Vacation Policy

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.

 

Procedure

  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. However, where unusual circumstances or personal situations require paid vacation time, an employee may request approval in writing, to have the time paid in advance of when it is earned. The Director of Human Resources will consult with the supervisor to make a determination. The first two years that this policy is in effect, July 1, 2006 through June 30, 2008, will require no such written request to use vacation time in advance of accrual up to the annual accrual amount.
  3. Vacation Accrual:
    1. Eligible non-statutory support 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 – 70 Hour Bi- Weekly Work Week
      Length of Service: VACATION ACCRUAL
      Annual Pay Period
      Days Hours Hours Accrued
      0-1 year 5 35 1.35
      Upon attaining 1st anniversary 15 105 4.04
      Upon attaining 3rd anniversary 20 140 5.38
      Upon attaining 15th anniversary 25 175 6.73
      Physical Plant Full-Time – 80 Hour Bi-Weekly Work Week
      Length of Service: VACATION ACCRUAL
      Annual Pay Period
      Days Hours Hours Accrued
      0-1 year 5 40 1.54
      Upon attaining 1st anniversary 15 120 4.61
      Upon attaining 3rd anniversary 20 160 6.15
      Upon attaining 15th anniversary 25 200 7.69
      Temporary Non-Statutory – One-Year Appointment
      Date of Hire 10 70 2.69
    2. Eligible non-statutory administrative (exempt) employees shall earn paid vacation in accordance with the schedule below. Part-time employees will accrue a pro-rated amount of vacation
      Administrators/Tech Spec -70 hours per Bi-Weekly Work Week
      Date of Hire 25 175 6,73
    3. Eligible statutory administrative (exempt) employees shall earn paid vacation in accordance with the schedule below. Part-time employees will accrue a pro-rated amount of vacation
      Temporary Non-Statutory – One-Year Appointment
      Date of Hire 21 157.50 6.06
    4. Eligible statutory support staff (non-exempt) employees accrue vacation days according to 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 – 70 Hour Bi- Weekly Work Week
      Length of Service: VACATION ACCRUAL
      Annual Pay Period
      Days Hours Hours Accrued
      0-1 year 5 35 1.35
      Upon attaining 1st anniversary 15 105 4.04
      Upon attaining 3rd anniversary 20 140 5.38
      Upon attaining 15th anniversary 25 175 6.73
      Physical Plant Full-Time – 80 Hour Bi- Weekly Work Week
      Length of Service: VACATION ACCRUAL
      Annual Pay Period
      Days Hours Hours Accrued
      0-1 year 5 40 1.54
      Upon attaining 1st anniversary 15 120 4.61
      Upon attaining 3rd anniversary 20 160 6.15
      Upon attaining 15th anniversary 25 200 7.69
    5. 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.
    6. 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. Non-statutory employees shall be allowed to accumulate vacation time in the bank of hours up to a maximum of 1 1/2 their annual accrual amount. Statutory employees shall be allowed to accumulate vacation time up to a maximum of 40 days.
    7. 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.
    8. 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.
    9. 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. Statutory employees must work the majority of days in a month to accrue vacation time during a period of absence.
  4. Vacation Pay:
    1. 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.
    2. 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.
    3. Employees will use vacation time when all accumulated sick time has been exhausted for Disability or absence due to illness.
  5. Vacation and Holiday:
    1. Whenever a paid holiday falls within an employees scheduled vacation period the employee shall receive that Holiday rather than charge vacation time.
  6. Vacation and Sick Leave and Bereavement:
    1. Whenever a personal illness or illness in the family occurs within an employees scheduled vacation period the employee shall receive vacation time as was scheduled.
    2. Whenever a death in the family occurs within an employees scheduled vacation period the employee shall receive bereavement leave in accordance with the bereavement leave policy.
  7. Terminal Vacation:
    1. 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 time credited to the employee’s bank of vacation hours.
    2. 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.
    3. 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. Statutory employees shall receive terminal pay (not to exceed 30 days).
    4. The allocation of terminal vacation pay shall not extend the effective date of an employee’s separation, layoff or change in hourly status.
    5. 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#: H-1
Original Effective Date: 7/1/06
Revision#: 3
Date: 1/1/2016