Issued By: Human Resources
Effective Date: February 1968
Revised: April 1973; July 1978; March 1983; October 1986; July 1990; July 1993; April 1995; July 1998; May 2002; July 2003; August 2005; December 2009
Accrual Rate
Full-time salaried staff accrues vacation increments at the rate of 6.47 hours/biweekly pay period up to a maximum of 168 hours (21 days/rolling year). Salaried employees who work at least 9 months but less than 12 months will accrue vacation only during the months they work.
Part-time salaried staff and professional non-exempt staff working 50% or more of full-time and at least nine months per year accrue vacation at the above rate on a pro-rated basis according to the position's approved appointment percentage.
Hourly staff working 50% or more of full-time and at least nine months per year accrue vacation increments based on actual hours worked at the following rates:
- From the start of employment through year 4: 3.39 hours/bi-weekly pay period (.04 hours/hour worked) up to a maximum of 88 hours (11 days/rolling year).
- From the beginning of year 5 through year 9: 4.93 hours/bi-weekly pay period (.06 hours/hour worked) up to a maximum of 128 hours (16 days/rolling year).
- From the beginning of year 10 and over: 6.47 hours/bi-weekly pay period (.08 hours/hour worked) up to a maximum of 168 hours (21 days/rolling year).
Specific term employees accrue vacation according to their classification as either salaried or hourly.
The following employee classifications do not accrue vacation:
- Temporary staff
- Part-time staff working less than 50% of full-time
- Seasonal staff
- Casual staff
Vacation Leave Scheduling
Employees are required to arrange the starting and ending dates of vacation leave with their supervisors. It is the employee's responsibility to make vacation leave arrangements with the supervisor as far in advance as possible, to permit redistribution of work assignments. It is the supervisor's right to deny the employee's leave request based on work needs.
Employees are eligible to use accrued vacation leave at any time during their individual work year as long as they have prior approval from their supervisor. Vacation leave may be taken all at once or may be split into several shorter periods and taken on an as-earned basis.
Employees who have a work year of less than twelve months duration must take vacation leave during their work year. Vacation leave may not be used during the non-employed periods (e.g., the summer months for a nine-month staff position).
An employee may not substitute sick leave for prearranged vacation time off due to illness occurring while on vacation.
Maximum Amount of Accrued Vacation Leave
Once an employee accrues the maximum number of vacation leave hours, no additional vacation leave hours will be accrued until he/she has actually used vacation leave. The College will pay no compensation to offset the person's ineligibility to accrue additional vacation leave hours. For this reason, the College encourages all employees to take vacation leave regularly.
No more than the maximum number of hours of accrued vacation leave that an employee may accrue in one work year may be taken at any one time.
Vacations Deferred
In rare instances the College may request that a scheduled vacation leave be deferred to a later date. Supervisors must coordinate such deferral with the Head of Human Resources.
Reporting
The College's official vacation record-keeping system is maintained by the Payroll Office. In order to effectively administer the vacation leave policies, at the end of each pay period, each employee must report actual vacation time taken onto the College's online time reporting system. Food Service and Facilities hourly employees must report their actual vacation time usage on their dedicated department timekeeping system. Supervisors are responsible for verifying the accuracy of all information on their employees' reports.
Vacation leave hours will not be allowed to go into arrears unless due to extenuating circumstances as approved by the employee's vice president. Vacation arrears due to extenuating circumstances may not exceed 40 hours. Unapproved vacation hours taken in excess of the employee's available balance will not be paid. This situation will be reported to the employee's supervisor by the Payroll Office and may be considered a performance issue.
Termination
When a staff employee leaves the employ of the College, that person is entitled to receive payment for any remaining accrued vacation leave.