Vacation Policy For Employees Hired After 7/1/2019

Policy Statement

It is the policy of Alfred University to provide vacation time with pay, for eligible employees, as reward for past service and to furnish employees with sufficient relaxation and rest to enter the ensuing year mentally and physically refreshed. Policies and benefits described herein may differ for those groups covered by a collective bargaining agreement.


  1. Eligibility:
    1. All regular full-time and part-time non-faculty employees working at least half time (as defined by the normal work week for the position held) are eligible for vacation based upon the vacation plan applicable to their position, in accordance with their length of continuous service at Alfred University. Employees whose obligation is less than a 12 month period with no academic load or student obligation during academic break periods do not earn vacation.
    2. Non-Statutory full-time temporary employees, with a minimum of a one-year appointment (not cumulative: cannot add two six-month appointments to get a one-year appointment) will accrue 10 paid leave days, which can be used as vacation, sick or personal days with supervisory approval. Paid leave days for temporary employees will not be paid upon termination.
    3. All eligible newly hired or rehired regular employees shall begin accruing paid vacation time upon employment, but shall not receive vacation pay until satisfactorily completing the 3 month probationary period.
    4. Newly hired or rehired temporary statutory exempt employees are eligible for vacation accrual if their appointment is greater than 6 months in duration. If an employee is appointed for less than 6 months and an extension continues their employment beyond 6 months, they will become eligible to accrue beginning with the extension. Newly hired or rehired non-exempt temporary statutory employees with continuous service will begin accruing 6 months after their date of hire. Vacation for temporary employees will not be paid upon termination.
  2. Scheduling Vacation:
    1. Vacation days or periods shall be scheduled and used in accordance with University policy and the scheduling practices of the various departments, at the discretion of the supervisor.
    2. Vacation requests shall be submitted in writing to the supervisor or his/her designee in accordance with departmental policy. Requests for blocks of vacation should be submitted as far in advance as possible.
    3. No vacation time shall be paid prior to the date in which it is earned. 
  3. Vacation Accrual:
Eligible non-statutory hourly staff (non-exempt) employees shall earn paid vacation in accordance with the schedule below. The effective date for advancement in earned vacation is the employees anniversary of the date of hire. Part-time employees will accrue a pro-rated amount of vacation.
Clerical Full-Time & Hourly Professional Non Statutory (Non Exempt) – 70 Hours Bi- Weekly
Years of Service Days Hours Hours Accrued
0–1 year 10 70 2.70
2-5 years of service 15 105 4.04
6 years of service and beyond 20 140 5.39
Physical Plant Full-Time Non Statutory (Non Exempt) – 80 Hours Bi-Weekly
Years of Service Days Hours Hours Accrued
0–1 year 10 80 3.08
2-5 years of service 15 120 4.62
6 years of service and beyond 20 160 6.16
Temporary Non-Statutory – One-Year Appointment
Years of Service Days Hours Hours Accrued
Date of Hire 10 70 2.69
Non Statutory Administrators/Tech Spec (Exempt) – 70 hours Bi-Weekly
Years of Service Days Hours Hours Accrued
Date of Hire 20 140 5.39
Statutory Administrators/Tech Spec (Exempt) 75 hours Bi-Weekly
Years of Service Days Hours Hours Accrued
Date of Hire 20 150 5.77

For purposes of vacation accrual, the length of service shall be the length of continuous service since the employee’s date of hire (or adjusted service date in accordance with the Bridging Policy) in any position at Alfred University. Continuous service shall be credited regardless of whether employment was regular full-time or regular part-time.

All Statutory hourly employees that are subject to a Collective Bargaining Agreement should refer to your Union Handbook for your vacation structure.

  1. Accrual Banks:
    A bank of earned vacation hours for each employee shall be established and maintained by Human Resource Services. Pay period vacation accrual shall be credited to the employee’s bank of hours following each payday.
      1. Hourly employees: A maximum of 10 days during the first year, 15 days in years 2-5, and 20 days in year six and beyond will be allowed to carry over from the previous anniversary year. Accruals cease when the yearly total is reached and resume once vacation days are taken.
      2. Salaried employees: A maximum of 20 days in your bank at any time. Accruing will cease at 20 days until vacation time is used, then accruals will resume.

    Employees shall be permitted to take earned vacation time in full days or half day increments equal to the number of hours in the employees regularly scheduled shift in accordance with the guidelines of this policy.

    Paid time off for Vacation, Holiday, Jury Duty, Bereavement leave, or Military leave is considered as time worked for the purpose of the accrual of vacation time. Hours worked “on-call”, additional straight time, or overtime are not counted for accrual purposes.

    Non-statutory employees who are absent from work and are receiving disability, workers compensation or on approved unpaid leave of absence shall not accrue vacation time during the period of absence.

  2. Vacation Pay:

    Vacation pay is calculated at the employee’s regular base rate of pay as of the pay period immediately preceding the scheduled vacation. Vacation pay for non-statutory employees shall not include shift differential, or other differentials as may be applicable.

    Vacation pay shall not be granted in lieu of vacation time off and employees will not be allowed to work during vacation periods for the purpose of collecting additional pay.

    Employees will use vacation time when all accumulated sick time has been exhausted for Disability or absence due to illness.

  3. Vacation and Holiday:

    Whenever a paid holiday falls within an employees scheduled vacation period the employee shall receive that Holiday rather than charge vacation time.

  4. Vacation and Sick Leave and Bereavement:

    Whenever a personal illness or illness in the family occurs within an employee's scheduled vacation period the employee shall receive vacation time as was scheduled.

    Whenever a death in the family occurs within an employee's scheduled vacation period the employee shall receive bereavement leave in accordance with the bereavement leave policy.

  5. Terminal Vacation:

    Employees shall receive accrued "terminal vacation pay" at the time of separation, layoff, or reduction in regular scheduled hours to a non-benefit earning status. Terminal vacation payment shall include earned but unused vacation with a maximum payout of 5 days from the employee’s bank of vacation hours.

    Terminal vacation pay is granted to terminating employees if the eligible employee is separated under satisfactory conditions. Employees terminated for cause, or before the completion of the 90 day probationary period, are not entitled to terminal vacation benefits.

    The last day worked shall be regarded as the termination date. Terminal vacation pay shall be paid in the same manner as regular payroll checks and shall normally be paid on the first scheduled pay date following the last day of work.

    The allocation of terminal vacation pay shall not extend the effective date of an employee’s separation, layoff or change in hourly status.

    Upon termination of employment, Non-statutory Support Staff employees hired prior to January 1, 1990, will be granted the equivalent wages in lieu of ten days’ vacation at their current rate of pay, for vacation earned in their first year of employment.

Policy#: AU-HR-17.5
Original Effective Date: 7/1/19
Date Approved: 12/2018