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Policies and Procedures Manual: Vacation for Administrators and Staff

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Policy Statement

Vacation is structured to provide flexibility for the employee while maintaining the ongoing needs of the University.

A vacation week is considered five working days.  At least one week of an employee's annual vacation must be taken as a block of five consecutive days.

The immediate supervisor will attempt to accommodate each employee's requested vacation schedule, but must schedule vacations in such a way as to ensure appropriate staffing.  Employees must request vacations of less than one week at least two weeks in advance, and of a week or more, thirty days in advance when possible.  Vacation may not be scheduled as part of the resignation or retirement notice.  Exceptions to these notification requirements may be approved by the immediate supervisor.

Regular, full- and part-time employees whose annual schedule is twelve months are eligible for vacation benefits.  No other employees are eligible for this benefit.  The number of days to which employees are entitled varies by employee classification and by length of service.  Years of service are measured on the University's fiscal year, July 1 to June 30, and vacations accrued as of a particular July 1 must be used before the next June 30.  However, employees are allowed to carry five days past June 30 of each year, to be used by September 30 of that year.  No other days may be carried into another fiscal year and unused days are not paid out to the employee.  Vacation benefits are as follows:

               Executive Officers and Vice Presidents

                      On date of hire         five weeks
                      Annually on July 1     five weeks

            Academic Deans

                      On date of hire         four weeks
                      After 3 years            five weeks

                Assistant Vice Presidents and Dean of Students

                       On date of hire         15 days
                       after 1 year              16 days
                       after 2 years            18 days
                       after 3 years            20 days
                       after 4 years            21 days
                       after 5 years            23 days
                       after 6 years            25 days

               Administrative and professional employees
                            (exempt, full-time, regular)

             after 6 months of service       5 days
             after 1 year                        15 days
             after 2 years                       17 days
             after 3 years                       18 days
             after 4 years                       19 days
             after 5 years                       20 days
             after 6 years                       21 days
             after 7 years                       22 days
             after 8 years                       23 days
             after 9 years                       24 days
             after 10 years                     25 days

                 Hourly rate employees
                         (nonexempt, full-time, regular)

             after 6 months                      5 days
             after 1 year                          10 days
             after 2 years                        12 days
             after 3 years                        13 days
             after 4 years                        14 days 
             after 5 years                        15 days
             after 6 years                        16 days
             after 7 years                        17 days
             after 8 years                        18 days
             after 9 years                        19 days
             after 10 years                      20 days
             after 11 years                      21 days
             after 12 years                      22 days
             after 13 years                      23 days
             after 14 years                      24 days
             after 15 years                      25 days

               Administrative and professional employees
                         (nonexempt, part-time)

Using a 35-hour week as standard, part-time employees receive a pro-rated allotment of days based on the full-time allotment.  Each pay day is based on the employee’s normal work day.

Formula:  Part time hours worked ÷ 35 hours x vacation allotment.

For example, a 5-year employee who is regularly scheduled to work 4 hours a day, 20 hours per week, will receive 8.5 days of vacation each year payable at 4 hours per day.

Employees who transfer from part time to full time will receive the vacation allotment for one year of service on the subsequent July 1.  A transitional amount of days will be given at the time of the transfer.  If by way of transfer an employee will lose vacation benefits, e.g., from full time to part time or from professional staff to hourly staff, the lower benefit will be applied on the subsequent July 1.

All vacation time will be recorded in hours based on the individual employee’s scheduled work week (i.e., 35 hours, 37.5 hours or 40 hours/week).  Exempt employees are scheduled at 35 hours/week.


Related Policies



History

07/01/91 - Reaffirmed with publication of Personnel Manual
03/31/95 - Revised to clarify benefit for administrative personnel
11/06/98 - Revision approved as recommended by University Committee on Policy
01/30/06 - Cyclical review approved
10/10/12 - Revision approved by the President as recommended by the Policy Committee of the University


Mary T. Gardier Paterson, Esquire | Secretary of the University | paterson@marywood.edu