This section also applies to Technical Instructors with 12-month appointments.

Current Vacation Tracking Method
As an administrative staff employee, your vacation balance should be tracked locally in your department. Along with your supervisor, it is your responsibility to maintain an accurate, up-to-date balance. If you do not already have a method for tracking your vacation, check to see what method your department recommends. Many departments use the Vacation Tracker, which is available here.

Upcoming Changes
In the future, SAP will become the new system of record for vacation tracking, replacing the Vacation Tracker and other local databases and spreadsheets. Basic features of the new system will include:

• On-line Access - You will be able to view your vacation balance and accrual rate, and enter your approved vacation days, on the web via Employee Self-Service (ESS).
• Monthly Accrual - You will accrue vacation monthly on the same date each month.
• Upper Limit & Borrowing - You may accrue a vacation balance up to 40 full-time days, not including 5th week vacation, and borrow up to 5 days of unearned vacation. (No change from the current policy.)

FAQs
Is the vacation policy changing at all?
No. Only the system of record is changing.

On what date will I receive my vacation each month?
This is based on your Leave Accrual Rate Date. In most cases, the Leave Accrual Rate Date is the date you started employment. For example, if you started as an MIT employee on 11/26/01, you will receive vacation on the 25th of each month.

How will the system know what balance to start with?
Prior to launching SAP vacation tracking, each department will provide HR with current vacation balances for all of their administrative staff employees. Those balances will then be loaded into SAP. From that point forward, all vacation days should be recorded using the new web-based tools.

Will my vacation history also get loaded into SAP?
No. Only your current balance as of the date of conversion will be loaded. SAP will only display vacation days taken after the date of conversion.

Will I be able to make a vacation request through SAP?
No. SAP will not replace local procedures for vacation approval. Prior to requesting vacation leave, you should check to determine your current balance. Supervisors have responsibility for coordinating and approving vacation schedules of their employees, following employees' preferences whenever work requirements in the department permit. The amount of vacation to be taken in any one period of time should be discussed well in advance with the supervisor, to allow adequate time to plan for work coverage.

Will there be any training or demonstrations on how to use the new system?
Yes, you will be able to preview the new tool at trainings and demonstrations prior to its launch.

What will happen to my Vacation Tracker?
You should keep your Vacation Tracker as a record of past vacation. You can also continue to use it as a tool to project how much vacation you will earn. However, it will no longer be supported by HR, and SAP should become your primary record of vacation.

I still have questions that aren't covered by anything I've read here. What do I do?
Feel free to contact your Human Resources Officer for assistance, or e-mail hrpolicies@mit.edu .