Following ratification of the Collective Bargaining Agreement on October 8, 2026, Postdoctoral Research Associates (PDRAs) are transitioning to a new, accrual-based vacation time process.
Vacation Time during the CBA Implementation Period
Before the ratification of the Collective Bargaining Agreement on October 8, Postdoctoral Research Associates (PDRAs) in the bargaining unit began their appointments with a lump sum of 10 vacation days, which resets annually.
Until Workday is updated (expected in February or March 2026), newly hired PDRAs will continue to receive 10 vacation days in a lump sum on the first day of their appointment, even though the new monthly accrual system has already begun. If your appointment is renewed during the CBA implementation period (October 2025 through February or March 2026), your vacation balance will reset to 10 days on the first day of the month of your reappointment, regardless of any unused days from the prior year. For example, if your reappointment date is February 15, 2026, you should use your vacation days by January 31, 2026, as your balance will reset to 10 days on February 1, 2026.
Please note that if your appointment is renewed or extended for less than one year, you will receive a prorated vacation allotment.
Monthly Accrual Beginning October 2025
Beginning in October 2025, PDRAs and Postdoctoral Fellows in the bargaining unit accrue two vacation days per month, earned after each full month of employment, up to a maximum of 24 days per year (even if these accrued vacation days do not yet appear in Workday).
Your overall balance in Workday should reflect any unused portion of the original 10 vacation days, plus two days for each full month worked after October 2025.
Please note that vacation time continuously accrues and is not based on a calendar year. Postdoctoral Research Associates can accrue up to 22 days at any given time. Once a Postdoctoral Research Associate reaches 22 days:
- No further vacation accruals will occur until some vacation time is used
- Any missed accrual cannot be earned back later in a subsequent period
- Faculty mentors, PIs, and/or department administrative managers are encouraged to routinely monitor these accruals to ensure proper usage
- No vacation time can accrue during a pay period in which the employee does not receive pay, including unpaid leaves of absence
- Vacation time may be used as it is earned, but you cannot borrow against future vacation days that have not yet been accrued.
Logging Vacation Time in Workday and Vacation Scheduling Standards
Postdoctoral Research Associates must log vacation time in Workday. Please refer to these step-by-step instructions for requesting time off in Workday:
During the implementation period, if you want to use vacation time that has been accrued but does not yet appear in Workday due to pending system updates:
- Email your supervisor or PI, and
- Copy your Department Administrative Manager
They will ensure your vacation time usage is tracked accurately until Workday updates go live in February or March 2026.
Vacation time does not need to be applied toward University holidays or the annual Winter Break. Dates for this year’s Winter Break can be found on the University Human Resources website.
All vacation time requests should be submitted to the faculty mentor, Principal Investigator, department chair, or dean for approval in advance. They are not required to approve vacation requests that would interfere with the program requirements of their laboratory, department, school, institute, or center.
Vacation PayoutS
Postdoctoral Research Associates who have been employed by Brown for one year or more will receive a payout for unused vacation days when their employment ends, in accordance with Rhode Island law.
Please note:
- Vacation time earned in the same month as your termination date is not eligible for payout, in accordance with University policy.
- A PDRA earns two vacation days after each full month of employment. For example, to receive a payout for two days accrued in January, you must be employed on February 1.
- A payout may also occur when a PDRA moves into another position with a different vacation policy (e.g., a faculty title with no vacation allowance or a Postdoctoral Fellow appointment). Please consult your department if this may apply to you.
For additional details, see Article 18: Leaves of Absence and Time Off of the Collective Bargaining Agreement (CBA).
Last updated: January 29, 2026