Vacation Leave Benefit

1. Eligibility 

All employees (other than faculty) at .50 FTE or more per year are eligible for paid vacation leave.  Employees who are at less than .50 FTE, temporary employees, and faculty are not eligible for paid vacation leave.  

2.  Vacation schedule

Full-time (with an FTE of 1.00) eligible employees will be given the appropriate amount of paid vacation per the following schedule; employees less than 1.00 FTE, or a 12 month full-time appointment will be prorated. Vacation hours remaining in the employee account will be surrendered at the end of each fiscal year*. 

Years of Service †     Number of vacation hours per fiscal year for full-time employees

Less than one year       Prorated based on employment date

1-4 years                      80 hours/10 days

5-9 years                      100 hours/12.5 days

10-14 years                  120 hours/15 days

15-19 years                  140 hours/17.5 days

20-24 years                  160 hours/20 days

25+ years                     200 hours/25 days

*Fiscal year is defined as July 1 – June 30 for exempt employees. Fiscal year is determined by the way the pay periods fall within the July 1 – June 30 time frame for non-exempt employees

√Years of service are credited at the end of each fiscal year.

†At the discretion of the division Vice President, in consultation with the Director of Human Resources, prior years of related professional service may be used to calculate years of service eligibility for the vacation leave benefit. 

4. General guidelines

  • All vacation must be scheduled with the employee’s supervisor; it is subject to supervisory approval, department staffing needs, and established departmental procedures. The supervisor reserves the right to deny approved or pre-approved vacation requests which may have an adverse effect on departmental operations.
  • All employees are responsible for recording their vacation in the college web-based time reporting system. Vacation taken will be charged against the employee’s account at the conclusion of the pay period in which it was taken for non-exempt employees and after the monthly salaried payroll for eligible exempt employees.
  • Regardless of the reason, non-preapproved absences will be monitored by the supervisor. If frequent absences are affecting the department operations and preventing the employee from meeting employment obligations, the college may take corrective action up to and including termination.      
    • Vacation may not be used for missed time because an employee reports to work late.  
    • Vacation is paid at the employee’s regular rate and is not part of any overtime calculation for non-exempt employees.
    • When vacation is used, an employee is required to request payment of vacation hours according to his or her regularly scheduled workday. For example, if an employee works a six-hour day, he or she would request six hours of vacation when taking that day off.  
    • If due to lack of work or through the scheduling of college events a non-exempt employee is not scheduled to work a full work week, the employee may use, but is not required to use, vacation to fill out his or her regular scheduled hours of work.
    • Vacation hours are not considered hours worked for purposes of calculating overtime.    

5. Absence without pay in lieu of vacation 

  • Employees who have vacation balances may not opt to take time off without pay in lieu of vacation for purposes of saving accrued vacation and may not exceed budgeted hours. Employees with insufficient vacation balances to cover requested periods of time off may be granted time off without pay at the discretion of the supervisor in consultation with the Director of Human Resources. 
  • Employees who are absent with insufficient vacation balances to cover the absence and do not have pre-approval from their supervisor may be subject to corrective action up to and including termination.

6. Time usage during worker’s compensation leave

  • Employees may use vacation hours for leave associated with a work-place injury provided the leave is not otherwise paid by the workers’ compensation carrier/system. Vacation benefits will not be paid for absences covered by workers’ compensation.

7. Ending employment

  • Vacation hours are not paid upon ending employment from the college. With approval of the supervisor, in consultation with the area Vice President, an employee may use vacation time after giving resignation notice.
    • Vacation cannot be used in lieu of proper notice.