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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.