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Vacation for Full-Time Employees

The University recognizes the dedication and commitment of its staff, and provides a vacation program to allow time for employees to rest and relax from the focus and concentration of work duties.  Effective January 1, 2017, the following policy is in effect:

Vacation must be approved in advance by the employee's direct supervisor and requests should be submitted at least two weeks in advance of the scheduled vacation or in accordance with departmental policy. Vacation schedules within a department are generally arranged according to the needs of the department, seniority, and employee preference and approval is subject to the business needs of the department.

If you do not use all of your vacation time in a year, the unused vacation time is lost.

For employees hired in the current calendar year prior to October 1st, vacation allotment will be based on full months worked for the remainder of the calendar year. Employees hired in October will receive 2 days, those hired in November will receive 1 day and those hired in December will receive 0 days.   Vacation is also calculated based on salary band and your employment status (Exempt vs Non-Exempt).  Please see the chart below for detailed information regarding vacation allotment.

If you end your employment with the University before the end of the calendar year, you will be paid a pro-rated share of the vacation allotment based on the number of full months you worked for the University minus the number of vacation days actually taken. When you terminate your employment, accrued but unused vacation days will be paid out per the formula below except in three instances: failure to give two week's notice of a resignation; less than one year of service as of the date of termination; and certain discharge situations.  In these cases, you will not be paid any unused vacation.

For example, if your annual vacation allotment is 15 vacation days and you took two days in January, then you resigned your position with the University effective May 11th, you would be paid for three unused vacation days.  The three days paid is 4/12th’s of your annual allotment of vacation time for the four full months worked from January to April minus the two days already taken.

Vacation for Non-Exempt Staff Employees

Years of Service 12 Month
Vacation Allotment
10 Month
Vacation Allotment
9 Month
Vacation Allotment
Calendar Year of Hire
Breakdown of Days Breakdown of Days Breakdown of Days
Initial January 1st
after hire
10 days 8 days 7 days
January 1st after the 5th anniversary 15 days 13 days 11 days
January 1st after the 10th anniversary 20 days 17 days 15 days
January 1st after the 20th anniversary
(applies only to those hired prior to 1/1/00)
25 days 21 days 19 days

Vacation for Exempt Staff Employees

Full-time 12 month exempt employees receive vacation according to the following schedule; Full time exempt employees scheduled for 9, 10, 11 months per year will be eligible for a pro-rated share of vacation based on their work schedule as determined by Human Resources. Exempt employees may record vacation in either full or 1/2 day increments.


Years of Service Up to Bands I &
Health Center RNs
Bands J through M
Calendar Year of Hire
Breakdown of Days Breakdown of Days
Initial January 1st after hire 15 days 23 days
January 1st after the 3rd anniversary 23 days 23 days
  • If your status were to change from part-time to full-time, your vacation allotment is pro-rated based on the month you change to full-time.
  • If you are on a planned vacation period and become ill, you are still charged for the vacation time which you had originally planned. Similarly, if you are on a planned vacation period or scheduled for vacation time when the University closes for weather or other emergency reasons, you are still charged for the vacation time which you had originally planned.
  • If you move from a part time to a full time position, HR will calculate an adjusted date of hire that will be used for tuition, retirement eligibility and vacation entitlement. If you previously worked for Villanova and were rehired, previous service may be applied to retirement plan eligibility.

Note: The provisions of all benefits described on the Human Resources web pages are stated for summary purposes only. The University retains the exclusive authority to construe the terms of the programs described and to determine whether an employee is eligible for benefits under any program. The University further reserves the right to amend or revoke any policy or plan at any time with or without notice.