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Human Resources

College Policies I Vacation Leave

**THIS POLICY IS UNDER REVISION**

Vacation leave is a benefit that provides eligible employees with paid time off to take vacations and pursue other personal endeavors. It is expected that vacation leave will normally be scheduled well in advance of the leave. The amount paid for each day of vacation leave is the amount the employee would earn for a normal workday.

Eligibility

Regular full-time exempt and non-exempt employees who work 12 months per pay are eligible to take vacation leave.

After one year of service, regular part-time exempt and non-exempt employees who work 12 months per year and at least half time, are eligible to take vacation leave. Eligible employees accrue leave on a prorated basis in proportion to the percentage of time worked in the previous anniversary year.

Accrual Rate

EMPLOYEE STATUS

TOTAL ALLOWANCE

CARRY OVER

MAXIMUM

ACCRUAL RATE

(PER PAY PERIOD)

Exempt Salaried Staff         

(40 hours)

4 weeks per year,

160 hours             

320 Hours

6.16 hours

Exempt Salaried Staff        

 (35 Hours)

4 weeks per year,

140 hours

280 Hours

5.39 hours

Non-exempt Hourly Staff    

(40 hours)

 

 

 

Less than 3 years

2 weeks per year, 80 hours

160 Hours

3.08 hours

3 - 6 years

3 weeks per year, 120 hours

240 Hours

4.62 hours

Over 6 years

4 weeks per year, 160 hours

320 Hours

6.16 hours

Non-exempt Hourly Staff    

(35 hours)

 

 

 

Less than 3 years

2 weeks per year, 70 hours

140 Hours

2.70 hours

3 - 6 years

3 weeks per year, 105 hours

210 Hours

4.04 hours

Over 6 years

4 weeks per year, 140 hours

280 Hours

5.39 hours

Eligible Part-time Employees

Eligible employees begin to accrue vacation leave on a prorated basis in proportion to the percentage of time worked in the previous anniversary year. The vacation leave is credited annually in the pay period after the anniversary date.

Anniversary Date

Full-time eligible employees begin to accrue vacation leave as of the end of each bi-weekly pay period. Any change in accrual rates will occur with the pay period that includes the anniversary date.

Status Change

When a non-exempt employee transfers to an exempt position, or the reverse, the vacation leave accrual rate will change for the first pay period that includes the effective date of the transfer. When an employee changes status and becomes eligible for vacation, vacation accrual begin, based on the appropriate table above, with the pay period that includes the effective date of the status change.

Maximum Vacation Accrual

An employee’s maximum vacation accrual is limited to two times the annual vacation accrual. At the end of any pay period, an employee may not carry forward more than the allowable maximum vacation accrual. If the maximum is reached, no additional vacation will be earned until vacation has been taken to reduce the accumulation below the maximum.

Use of Vacation Leave

Scheduling

Vacation leave may be taken by an employee, only with the approval, in advance, of the employee’s supervisor. Vacation leave is granted or denied at the discretion of the supervisor. The primary basis for the exercise of discretion is the department’s work requirements.

Minimum Units

Vacation leave must be used in minimum increments of one hour.

Advances of Vacation Leave 

Regular full-time employees who have not yet been employed for full year may be advanced a maximum of 10 days vacation leave when an opportunity for a break may not be delayed.  The employee must present a written request to Human Resources in order to be eligible for an advance of vacation leave. It must be approved by the appropriate Vice President, the Director of Human Resources, and the Vice President for Finance and Administration. The payback for advanced vacation leave shall begin immediately upon the employee’s return to work and continue until the advance has been repaid.  Employees separating from employment prior to full payback agree that the balance of leave owed will be deducted from the final paycheck.  

Use of Time at Separation

An employee may not use accrued vacation leave to extend the last day of employment.

Reporting and Recording of Vacation Activity

Non- Exempt Employees

All use of vacation leave is to be recorded on the bi-weekly time sheet. Time sheets must be signed by the employee and reviewed and signed by the employee’s supervisor.

Exempt Employees

All use of vacation leave is to be recorded on the Exempt Leave Request form. Leave Requests must be signed by the employee and reviewed and signed by the employee’s supervisor.

Vacation leave is printed on each employee’s pay stub. The amount of vacation leave printed on the stub is one pay period behind the actual accrued balance.

Vacation Leave at Separation

Upon separation, all eligible employees (who have worked for at least 90 calendar days) will be compensated for all unused vacation leave up to the maximum accumulation allowed at their normal rate of pay. If adequate notice is given by the employee, the pay-out for unused vacation leave will be included in the pay check for the pay period that includes the last day of work.