As a follow-up to our February 3, 2026 communication, the transition to an accrual-based vacation system in Workday is now complete as of April 16, 2026. Postdoctoral Research Associates (PDRAs) accrue vacation time at a rate of two days per full month worked, beginning October 2025. Your Workday balance should reflect this accrual.

VACATION Accrual OVERIEW

Postdoctoral Research Associates (PDRAs) accrue vacation time at a rate of two days per full month worked.

Please note:

• PDRAs may accrue up to 22 days at any given time, with an annual maximum of 24 days (consistent with other University employees).
• Once you reach 22 days:
  • No additional vacation time will accrue until time is used.
  • Missed accrual cannot be recovered in a later period.
• Vacation does not accrue during unpaid periods, including unpaid leaves of absence.
• Vacation time may be used as it is earned; however, you may not borrow against future accruals.

PDRAs, faculty mentors, PIs, and department administrators are encouraged to monitor balances to support appropriate usage.

Logging Vacation Time in Workday and Vacation Scheduling Standards

All Postdoctoral Research Associates are required to log vacation time in Workday. Please refer to the following step-by-step instructions for requesting time off in Workday:

Important reminders:

• Vacation time does not need to be applied to University holidays or Winter Break.
• All vacation requests should be submitted in advance to your faculty mentor, Principal Investigator, department chair, or dean and are subject to approval based on the program requirements of their laboratory, department, school, institute, or center.
• Vacation time should not be applied toward approved travel days for conferences or other professional development activities.

Vacation PayoutS

Postdoctoral Research Associates employed by Brown for one year or more are eligible for a payout of unused vacation time upon separation, in accordance with Rhode Island law.

Please note:

• Vacation accrued in the month of termination is not eligible for payout, per University policy. For example: To receive payout for January accrual, you must be employed on February 1.
• A payout may also occur when transitioning to a role with a different vacation policy (e.g., faculty appointment or Postdoctoral Fellow position). Please consult your Department Administrative Manager if applicable. For example, when a Postdoctoral Research Associate transitions to a Postdoctoral Fellow appointment, they receive a payout for any unused vacation days if they have been employed by Brown for one year or more, and their vacation balance in Workday will reset.

For additional details, see Article 18: Leaves of Absence and Time Off of the Collective Bargaining Agreement (CBA). 

Last updated: April 17, 2026