About the Tool
The Vacation Tracker is an instrument developed by Human Resources to make it easier for departments to record vacation time for monthly-paid employees. It automatically calculates vacation earned each month according to MIT’s vacation policy.

The Vacation Tracker has been upgraded significantly since it was originally released at the end of 2002. Current features of the tool include:

• Automatically calculates monthly vacation accrued based on the policy in effect at the time (including months prior to November 2002)
• Can reflect changes in percent effort on a month-to-month basis
• Ability to choose the month and year for the tool to begin tracking vacation
• Automatically calculates the 5 th week vacation credit and 2002-2003 transition credit
• Includes caps on vacation accrual, according to policy. Balances over 40 days are highlighted in red until September 1, 2005, when they are capped at 40.

Instructions for Downloading and Use:

1. Click on the Vacation Tracker.
2. Save the spreadsheet to a convenient folder on your computer.
3. Enter the following information into the yellow shaded boxes:
   • Name
   • Hire Date or Leave Accrual Rate Date (if you don’t know this date, check with your supervisor or your HRO, or email hrpolicies@mit.edu)
   • Month & Year you’re starting to use the Tracker (if different from your start date)
   • Current Vacation Balance (see guidelines below)
   • Percent(s) Effort
4. Enter the number of vacation days you use each month in the “Days Used” columns. (If you work a part-time schedule, see NOTE below.)
5. The Vacation Tracker will automatically calculate your monthly vacation balance.

NOTE for employees on part-time schedules: When tracking your vacation, it is very important to pay attention to how you record days used. One “day”, for the purposes of this tool, is a standard full work day – even if you do not work full days. An employee at 50% effort who works five half-days each week should record a day of vacation as “.5” in the Days Used column. Alternatively, someone at 80% effort who works four full days each week should record a day of vacation as “1” in that column. If you have any questions about how to record vacation days, email hrpolicies@mit.edu.

Determining Your Starting Balance:
If you haven’t been keeping close track of your vacation, it will take a little work to arrive at the right starting balance. It’s a matter of figuring out how much vacation you have accrued over the years and subtracting how much you’ve taken.

If you have a reasonably good record (or memory) of the vacation days you’ve used, the easiest way to determine your vacation balance is with the Vacation Tracker. Simply download it from this site and fill in the number of days you’ve used so far.

If you have been here for many years and/or do not have a reliable record of vacation days used, it will be up to you and your supervisor to agree on a reasonable beginning balance. Your Human Resources Officer can provide assistance with this, if necessary.

FAQ’s:
Why won't the Vacation Tracker let me type in all of the cells?
The Vacation Tracker will allow you to enter data into any of the yellow shaded cells. The rest of the worksheet is protected so that you don’t inadvertently make changes to the built-in formulas.

Why are some of the cells in my Ending Balance column turning red?
For months prior to September 1, 2005, ending balance cells will turn red if their value exceeds 40 days. After that date, the balance is automatically capped at 40 days, consistent with the “use it or lose it” deadline. If you currently have a vacation balance of more than 40 days, you should be working with your manager on a plan to reduce your accrued vacation to 40 days or less.

Why won't my 5th week vacation balance go over 5 days?
The Vacation Policy stipulates that you may accrue a maximum of five days of 5th week vacation. The Vacation Tracker simply enforces the policy.

Why are Regular Vacation Accrual and the 5th Week Vacation Credit calculated separately?
This reflects how the HR-Payroll system will track vacation when the Institute-wide vacation tracking system is implemented in January 2006. When you take vacation time, you will need to decide which type of vacation to use.

I have been at MIT for 5 years. Why am I not earning vacation at 1.6667 days/month?
If you have indicated that you work less than a full-time schedule, your vacation earned will be pro-rated accordingly.

I changed my percent effort on February 21st, but my initial date of hire was on the 15th of the month. What do I type in the % effort column for the month ending March 14th?
This is partially at the discretion of you and your supervisor. One option would be, for the purposes of vacation tracking, to “round” your transition date to the closest month. In this case, that would mean using your new percent effort for the full month ending March 14 th. Alternatively, you could try to estimate an average percent effort for the transition month and use that number. Either way, be sure to note your method – and your new schedule – in the “Notes” column.

I currently work part time (75% effort) – approximately 6 hours/day, 5 days/week. How do I record the 2 vacation days I just took?
Because a “day” for you is 75% of a typical full work day, you would record .75 in the “days used” column for each day taken (a total of 1.5 days).

I currently work part-time (60% effort) by coming in three full days each week. How do I record the 2 vacation days I just took?
Because you normally work full days, you should record this as 2 full days used.

What is the Notes column for?
The Notes column is a good place to record the actual dates of your vacation, as well as your new weekly schedule whenever your percent effort changes. Some people also use it to record sick days and other time off (even though these other absences do not count against your vacation balance).

My situation isn’t covered by anything that I’ve read here. What do I do?
Feel free to contact your Human Resources Officer for assistance, or e-mail hrpolicies@mit.edu.