735.0 Vacation Time

P-735.0 The College provides vacation time as an employment benefit to regular full-time and part-time staff hired to work a minimum of twenty (20) hours per week. Project based employees are not eligible for vacation time.
Pr-735.0.1 Supervisors have the responsibility to maintain adequate staffing levels and have the authority to limit the approval of vacation time requests in order to meet operational needs. Therefore, employees are expected to request vacation at least two weeks in advance. Requests will normally be granted as long as the request does not seriously affect the College’s operations.
Pr-735.0.2 Vacation time begins accruing on the first day worked in an eligible position as described in P-735.0; however, employees are not entitled to use this time or have it paid out at separation unless an employee completes the Introductory Period.
Pr-735.0.3 Vacation time can be used in 1/4 hour or greater increments. Increments of less than 1/4 hour may be allowed in situations in which there is an approved leave of absence, such as leave under the Family and Medical Leave Act (FMLA). Only accrued vacation time may be taken. The College does not allow employees to use vacation time in excess of their accrual balance. Upon separation from the College, any unused vacation time will be paid to employees, at their current rate of pay, in their last paycheck issued by the college.
Pr-735.0.4 In the event of an illness or injury that is covered by worker’s compensation insurance, vacation time usage may not apply.
Pr-735.0.5 Eligible employees accrue vacation time on the number of hours paid each pay period, up to the maximum hours they were hired to work in a pay period.

• For 80 hour bi-weekly pay period, non-exempt support staff:
Years of Bi-Weekly Total Accrual Employment Accrual Rate Per Year
 in hoursin days
(a) Less than five (5) years 3.70 hours 12 days
(b) Five (5) to ten (10) years 5.23 hours 17 days
(c) Ten (10) years or more 6.77 hours 22 days

Support staff hired to work less than 80 hours in a bi-weekly pay period will accrue vacation time using the formula below, based on the hours they were paid in each pay period, up to the maximum hours they were hired to work. ((a.)(b.)(c.) refers to above years of employment)

(a) .0462 times the number of hours paid in pay period
(b) .0654 times the number of hours paid in a pay period
(c) .0846 times the number of hours paid in a pay period

• For 80 hour bi-weekly pay period, professional/technical staff:

Years of Bi-Weekly Total Accrual Employment Accrual Rate Per Year
 in hoursin days
(d) Less than five (5) years 4.61 hours 15 days
(e) Five (5) years or more 6.77 hours 22 days

Professional/technical staff hired to work less than 80 hours in a bi-weekly pay period will accrue vacation time using the formula below, based on the hours they were paid in each pay period, up to the maximum hours they were hired to work. ((d.)(e.) refers to above years of employment)

(d) .0577 times the number of hours paid in a pay period.
(e) .0846 times the number of hours paid in a pay period.

• For 80 hour bi-weekly pay period, exempt administrative staff:

Years of Bi-Weekly Total Accrual Employment Accrual Rate Per Year
 in hoursin days
(f) From date of hire 6.77 hours 22 days

Administrative staff hired to work less than 80 hours in a bi-weekly pay period, will accrue vacation time using the formula below based on the hours they were paid in each pay period up to the maximum hours they were hired to work. ((f.) refers to above years of employment)

(f) .0846 times the number of hours paid for in a pay period.

MAXIMUM ACCRUALS FOR 80 HOUR BI-WEEKLY EMPLOYEE: 352 HOURS (44 DAYS)

(Staff hired to work less than 100% FTE (80 hour bi-weekly payroll) maximum accruals are determined by taking the full-time maximum of 352 hours times their FTE % – example: if 80% (64 hour bi-weekly payroll employee), take 352 hours times .80 = 282 hours maximum hours)

Pr-735.0.6 Effective at the beginning of the 2015/2016 fiscal year, in the event a staff member reaches their maximum accrual amount of vacation, rather than forfeit additional accrual, the amount that would be forfeited will be converted to Personal Time and added to the staff member's available Personal Time balance. Personal Time balances that are unused by June 30th of each year are forfeited. See Personal Time P-770.2.
Policy Code Key
P Policy PR Procedure D Definition S Supplement

Content Owner: Donna Davis— ddavis@stchas.edu
Page Updated by: Julie Parcel
Date Issued:
Date Revised: 08/15/06, 11/27/12, 07/15/14, 07/07/15