How to calculate vacation pay and vacation hours for hourly employees and student employees. 

Arranging Vacation Requests with your Employees

Generally, vacation requests are arranged between the employee and the head of your individual department or unit. As the administrator, tell the employees details about their vacation benefits and the department process for requesting and tracking vacation. Most departments have a vacation request form that must be completed and signed by the manager.

How Vacation Pay is Calculated 

In order to support 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. 

The employee’s UBC employee group and length of employment determines how much vacation the employee is eligible for. Generally, the longer the employees have been employed at UBC, the more vacation time they are entitled to receive.

Vacation pay is calculated in weeks and/or days over a standard calendar year (Jan. 1 to Dec. 31). Regardless of when an employee commenced employment within the calendar year, it is considered his/ her first vacation year. For example, an employee who started with UBC on either May 19th, 2012 or December 30th, 2012 would in both cases move to 2nd year entitlements on January 1st, 2013.  However, when an employee is hired and when they officially resign as a UBC employee will impact how their vacation pay is calculated. Partial years (year of hire or resignation) are pro-rated depending on the number of days/months worked.

More information is available on calculating vacation pay on HR website.

For more information about vacation benefits for a specific employee group, please select the employee group below: 

Calculating Vacation for Hourly Employees 

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 in determining how much vacation your hourly employees have accumulated, you can 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: 

It is recommended 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. 

Calculating Vacation for Student Employees

Vacation pay for students is either included in their wage or paid additional 4% on each pay depending on the type of student employment.

  • Student appointments that include vacation pay are all CUPE 2278 positions, UAA, GAA and GRA.
  • Student appointments that are paid an additional 4% to their wage include work study, work learn and summer career placement. Co-op students are not entitled to vacation pay as part of their work term. This is done automatically by payroll and departments are not required to do anything.