreements and handbooks:
Advisory Services recommends that all departments with hourly employees run Report #47 before the end of each calendar year to determine which hourly employees have accumulated more than the maximum 10 vacation days they can carry over into the following year. For hourly employees who have accumulated more than 10 days, departments are requested to ensure employees’ excess vacation time is paid out by the end of the calendar year by completing the Request for Hourly Vacation Pay form or a timesheet. Both forms can be found on the forms page of UBC Finance’s website.
At this time, we are reviewing additional options to assist in managing vacation hours accumulated for hourly employees. In the interim, we ask that you continue to utilize the existing process. If you have any questions or concerns, please contact your Human Resources Associate directly.
Related information:
