S E C T I O N 4 0 0 : L E A V E
Orig Date:
Last Rev:
Subsection .100: Vacation Leave
400.100 Vacation
Leave - Accrual
1. Full-Time: Full-time employees who are in pay status for fifty percent or more of a payroll period shall be credited with the following rates of vacation leave:
A. Exempt employees shall begin accruing vacation at the rate of 15 days (120 hours) per year prorated over all payroll periods to the nearest one-hundredth of an hour. An additional ½ day (4 hours) of vacation leave per year shall be accrued for each year of employment to a maximum rate of 22 days (176) hours per year.
B. Nonexempt employees shall begin accruing vacation at the rate of 12 days (96 hours) per year prorated over all payroll periods to the nearest one-hundredth of any hour. An additional ½ day (4 hours) of vacation leave per year shall be accrued for each year of employment, to a maximum rate of 20 days (160 hours) per year.
2. Part Time: Vacation leave for all part-time employees shall be allowed under the same conditions as for full-time non exempt employees and shall be accrued and computed on a prorated basis based upon the regular weekly hours. Additional vacation leave is not earned for “extra” or “substitute” hours which a part time employee may work.
3. Employees Who Do Not Accrue Vacation: Employees with temporary appointments of less than six months shall not be eligible to accrue vacation leave.
4. Posting: Vacation Leave will be posted to an employee’s account at the end of each payroll period in which the vacation hours are earned.
5. Maximum Accrual:
A. The maximum accrual of vacation hours for a full-time employee shall be 240 hours. The maximum accrual for part-time employees shall be prorated based upon regularly scheduled hours for the position. The maximum accrual will be reviewed on the employee’s anniversary date. If the accrued vacation leave is beyond the maximum allowed by regularly scheduled weekly hours, the balance will be decreased to the allowable maximum and the employee will not be compensated for the extra hours.
B. Employees may have administratively approved vacation accruals which exceed the maximum accrual for their current regularly scheduled weekly hours at the time of annual review due to a change in their schedule, reduction of regularly scheduled weekly hours, or inability to take vacation leave due to an administrative request. The employee will have one (1) year from the date of the personnel action to reduce the leave accrual to the maximum accrual for their current regularly scheduled weekly hours.
6. Vacation leave hours shall continue to accrue during the time an employee is absent on any paid leave or compensatory time off but shall not accrue during leave without pay.
400.105 Vacation Leave - Accrual - Hire Date - Anniversary Date
1. The date for beginning vacation accrual and accrual advancement will be the hire date.
2. If the employee was hired in a position not eligible for vacation benefits and is promoted or transferred to a position eligible for vacation benefits, the date for beginning vacation accrual will be the anniversary date for the new position.
3. If any employee is promoted or transferred to a position with a higher vacation accrual rate, the anniversary date will change and the new anniversary date will then be used to determine vacation accrual.
4. If the employee is transferred or demoted to a position with a lower vacation accrual rate, the anniversary date will change and the new anniversary date will then be used to determine vacation accrual.
5. Vacation accrual rate shall advance, on an annual basis, to the next increment for the full payroll period in which the employee’s hire or anniversary date occurs, which ever is appropriate until the maximum accrual rate for the position is reached.
400.110 Vacation Leave - Allowance
1. Delayed Use: No employee shall use or be compensated for earned vacation leave until satisfactory completion of the orientation/introductory period and appointment to regular employment status. EXCEPT
A. Employees in both orientation/introductory period and regular employment status may use vacation leave which has accrued as compensation for holiday time as soon as it has been earned.
B. Employees who are in an orientation/introductory period because of a transfer or promotion may use accrued vacation leave.
2. Vacation leave may be used in minimum units of one hour.
3. See also the section of this policy titled “Sick Leave - Allowance” (Section 400.210).
4. See also the section of this policy titled “Leave Without Pay” (Section 400.500).
5. See also the section of this policy titled “Holidays - Occurring During Paid Leave” (Section 400.030).
6. See also the section of this policy titled “Leave Due to Inclement Weather” (Section 400.320).
7. See also the section of this policy titled “Military Training Leave - Paid” (Section 400.315).
400.120 Vacation Leave - Reporting
1. All requests for regular vacation leave shall be made in writing to the supervisor and must be approved in advance of the effective date.
2. In granting requests for vacation leave, the supervisor shall give due regard to the needs of the employee, but may not be able to grant the vacation leave dates requested by an employee due, for example, to staffing needs.
400.130 Vacation Leave - Terminal
When an employee separates from employment by reason of resignation, layoff, dismissal, retirement, or death, unused accrued vacation shall be compensated by a single payment up to the maximum accrual for their regularly scheduled weekly hours. Note: The maximum accrual is 240 hours for a full time employee: EXCEPT, that any employee who terminates employment before the expiration of the orientation/introductory period shall not be compensated in either payment or time off for accrued vacation leave. Vacation leave which has accrued as compensation for holiday time shall be compensated by a single payment.