Holidays & Paid Time Away (PTA)

2013 - 2014 Holiday Schedule

Holiday Date(s)
Spring Holiday Monday, March 11, 2013
Memorial Day Monday, May 27, 2013
Independence Day Thursday, July 4, 2013 
Labor Day Monday, September 2, 2013
Thanksgiving Thursday, November 28, 2013 thru Friday, November 29, 2013
Winter Holiday Break Tuesday, December 24, 2013 thru Wednesday, January 1, 2014
(The College will reopen on Thursday, January 2, 2014)
Spring Holiday Monday, March 10, 2014
Memorial Day Monday, May 26, 2014
Independence Day Friday, July 4, 2014
Labor Day Monday, September 1, 2014
Thanksgiving Thursday, November 27, 2014 thru Friday, November 28, 2014
Winter Holiday Break Wednesday, December 24, 2014 thru Friday, January 2, 2015
(The College will reopen on Monday, January 5, 2015)

 

Vacation, Medical, and Personal Leave For Staff/Administrators Only

 

It is the responsibility of the supervisor and the employee to maintain accurate Paid Time Away records for vacation, medical, and personal leave, whether exempt or non-exempt.

Entitlement for vacation, medical, and personal leave is determined by the employee's average work hours per day, and/or benefits group, and/or length of service. All staff/administrators and their supervisors are responsible for recording PTA usage on a per payroll basis.

Work in temporary employment or a summer assignment is not considered a primary, benefits eligible position.

Paid Time Away may be used in any unit of time. Additionally, exempt employees who have exhausted all accruals will not have pay deducted for any approved absences of less than one day.

Vacation

Personal Leave

Medical Leave

 

Paid Time Away Benefits - Vacation (for Staff/Administrators Only)


Vacation time is front loaded as of the date of eligibility and at the beginning of each fiscal year thereafter for benefits eligible employees. It is intended that any vacation balance will not be used prior to completion of the probationary period.

Annual Vacation Allowance and Maximum Balance 

[ Return to Section Index ]

The amount of vacation time an employee is granted is based on the benefits group, length of service, and average number of scheduled work hours per day. For most employees the average workday will be 7.5 or 8.0 hours. The chart below shows the amount of vacation time granted on a yearly basis, 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).


Benefits Group II (Pay Bands A-J, RG, TJ and TK)

Months Of Service  Number of Days Per Year 7.5 Hours Per Day: Annual Amount Maximum Balance 8.0 Hours Per Day: Annual Amount Maximum Balance
1 - 120 Months 15 Days 112.5 Hours 168.75 Hours 120 Hours 180 Hours
121 - 240 Months 20 Days 150 Hours 225 Hours 160 Hours 240 Hours
241 Months + 25 Days 187.5 Hours 281.25 Hours 200 Hours 300 Hours

Benefits Group I (Pay Bands K-O)

Months Of Service Number of Days Per Year 7.5 Hours Per Day: Annual Amount Maximum Balance
1 - 240 Months 22 Days 165.0 Hours 247.5 Hours
241 Months + 25 Days 187.5 Hours 281.25 Hours

 The amount of vacation credited to an employee’s PTA balance may not cause the balance to exceed the hours granted in a 1.5 year period. Vacation is intended to provide time off for rest and relaxation; therefore, employees may not receive pay instead of taking vacation time.
 

If an employee works other than a 37.5- or 40.0-hour week, the amount of vacation time granted will be calculated according to the formula given below. If the employee works a non-standard schedule, the annual percent of full-time the employee is scheduled to work will be used to calculate the amount. The amount will be based on the scheduled work hours recorded in Parnassus as of the beginning of the fiscal year for which the vacation leave is being frontloaded.

Employees who gain benefits eligibility on any date other than the start of the fiscal year will have the annual vacation allowance pro-rated based on the date of benefit eligibility as follows:

Date of Benefit Eligibility Pro-ration Amount
June 1 – September 30 Full Annual Allowance
October 1 – January 31 2/3 Annual Allowance
February 1 – May 31 1/3 Annual Allowance

 

Calculating Non-Standard Annual Vacation Rates

[ Return to Section Index ]


Prorated part time annual amount =

( Full time annual amount ) X ( Scheduled annual work hours / Full time scheduled annual work hours )

EXAMPLE: (112.5 hours) X (1461 hours per year/1957.5 hours per year) = 84 hours per year

 

Recording Vacation Paid Time Away Usage

[ Return to Section Index ]

 

 Vacation usage should be recorded on a per payroll basis. Employees may not receive pay instead of taking vacation leave.

 

Scheduling Vacation

All vacation leave must be approved by the supervisor in advance and scheduled at the mutual convenience of the employee and the department.

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.

 

Vacation Payment at Termination

At termination of employment, the employee will receive any vacation balance up to the maximum allowed provided the employee successfully completed their probationary period and gave the required amount of resignation notice.

[ Return to Top of Section]


Paid Time Away Benefits - Personal Leave (for Staff/Administrators Only)

Personal leave is front loaded as of the date of eligibility and at the beginning of each fiscal year thereafter for benefits eligible employees. It is intended that any personal balance will not be used prior to completion of the probationary period.

Annual Personal Leave Allowance

All employees are entitled to three times the number of hours in the employee’s average workday. Therefore, an employee who works 37.5 hours per week (7.5 hours X 5 days) and works 12 months of the year is entitled to 22.5 hours of personal leave each fiscal year.

Employees in benefits group I have no specified amount of personal leave. However, under normal circumstances, an employee in group I will not exceed the three-day entitlement for employees in group II. Due to the level of responsibility and the accompanying demands on employees in group I, these individuals are often working even though they are away on medical or personal leave. Therefore, the president and executive officers may authorize time beyond the standard entitlement. If the circumstances warrant special consideration, the College (not the employee) determines how to specify the "unspecified" amount.

Employees who gain benefits eligibility on any date other than the start of the fiscal year will have the annual personal leave allowance pro-rated based on the date of benefit eligibility as follows:


Date of Benefit Eligibility
Pro-ration Amount
June 1 – September 30 Full Annual Allowance
October 1 – January 31
2/3 Annual Allowance
February 1 – May 31 1/3 Annual Allowance

 

Calculating Non-standard Annual Personal Leave Allowance

For an employee who works less than 12 months, the amount of personal leave granted will be calculated according to the following formula.

Prorated part time annual amount =

( Full time annual amount ) X ( Scheduled annual work hours / Full time scheduled annual work hours )

Example: (22.5 hours) X (1000 hours/1957.5 hours) = 11.5 hours

 

Recording Personal Leave Usage

Personal leave usage should be recorded on a per payroll basis. Employees may not receive pay instead of taking personal leave.

Personal leave does not accumulate; therefore, any hours that are unused from one fiscal year to the next are forfeited.

 

Scheduling Personal Leave

Personal leave may be used for personal convenience, religious observance, weather conditions, care of family members who are ill, etc. Unless it is an emergency, arrangements to take personal leave must be approved in advance by the immediate supervisor. Except in special circumstances, personal leave should not be authorized during the first six months of employment.

 

Personal Leave Payment at Termination

No personal leave accumulation will be paid at termination.

Paid Time Away Benefits – Medical Leave (Staff/Administrators Only)

Medical leave is granted on the first date of eligibility and at the beginning of each fiscal year thereafter. Medical leave may be used immediately upon eligibility. Medical leave is intended to provide the security of continued income when an employee is absent due to illness or injury. Medical leave may only be used when the employee is unable to perform the employee's duties because of illness or injury, or for medical or dental appointments that cannot be scheduled outside of working hours.

If any employee is absent due to illness or injury for seven or more consecutive calendar days (not necessarily work days), the medical leave benefit must be coordinated with New York State disability or Workers' Compensation. The supervisor must contact the Office of Human Resources to begin this process as soon as it becomes apparent that the employee will be absent for seven or more consecutive calendar days.

Annual Medical Leave Allowance and Maximum Balance (Based on full time schedule)

Number of Days Per Year 7.5 Hours Per Day: Annual Amount Maximum Balance 8.0 Hours Per Day: Annual Amount Maximum Balance
12 Days 90 Hours 900 Hours 96 Hours 960 Hours

The amount of medical leave an employee is granted is based on the average number of scheduled work hours per day and the number of months worked in the fiscal year. For most employees the average workday will be 7.5 or 8.0 hours. The chart in this section shows the amount of medical leave granted on a yearly basis, for employees who work 7.5-hour days (37.5-hour weeks) and employees who work 8.0-hour days (40-hour weeks).

Employees in Benefits Group I have an unspecified number of medical leave. However, under normal circumstances, an employee in group I will not exceed the allowance granted to employees in group II. Due to the level of responsibility and the accompanying demands on employees in group I, these individuals are often working even though they are away on sick or personal leave. Therefore, the president and executive officers may authorize time beyond the standard entitlement granted. If the circumstances warrant special consideration, the College (not the employee) determines how to specify the "unspecified" amount.

Employees who gain benefits eligibility on any date other than the start of the fiscal year will have the annual medical leave allowance pro-rated based on the date of benefit eligibility as follows:

Date of Benefit Eligibility Pro-ration Amount
June 1 – September 30 Full Annual Allowance
October 1 – January 31 2/3 Annual Allowance
February 1 – May 31 1/3 Annual Allowance

 

How to Calculate and Record Usage of Medical Leave

When an employee uses medical leave, the appropriate amount should be reported in the week in which it is taken.

No medical leave accumulation will be paid at termination.

 

Use of Medical Leave

Employees will not be paid for more medical leave than they have accumulated. Generally, if an employee is ill and has no medical leave left, with the agreement of the employee, any personal and/or vacation balances will be used to cover the absence prior to going on an unpaid leave.
If an employee who is not on New York State disability or Workers’ Compensation and has no medical leave balance and wants to use vacation leave to cover an illness of short duration, such use of vacation leave is granted at the discretion of the supervisor.
If an employee works a varied number of hours each day, a debit is charged against medical leave for the number of hours scheduled for the day or days of sickness.

Abuse of medical leave privileges is cause for disciplinary action up to and including suspension or dismissal. It is the responsibility of supervisors to explain the use of medical leave and to make sure it is used for valid reasons only. The College reserves the right to require proof for all absences for illness. While the supervisor generally need not require proof of illness, if there is a regular pattern of short-term absences or abuse of the benefit is suspected, proof should be required. It is the responsibility of supervisors to be consistent in monitoring absences and supervisors should consult with the Office of Human Resources prior to taking written disciplinary action.

Employees are required to notify their supervisor within the first hour of the work period if they will be absent due to illness or injury or as soon after as possible. If an employee does not give proper notification or does not provide proof, if requested, the supervisor may deny use of medical leave accrual.

The College reserves the right to require a physician's statement indicating an employee returning from medical leave is fit to resume the employee's responsibilities. If the supervisor is uncertain whether the employee is fit to return, the supervisor should consult with the Director of Employee Benefits.

 

Use of Medical Leave to Care for Immediate Family (Staff /Administrators Only)

In addition to the College's unpaid leave of absence policy, and in recognition of the difficult roles which employees must sometimes assume in caring for children, parents, and other dependents, the College will allow employees to use up to five days (per fiscal year) of their medical leave balance for the care of members of their immediate family who are ill. Immediate family is defined as parents (also foster and step-parents), children, spouse, qualified domestic partner, brothers and sisters, in-laws (including parents and children), grandparents and grandchildren. This policy is also applicable to the care of a relative or other individual who is a permanent member of the household.

 

Medical Leave Payment at Termination

No medical leave balance will be paid at termination.