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College-wide Policies

Vacation Leave and Accrual

Responsible office
Human Resources
Responsible party
Director of Human Resources
Last revision
June 2017
Approved by
The Cabinet
Approval date
November 2014
Effective date
June 2017
Last review
June 2017
Additional references
None

Scope

All financial and administrative policies involving community members across campus are within the scope of this policy. If there is variance between departmental expectations and the common approach described through college policy, the college will look to the campus community to support the spirit and the objectives of college policy.

Policy

Vacations are an important aspect of the college’s commitment to workplace excellence and staff are encouraged to take time off to refresh from the demands of work. Vacation accrual begins at the time of hire and is available for use as it is accrued, subject to supervisor approval.

All staff are encouraged to use their vacation in a timely fashion. Leave accrual stops once the maximum amount of 264 hours has been reached and will resume when the leave balance falls below the maximum amount.

All staff are paid for all accrued, unused vacation at termination of employment. 

Vacation Accrual for Hourly Staff   

Full-time 9-12-month hourly staff accrue vacation leave based on the number of hours paid and years of service.  

The following chart lists average vacation hours accrued per pay period based on a 2080 hours a year work schedule.  Accruals are prorated based on hours worked. Accruals increase at the beginning of the designated year. Maximum accrual is 264 hours.

Average Hours Per Pay Period

Hours Per Year

Days Per Year

Date of hire through Year 1

4

96

12

Year 2

4.33

104

13

3

4.67

112

14

4

5

120

15

5

5.33

128

16

6-7

5.67

136

17

8-9

6

144

18

10+

7.33

176

22

Hourly staff report leave taken at the same time they report regular hours worked using the online timesheet.  Vacation leave for hourly staff is reported in 15 minute increments.  The latest leave balance is listed on paycheck stubs.  Please contact the Payroll Office if your leave balance does not appear to be correct.

Vacation leave taken does not count toward the calculation of overtime. 

Vacation Accrual for Exempt Staff

Full-time 12 month exempt staff accrue 7.34 hours of vacation per pay period (176 hours, 22 days per year)  for a 2080-hours-a-year work schedule.  Accruals are prorated based on FTE. Maximum accrual is 264 hours.  Exempt staff who work less than 12 months do not accrue vacation leave.  

Exempt staff report leave by completing the online Leave Report.  Vacation leave for exempt staff is recorded in 4 hour increments. Leave balances are adjusted in the payroll period following the month in which leave is taken. 

 Procedures

All requests for vacation must receive prior approval by the supervisor.  

Paid vacation is limited to the time accrued and may not be taken in advance of accrual.

Consideration will be given to all requests for vacation time and the staff member’s preference will be respected whenever practical.  However, supervisors may deny vacation leave requests which conflict with the operation of the department or if the staff member does not have vacation leave available. 

Time off during block breaks or spring and fall break must be taken as vacation leave.

Procedures

All requests for vacation must receive prior approval by the supervisor.  

Paid vacation is limited to the time accrued and may not be taken in advance of accrual.

Consideration will be given to all requests for vacation time and the staff member’s preference will be respected whenever practical.  However, supervisors may deny vacation leave requests which conflict with the operation of the department or if the staff member does not have vacation leave available. 

Time off during block breaks or spring and fall break must be taken as vacation leave.