3.67 – Vacation Leave and Usage
A. Purpose
To establish standards for vacation leave at the college.
B. Policy
The college provides vacation leave for twelve-month full-time employees, consistent with the standards set forth in this policy.
C. Procedures
Accrual of Vacation Leave
Employee classifications (Classifications I, II, III) for vacation leave accrual purposes can be found on the employee’s annual employment agreement and/or the full-time administration & staff salary schedule link on the Office of Human Resources website.
Vacation Leave for Classified Staff (Classification I)
During the first five (5) years of employment, classified staff will be allowed eighty (80) hours annual vacation in addition to the normal college holidays scheduled; starting the sixth (6) year of employment, one hundred twenty (120) hours per year for the next seven (7); and one hundred sixty (160) hours per year starting the 13th year of employment and thereafter. The calculation of years of employment is based on the employee’s date of full-time employment.
Vacation Leave for Supervisors, Executive and Professional Staff (Classification II)
During the first three (3) years of employment, supervisors, executive and professional staff of the college will be allowed eighty (80) hours annual vacation in addition to the normal college holidays scheduled; starting the fourth (4) year of employment, one hundred twenty (120) hours per year for the next five (5) years; and one hundred sixty (160) hours per year starting the ninth (9th) year of employment and thereafter. The calculation of years of employment is based on the employee’s date of full-time employment.
Vacation Leave for Administrators (Classification III)
During the first two (2) years of employment, administrators of the college will be allowed eighty (80) hours annual vacation in addition to the normal college holidays scheduled; starting third (3) year of employment, one hundred twenty (120) hours per year for the next three (3) years; and one hundred sixty (160) hours per year starting the sixth (6th) year of employment and thereafter.
A maximum of two hundred forty (240) hours vacation leave may be accrued and carried forward to the next fiscal year.
Upon separation of employment or death, the college will pay the employee all unused accrued vacation leave at the current rate to up to a maximum of 240 hours. An employee must provide appropriate notice of resignation in order to receive payment for accrued vacation time.
Employees will not accrue vacation leave for a calendar month if they are absent from work 80 hours or more using sick or unpaid leave during that month.
Employees who terminate employment or retire from the college will earn vacation in the month of termination/retirement provided that the employee’s last day of work is on the 15th or later in the termination/retirement month. Employees will not earn any hours of vacation if their last day of work is prior to the 15th day of the month in which they terminate/retire. Partial monthly accruals are not allowed.
Use of Vacation Leave
Employees should make vacation requests for one week or more to the appropriate supervisor at least two weeks in advance. In the absence of the appropriate supervisor, all vacation requests shall be submitted in advance to the appropriate Vice Chancellor for approval.
Vacation approval is contingent upon work completion and needs of the college.
Vacation leave shall be charged in half-hour increments.
Vacation Advancement for New Hire
New employees will be advanced one week (40 hours) of vacation at hire for use during their first year of full time employment. They will accrue at a rate that is equal to the amount of vacation allowed for the remainder of their first year.
In the event that a new employee separates from the college within the first six months, employee will reimburse the college the advanced vacation (if taken) pay beyond the amount they would have normally accrued. If the employee separates from the college within the first year, any advanced vacation hours beyond the normal accrual will not be eligible for payout.
D. Definitions
N/A
E. Authority
This policy and these procedures are maintained under the authority of the executive vice chancellor for administrative services.
F. Related Policies
N/A
G. Implementation
Policy approved and adopted by the Board of Trustees on 11/12/2001; revised 11/11/2002; 1/1/2008; and 2/10/2020.
Purpose, Procedures, Definitions, Authority, and Related Policies sections approved and adopted by the Cabinet on 1/28/2020, revised on 11/28/23.
Set to review in fiscal year 2026–2027.