Vacation Time Policy


Harvard’s policy regarding staff vacation time has specific implications for sponsored awards. The policy, which took effect July 1, 2007, applies only to exempt and non-exempt staff paid from object codes 6050 and 6070.  The policy states that vacation time taken cannot be charged as a direct expense to any sponsored award, but is instead paid from a central Harvard vacation pool.

In addition, the salary budgeted on a grant will carry the regular fringe rate and a vacation fringe rate, and the amount of salary requested must be reduced by the amount of vacation earned in proportion to the percentage of time budgeted.

The following is text that may be included in sponsored proposal budget narratives:


"The staff salary expenses in this budget were calculated in accordance with the Harvard Treatment of Paid Absences portion of Section II of our indirect cost rate agreement negotiated with the Department of Health and Human Services. Harvard uses a vacation accrual system and paid absences for vacation are not claimed as direct charges on sponsored awards. Regular salary carries a vacation fringe rate to accrue earned vacation. The amount of salary requested is reduced by the amount of vacation earned in proportion to the percentage of time budgeted."



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