To outline College policy regarding vacation leave for full-time, regular, staff employees.

Transcription

1 Origination Date: 01/07/85 President s Cabinet App.: 11/01/00 Board of Trustee App.: 11/08/00 Page 1 of 1 Policy #C2S04.07 Subject: Chapter 2 BUSINESS--VP FOR BUSINESS I. PURPOSE To outline College policy regarding vacation leave for full-time, regular, staff employees. II. POLICY Salt Lake Community College will provide full-time, regular, staff employees vacation leave on a monthly basis according to the schedule appropriate for the position. The College shall provide clearly defined terms, provisions and procedures to govern the implementation of this policy; including such matters as the vacation accrual schedules, and provisions for earned and unused vacation upon termination.

2 Origination Date: 01/07/85 President s Cabinet App.: 11/01/00 Board of Trustee App.: 11/08/00 Page 1 of 4 I. REFERENCES A. Personnel Policy No. 2.01, "Employee Definitions and Categories" B. Personnel Policy No. 4.08, "Sick Leave" C. Personnel Policy No. 4.13, "Family and Medical Leave" D. Personnel Policy No. 5.04, "Overtime Policy" E. Personnel Policy No. 5.03, "Requirements of the Fair Labor Standards Act" II. DEFINITIONS A. Administrative Employee: Officers of administration whose primary responsibilities are executive or administrative including the President and other executive officers as may be designated by the President. B. Staff (Exempt) Employee: Individuals without a regular full-time teaching assignment whose primary duties and responsibilities require specialized training and/or high level administrative skills. Classification in this category rests upon individual assessment of each position as defined by the Fair Labor Standards Act (FLSA). C. Staff (Non-Exempt) Employee: All other personnel whose positions are defined by the Fair Labor Standards Act (FLSA). D. Hard-Funded Positions: Those positions fully funded by the College from State appropriations. E. Soft-Funded Positions: Those positions funded by grants or contracts, having limited duration, and not funded from state appropriations. III. PROVISIONS A. Maximum Accrual/Carryover.

3 Page 2 of 4 A maximum of 40 days vacation may be carried from one fiscal year to the next, with a three (3) month grace period ending on September 30th of each year to use the days accumulated in excess of 40, except as provided for in Procedures section IV C. Those employees working between 75% FTE and 100% FTE will have the maximum accrual carryover pro-rated. B. Vacation Cash Out. The maximum vacation paid upon termination cannot exceed 30 days plus the current year's earned and unused vacation, except as provided in Procedures section IV C. C. Vacation Accrual Schedule. 1. Administrative: Days Accrued Per Year 24 (2.00 days per month) 2. Staff (Exempt): Years of Service Days Accrued Per Year 1 through 3 15 (1.25 days per month) 4 through 6 18 (1.50 days per month) 7 through (1.75 days per month) 11 plus 22 (1.83 days per month) 3. Staff (Non-Exempt): Years of Service Days Accrued Per Year 1 through 3 12 (1 day per month) 4 through 6 15 (1.25 days per month) 7 through 9 18 (1.50 days per month) 10 through (1.75 days per month) 14 plus 22 (1.83 days per month) IV. PROCEDURE A. General 1. Full-time, regular, salaried employees, working between 75% FTE and 100% FTE accrue and are allowed vacation in proportion to the percent of time

4 Page 3 of 4 worked. Those staff employees working on an academic calendar basis including some Laboratory Aides and Laboratory Coordinators do not accrue vacation leave. 2. An employee's vacation anniversary will be established as the first of the month in which hired, if hired between the first and the fifteenth of the month, and will be the sixteenth of the month if hired between the sixteenth and the end of the month. B. Previous Employment 1. New employees may use prior State of Utah employment, including higher education and public education employment, to establish their vacation rate as long as the previous employment has been full-time. C. Sick Leave Conversion to Vacation Leave 1. Employees may convert a portion of accumulated sick leave days to vacation if all requirements are met as outlined in the College Sick Leave Policy. D. Soft-funded Positions 1. Employees paid from both grant/contract and hard College funds will be allowed to cash out the hard funded portion of effort upon termination following College procedure. The grant/contract portion is contingent upon availability of the funds from the specific grant/contract. If funds are not available, accrued and unused vacation must be taken before termination. 2. Employees paid from grants/contracts must take vacation before transfer/termination if funds from the specific grant/contract are not available. Supervisors will need to monitor and manage unused vacation days for those employees paid from grants/contracts. E. Employee Responsibilities 1. All Employees are strongly encouraged to schedule their vacation each year and supervisors should support employees in their use of vacation time. F. Supervisor Responsibilities

5 Page 4 of 4 1. Vacations must be approved by the immediate supervisor. Employees are encouraged to schedule vacations at times which will not interfere with the efficiency of the employing unit. Supervisors are responsible for advising employees paid from grant or contract positions about vacation implications and for monitoring vacation use. Supervisors are encouraged to schedule employees for vacation before termination. 2. The employee's immediate supervisor is responsible for recording vacation days used and forwarding the information to the Payroll Office on the appropriate College form. Preferably, the form should be received in the Payroll Office before vacation is taken, but should arrive no later than five working days after the vacation period.