ITHACA COLLEGE
POLICY MANUAL

VOLUME III
College-wide Faculty, Staff, and Administration Employment and Benefits Policies

3.9 Employee Benefits

General -- Accrual Records -- Holidays -- Vacation -- Personal Leave -- Medical Leave --
Leaves of Absence -- Flexible Benefit Plan -- Retirement Plan -- Educational Benefits -- Other

3.9.12 Time Off Benefits (Vacation) (Staff Employees Only)

Employees who are eligible for College benefits accrue vacation. Employees are not entitled to use accrued vacation until they have completed six months of service. (See section 3.9.10 for information on keeping accrual records.)

3.9.12.1 Vacation Accrual Rate

An employee's accrual rate is based on the benefits group, length of service, and average number of work hours per day. (See section 3.9.3.1 for instructions on calculating the length of service used in determining the accrual rate.) For most employees the average workday will be 7.5 or 8.0 hours. The illustration in this section shows the monthly and yearly accrual rates, at different lengths of service, for employees who work 7.5-hour days (37.5-hour weeks) and employees who work 8.0-hour days (40-hour weeks).

If an employee works other than a 37.5- or 40.0-hour week, the monthly accrual rate should be calculated according to the formula given in section 3.9.12.2.1. If the employee works a non-standard schedule, use the average number of hours the employee is estimated or scheduled to work to calculate the accrual rate. It may be necessary to recalculate the accrual rate and reconcile this with the employee's accrual record at the end of the fiscal year, or any time during the year it seems necessary, if an employee's actual hours worked fluctuated significantly from the number estimated or scheduled to work.

Some staff positions, which are scheduled for less than 12 months, do not accrue vacation.

3.9.12.2 Chart of Standard Accrual Rates According to Benefits Group

Benefits Group III (Grades 1-9)

Months Of Service	Accrued Days Per Year	7.5 Hours Per Day: Monthly Accrual Rate	7.5 Hours Per Day: Annual Accrual Rate	8.0 Hours Per Day Monthly Accrual Rate	8.0 Hours Per Day: Annual Accrual Rate
1 - 36 Months	10 Days	6.25 Hours	75.0 Hours	6.67 Hours	80 Hours
37 - 120 Months	15 Days	9.38 Hours	112.5 Hours	10.0 Hours	120 Hours
121 - 240 Months	20 Days	12.5 Hours	150 Hours	13.33 Hours	160 Hours
241 Months +	25 Days	15.63 Hours	187.5 Hours	16.67 Hours	200 Hours

Benefits Group II (Grades 10-16)

Months Of Service	Accrued Days Per Year	7.5 Hours Per Day: Monthly Accrual Rate	7.5 Hours Per Day: Annual Accrual Rate	8.0 Hours Per Day Monthly Accrual Rate	8.0 Hours Per Day: Annual Accrual Rate
1 - 120 Months	15 Days	9.38 Hours	112.5 Hours	10.0 Hours	120 Hours
121 - 240 Months	20 Days	12.5 Hours	150 Hours	13.33 Hours	160 Hours
241 Months +	25 Days	15.63 Hours	187.5 Hours	16.67 Hours	200 Hours

Benefits Group I (Grades 17-27)

Months Of Service	Accrued Days Per Year	7.5 Hours Per Day: Monthly Accrual Rate	7.5 Hours Per Day: Annual Accrual Rate
1 - 240 Months	22 Days	13.75 Hours	165.0 Hours
241 Months +	25 Days	15.63 Hours	187.5 Hours

3.9.12.2.1 Formula for Calculating Non-Standard Monthly Vacation Accrual Rates

a. Calculate the 12-month accrual total:

b. Convert the 12-month total into a monthly rate:

The monthly accrual for an employee who works an average of 6.5 hours a day and receives two weeks vacation per year (10 days) would be 5.42 hours.

3.9.12.3 Recording Vacation Accrual and Usage

Vacation accrual and usage should be recorded monthly on the forms provided for that purpose. (See reference link for accrual sheets at www.ithaca.edu/hr/acm/accrualForm.pdf.) Vacation usage for non-exempt employees should be taken directly from the time report form. Records should be updated monthly and should be reviewed and initialed by both the supervisor and the employee to verify that they agree. Departments should be sure that accrual rates change during the appropriate month when an employee's length of service reaches the next level.

See additional information in section 3.9.10.

3.9.12.4 Scheduling Vacations

Vacation may not be taken in advance of accruing it. A new employee may not take vacation until after the completion of six months of employment. All vacation must be approved by the supervisor in advance and scheduled at the mutual convenience of the employee and the department.

Vacation accrual may not exceed the hours earned in an 18-month period. Once this limit is reached the employee stops accruing until accrued vacation is less than the limit. Vacation is intended to provide time off for rest and relaxation; therefore, employees may not receive pay instead of taking vacation time.

When a holiday observed by the College falls within an approved vacation period, the holiday is not considered vacation. If an employee is on vacation when the College declares a paid emergency closing, the employee may not convert the vacation time to emergency closing time.

The College does not make advance payments to employees going on vacation, but employees may wish to use the direct-deposit option.

3.9.12.5 Vacation Payment at Termination

At termination of employment, the employee will receive the accrued vacation and personal leave in a single, lump sum payment, provided the employee successfully completed their probationary period and a minimum of six months of employment, and gave the required amount of termination notice. It is the supervisor's responsibility to properly calculate the vacation and personal leave accrual balances and enter the amounts in the comments section of the personnel action form; a copy of the final accrual record must also be attached. (See Volume V, section 5.7 and the Parnassus HR/Payroll documentation at www.ithaca.edu/hr/hrinfo.)

April 1, 2003