HR3705 - Vacation Leave

1. Institutional Regulations
   1. Regular 9 Month and 12 Month Teaching Faculty shall be ineligible for Vacation Leave.
   2. All other Regular full-time employees shall be granted Vacation Leave as follows:
      1. 12 Month Counselors and Librarians shall be granted 25 days (200 hours) of Vacation Leave per fiscal year.
      2. 9 Month Counselors and Librarians and Administrative/Professional employees shall be granted 20 days (160 hours) of Vacation Leave per fiscal year.
      3. Support Staff, Confidential Clerical and Trail Point Support employees with 5 or less years of service shall be granted 15 days (120 hours) of Vacation Leave per fiscal year; with more than 5 years of service they shall be granted 20 days (160 hours) per fiscal year.
   3. All other Regular part-time employees shall be granted a prorated share of Vacation Leave based upon their FTE.
2. Procedure
   1. Vacation Leave Accrual
      1. Full-time 12 Month Counselors and Librarians shall accrue Vacation Leave at the rate of 16.67 hours per month.
      2. Full-time 9 Month Counselors and Librarians shall accrue at the rate of 13.33 hours per month over 12 months.
      3. Administrative/Professional employees shall accrue Vacation Leave at the rate of 13.33 hours per month.
      4. Full-time Support Staff, Confidential Clerical and Trail Point Support employees with 5 or less years of service shall accrue Vacation Leave at the rate of 10.00 hours per month; with more than 5 years of service they shall accrue at the rate of 13.33 hours per month.
      5. Vacation Leave shall accrue in any month in which the employee began employment on or before the 15th day of the month or terminated employment after the 15^th day of the month.
      6. Vacation Leave shall not accrue in any month in which an employee is on a Leave Without Pay (LWOP) for ½ of the month or more (i.e. from the 15th of the month on or through the 15^th of the month). If the employee goes on a Leave Without Pay and returns in the same month, Vacation Leave shall not accrue if the employee is on LWOP during 10 or more work days in the month.
      7. Vacation Leave may be carried over from one fiscal year to the next.
   2. Vacation Leave Usage
      1. Vacation Leave may only be used to the extent that it has been accrued.
      2. Newly hired Support Staff and Confidential Clerical employees may not use Vacation Leave until after they have completed 90 calendar days of their probationary period.
      3. Vacation Leave must be used in half or full day increments.
      4. Employees may not take more than 4 consecutive weeks of vacation leave at any one time. Supervisors are responsible for monitoring the 4 consecutive week maximum. In exceptional circumstances, at the recommendation of the supervisor and HR, the President may allow use of additional accrued Vacation hours beyond the max indicated in this section.
      5. In situations when an employee has exhausted medical leave either personally or for an immediate family member as defined by FMLA, an employee may request in writing the use of accrued Vacation Leave beyond the limits provided in B.4.
   3. Vacation Leave Approval
      1. Vacation Leave shall be requested and is subject to approval from the supervisor. The supervisor’s discretion to approve may include, but is not limited to, the following:
         1. Advanced Notice
         2. Coverage
         3. Workload
         4. Performance
         5. Unauthorized Absence
      2. Vacation usage shall be reported on the Employee Web Info System.
   4. Vacation Pay Out:
      1. In no circumstance will an employee be paid more than one year’s vacation accumulation upon separation from employment.
      2. Employee shall be paid in a lump sum.
      3. The employee’s accumulated leave shall be based on their last day at work.
      4. An employee terminating from a Specially Funded position shall receive pay for their Vacation Leave only if remaining funds are available from the position’s specific funding source.

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July 1, 2023