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
Employees are classified into one of two categories for vacation leave accruals: Classification A or Classification B. The employee’s classification category can be found on the Vacation Policy Classification Charts on the Human Resources website. Years of employment are based on the employee’s start date of full-time employment. Vacation leave is in addition to the normal scheduled college holidays.
Accrual of Vacation Leave
Vacation Leave for Classified Staff, Supervisors, and Professional Staff (Classification A)
Employees will accrue eighty (80) hours of annual vacation leave during their first three (3) years of employment. Employees will accrue one hundred twenty (120) hours of annual vacation leave for years four (4) through eight (8). Employees will accrue one hundred sixty (160) hours of annual vacation leave starting the ninth (9) year of employment and thereafter.
Vacation Leave for Administrators (Classification B)
Employees will accrue one hundred twenty (120) hours of annual vacation leave during their first three (3) years of employment. Employees will accrue one hundred sixty (160) hours of annual vacation leave starting the fourth (4) 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 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, personal, 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 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. For the remainder of their first year, the employee will accrue vacation leave according to their classification category.
In the event that a new employee separates from the college within the first six months, the employee will reimburse the college the advanced vacation pay (if taken) 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
3.12 – Employment Agreements and Voluntary Separation
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, revised11/28/23; and 05/01/2025.
Set to review in fiscal year 2026–2027.