Vacation benefits are offered as part of UBC’s overall commitment to help staff and faculty achieve work-life balance.
The number of vacation days you can take depends on your UBC employee group and how many years you have worked at UBC.
What’s my annual vacation entitlement?
Your vacation entitlement depends on your UBC employee group, and starts from your date of hire. The following is the amount you are eligible for as a full-time employee. If you are a part-time employee, your vacation is pro-rated based on the number of hours your work (for example, if you work 50% time, you are eligible for half the vacation entitlement).
|UBC Employee Group||Annual Vacation Entitlement|
|Administrative Executive||Your vacation entitlement is negotiated individually within your contract.
The maximum vacation carry-over allowed for Administrative Executive staff is two weeks.
The maximum vacation carry-over allowed for BCGEU staff is 10 days with your supervisor’s approval.
The maximum vacation carry-over allowed for CUPE 116 staff is five days with the department’s approval.
|CUPE 116 – UBC Aquatics Centre Permanent Staff||
Permanent staff should take their annual vacation in the applicable vacation year.
|CUPE 2278 – Language Instructors||
|CUPE 2278 – Teaching Assistants||4% vacation pay is included in your salary. If you are working a full Teaching Assistantship (12 hours per week over two terms), the 16 hours of vacation that is allotted will normally be scheduled between December 24 and January 1.
If you wish to take your vacation leave at another time, this must be approved by your supervisor.
If you are working less than a full Teaching Assistantship, your vacation time is pro-rated.
The maximum vacation carry-over allowed for CUPE 2950 staff is two weeks.
The maximum vacation carry-over allowed for Executive Administrative staff is two weeks.
|Faculty and Academic Executive||Your vacation entitlements are arranged informally between you and your department head or director. There is a general understanding that faculty members receive one month of paid annual vacation leave each year. You must take any holidays to which you are entitled within the contract period or before any other agreed termination date.|
|Faculty – Librarians and Program Directors||Your vacation entitlement is governed by Policy HR5 – Vacations (formerly Policy #56). If you are a librarian with an appointment at less than 50% or less than one year, you will be provided 12% in lieu of vacation and benefits as salary. You must take any holidays to which you are entitled within the contract period or before any other agreed termination date.|
|Faculty – Sessional Faculty Members||As a sessional lecturer, you will be paid 4% of gross earnings in lieu of vacation. After five consecutive years of full-time service, your vacation pay will be increased to 6% of gross earnings.|
|Faculty – Research Associate||Your vacation entitlement is subject to negotiation with your supervisor or department head, but is a minimum of two (2) weeks per year with salary and benefits. After five (5) consecutive years of employment you are entitled to three (3) weeks of annual vacation.|
The maximum vacation carry-over allowed for Farm Workers is two weeks.
The maximum vacation carry-over allowed for IUOE 115 staff is two weeks.
|Management & Professional||
If you have been employed as M&P staff and you had at least 10 years of service as of December 31, 1987, you are entitled to request supplemental vacation time as follows:
The maximum vacation carry-over allowed for M&P staff is two weeks.
|Non-Union Technicians and Research Assistants||
The maximum vacation carry-over allowed for Non-Union Technicians and Research Assistants is two weeks.
|Postdoctoral Fellows (Award Recipients)||You are not entitled to vacation payment from the university; however, should you wish to request vacation time off, please make arrangements with your supervisor.|
|Postdoctoral Fellows (Employees)||Two weeks per year with salary and benefits. Additional vacation time may be granted at the discretion of your supervising faculty member. All vacations and leaves must be taken before the end of your appointment.|
How is my vacation calculated if I am on an unpaid maternity and/or parental leave?
Applies to Staff only:
BCGEU Childcare and IUOE 115: no vacation accrual during maternity and parental leave.
BCGEU Okanagan: full vacation accrual in the first six months of maternity and parental leave.
CUPE 116: full vacation accrual during maternity and parental leave.
CUPE 2950: full vacation accrual for the first month of leave, and for the remaining maternity leave, vacation is pro-rated based only on the top-up portion of payments. There is no vacation accrual during parental leave.
Other staff members: vacation is pro-rated based on the top-up portion of payments during maternity leave only. There is no vacation accrual during parental leave.
How is my vacation calculated if I am on an unpaid adoption leave?
Applies to Staff only:
BCGEU Okanagan: full vacation accrual in the first six months of adoption leave.
CUPE 116: full vacation accrual during adoption leave.
Executive Administrative: vacation is pro-rated based on the top-up portion of payments during adoption leave.
Other staff members: no vacation accrual during adoption leave.
What if I haven’t used all my vacation?
You are expected to use your annual vacation days each year. If you have not used all your vacation days in a year, some employee groups allow you to carry over a certain number of vacation days into the following year. See the table above for more information or see your collective agreement or employee handbook.
How do I submit a vacation request?
You should arrange your vacation requests with the head of your individual department or unit. Vacation requests can be submitted directly through Workday and be routed to your manager for review and approval. Ask your department manager or director for details about your vacation benefits.
For Workday resources and help visit the Integrated Service Centre.
How is my vacation pay calculated?
Your UBC employee group and your length of employment determine how much vacation you are eligible for. Generally, the longer you have been employed at UBC, the more vacation time you are entitled to receive. For long-time employees, you may qualify for additional vacation days up to a specified maximum.
Vacation pay is calculated in weeks and/or days over a standard calendar year (January 1 to December 31). When you are hired and when you officially resign or retire as a UBC employee will impact how your vacation pay is calculated.
Do I get time off over Christmas?
Some employees are eligible for paid leave over the Christmas holidays. You are eligible for paid leave over Christmas if you are a member of one of the following employee groups:
- Administrative Executive
- BCGEU Okanagan
- CUPE 116
- CUPE 2950
- Executive Administrative
- IUOE 115
- Management & Professional
See Christmas Leaves for more information.