Vacation time is accrued based on the benefits group, length of service, and average number of scheduled work hours per day for benefits eligible employees. Accruals are also pro-rated based on the employee's full-time equivalent (FTE), also known as percent full-time. It is intended that any vacation balance will not be used prior to the completion of six months of service.
3.9.12.1 Annual Vacation Allowance and Maximum Balance
The amount of vacation paid time away 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 I (Management Professional Job Group, Levels IV and V)
|
Months of Services |
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 |
Benefits Group II (All Job Groups and Levels EXCEPT Management Professional Level IV and V)
|
Months of Services |
Number of Days Per Year |
7.5 Hours Per Day: Annual Amount |
Maximum Balance |
8.O 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 |
The amount of vacation credited to an employee’s vacation balance may not cause the balance to exceed the hours granted in a 1.5 year period (maximum balance above). 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 the IC HR Cloud.
Employees who gain benefits eligibility on any date other than the start of the fiscal year will accrue vacation time based on the date of benefit eligibility.
3.9.12.2 Calculating Non-Standard Annual Vacation Rates
Prorated part time annual amount = (Full time annual amount) X (Scheduled annual work hours/Full time standard annual work hours)
EXAMPLE: (112.5 hours) X (1461 hours per year/1950 hours per year) = 84 hours per year.
3.9.12.3 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.
3.9.12.4 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.
Last Updated: Updated February 2021.