Guideline 4-8: Vacation

Salaried employees of the college whose regular employment status covers a period of 12 months are eligible for vacation leave each fiscal year. Additional work assignments or summer employment will not be used to compute earned vacation time, nor will previous part-time or hourly employment be used to compute years of service with the college for vacation purposes. Previous salaried employment with the college will be used to compute years of service for vacation purposes for those employees with a break in service, if the break in service is not longer than one year.

Eligible employees are credited with the total annual vacation accrual at the beginning of each fiscal year. For example, an employee accruing vacation at a rate of 6.67 hours per month will receive 80 hours in September for the up-coming fiscal year. The initial/beginning vacation balance for employees hired during the middle of a fiscal year is pro-rated based on the monthly accrual rate as shown in the following table for the number of months remaining in the fiscal year.

Length Of Service Vaction Days
First month of emplyment 6.67 hours per month through 8 years*
or 80 hours per year
Beginning 9th year 10 hours per month through 15th year*
or 120 hours per year
Beginning of 16th year 13.33 hours per month through 24th year*
or 160 hours per year
Beginning 25th year 16.67 hours per month or 200 hours per year
*Years of service must be full-time, continuous employment.

The anniversary date for determining the years of service with the college for vacation purposes shall be September 1 of the fiscal year. Those employees whose first date of employment is between September 1 and the first working day of March (inclusive) during a fiscal year shall have an anniversary date of September 1 of that fiscal year. Those employees whose first date of employment is after the first working day of March of a fiscal year will work for the remainder of that fiscal year plus the next fiscal year before receiving credit for one year of service for vacation purposes. On September 1 of the beginning of the ninth year with the college, an employee is eligible for 120 hours of vacation. On September 1 of the beginning of the sixteenth year of service with the college, an employee is eligible for 160 hours of vacation; likewise on September 1 of the beginning of the twenty-fifth year of service with the college, an employee is eligible for 200 hours of vacation.

New employees will receive credit for vacation purposes for their first month of employment only if they come to work the first working day of that month. Otherwise, for calculations of vacation hours, the first working day of the next month will be used. An employee who terminates will receive credit for the final month of employment if the last day worked is on or after the 15th of a month.

Vacation time accrues for each month actually worked. Eligible employees will not receive vacation credit for any month that they are not at work and not drawing a salary from the college.

The scheduling of vacations is a collaborative effort between the employee and supervisor and must be approved by the administration.  There will be times when the business needs of the college, registration for example, pre-empts the scheduling of vacations.  The administration will post these business times in advance to the extent possible for each business area. Employees may take vacation hours prior to actually having earned them, subject to the approval of their supervisor and the administration. However, they do so with the understanding that if they terminate prior to the end of the fiscal year, unearned vacation time taken will be deducted from his or her last payroll check.  Vacation requests in excess of three consecutive weeks, in addition to supervisor and administrative approval, must have prior approval of the campus president or appropriate Vice Chancellor for district employees.

Earned, unused vacation hours may be rolled over from one fiscal year to the next.  The maximum amount of vacation accrual an employee may have on the books may not exceed two times the amount eligible to be earned each year.  For example, an employee earning two weeks of vacation each year may have no more than four weeks on the books at any time; three weeks six, four weeks eight and so on.  Employees may be paid for vacation hours upon termination of employment, the lesser of one year’s accrual for the employee’s years of service or the actual balance of vacation hours at separation.  For purposes of vacation guidelines, “actual balance” is defined as carryover from one year to the next, plus current year’s accrual, prorated for the termination date.  For example, an employee earning a maximum of two weeks a year may be paid for only two weeks at separation, regardless of vacation hours on the books.

Employees funded by a grant must use all accrued vacation by the end of the grant funding year.

Vacation pay will be calculated at the prevailing work schedule and salary in effect for the employee at the time the vacation is actually taken. Employees who terminate and have unused, accrued vacation time, earned during the current fiscal year, will be paid for that time at their normal rate of pay.

Hourly employees that work for 12 months will not accrue vacation hours.

*The accounting period for vacation is September 1 – August 31 of the fiscal year , the payroll deadline in August is no longer the cut-off for carry-over.

(Re: Policy IV-E-12; Board of Trustees Policy Manual)

(Revised July 7, 2008)