search
Social Media FacebookTwitterInstagramLinkedin Youtube

Policies & Procedures
ADMINISTRATIVE AFFAIRS

 

166.00 VACATION - FULL-TIME NON-FACULTY EMPLOYEES

 

Purpose
Cowley College recognizes the importance of employees’ having leisure time to tend to non-work matters.  Therefore, the College will attempt to grant all employees vacation leave at the time they desire to take it. However, the College must maintain adequate staffing at all times and may require full-staff within departments for special times in the College calendar.  Therefore, vacations must be scheduled in advance and with prior written approval from the employee’s supervisor.

 

Eligibility and Accumulation
Earned vacation for all regular, full-time employees (non-faculty) accrues the first month of full-time employment. All regular, full-time, employees (non-faculty) are eligible to use their accrued vacation after the first month of full-time employment. 

 

Administrators
Vacation is earned by the eligible Administrators at a rate of 13.33 hours per month of full-time employment (equivalent to approximately 20 days per year).

 

Administrators are allowed to accumulate a maximum of 30 days (240 hours).  Once 30 days of vacation are accumulated, no further accumulation will be allowed. 

 

Directors and Staff Instructors
Vacation is earned by the eligible Directors and Staff Instructors at a rate of 10 hours per month of full-time employment (equivalent to approximately 15 days per year).

 

Directors and Staff Instructors are allowed to accumulate a maximum of 22.5 days (180 hours).  Once 22.5 days of vacation are accumulated, no further accumulation will be allowed.

 

After 10 years of full-time service, eligible Directors and Staff Instructors earn vacation at a rate of 12 hours per month (equivalent to approximately 18 days per year).  Director and Staff instructors are allowed to accumulate a maximum of 27 days (216 hours). Once 27 days (216 hours) of vacation are accumulated, no further accumulation will be allowed.

 

Hourly and Salaried Staff
Vacation is earned by the eligible hourly and salaried staff at a rate of 6.67 hours per month of full-time employment (equivalent to approximately 10 days per year).

 

Hourly and Salaried Staff are allowed to accumulate a maximum 15 days (120 hours).  Once 15 days of vacation are accumulated, no further accumulation will be allowed. 

 

After 10 years of full-time service, eligible Hourly and Salaried Staff earn vacation at a rate of 10 hours per month (equivalent to approximately 15 days per year).  Hourly and Salaried Staff are allowed to accumulate a maximum of 22.5 days (180 hours). Once 22.5 days (180 hours) of vacation are accumulated, no further accumulation will be allowed.   

 

Use
Employees may use their vacation leave in any way that meets their needs.  An employee’s supervisor must approve all paid vacation leave in advance, except in the case of an emergency.  Approval of vacation leave is contingent upon the needs of the department and the overall College operations.

 

Employees must take vacation leave in at least one-hour increments.  Vacation leave pay is calculated based on the employee’s base pay rate at the time of absence, and it will not include any special forms of compensation, such as overtime or shift differentials. 

 

Accrual of Vacation Leave Benefits during Paid Leave
All employees who are actively at work or on paid leave-such as vacation leave or sick leave days- will continue to accrue paid leave benefits provided by Cowley College.

 

Accrual of Paid Leave Benefits during Unpaid Leaves
Employees on unpaid leave by the College are not entitled to accrue vacation leave.  This applies to employees who are receiving income replacement benefits such as short-term disability, long-term disability or workers’ compensation.  However, employees on eligible military leave may be entitled to reinstatement of all benefits  that would have been accrued, but for being absent on military leave, upon returning from military leave in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA).

 

When an employee is on leave that is protected by the Family and Medical Leave Act (FMLA), that employee will continue to accrue paid leave as long as the employee is using paid leave benefits.  If an employee on FMLA leave uses all paid leave in accordance with the College’s FMLA policy and remains unable to return to work, the remainder of the FMLA leave will be unpaid.  An employee will not accrue vacation leave during any period of unpaid FMLA leave.

 

Termination of Employment
Upon termination of employment, all accrued but unused vacation time will be paid to the employee in the final paycheck. Vacation leave pay is calculated based on the employee’s base pay rate at the time of termination of employment, and will not include any special forms of compensation, such as overtime or shift differentials.

 

The College will not pay employees for unused vacation except upon termination of their employment.

 

This policy supersedes Board Policy 113.00.