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Eckerd College
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St. Petersburg, FL 33711

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Human Resources

Human Resources

Policies and Procedures

Vacation

Effective 2/28/13

President

Vacation accrual rate is determined at the discretion of the Board of Trustees.

Faculty - (less than twelve-month contract)

No paid vacation allowance. Faculty members observe the regular published academic calendar.

Staff

Full-time regular, Executive, Administrative, and Support Staff (Exempt and Non-Exempt) are eligible for vacation benefits.

The number of vacation days vary according to the type of position and length of service as of the employee’s anniversary date, in accordance with the following schedule.

Exempt - Exempt employees accrue twenty (20) days vacation per year. The accrual for each completed month of service is 6.25 hours per pay or 1.67 days per month. The accrual rate will increase to twenty-five (25) days per year upon the anniversary of the employee’s 15th year of employment.

Employees, past their probationary period, are eligible to request to take all or part of the vacation time accrued after it is earned. Vacation must be taken in full day increments. Vacation is accrued per pay period. Vacation accrual rates begin on the first day of employment.

Non-Exempt - Vacation time will accrue as follows:

Years of Service Accrual Yearly Vacation Accrual Per Pay Period
Less than 5 10 days (2 weeks) .42 days
5 but less than 8 15 days (3 weeks) .62 days
8 but less than 10 17 days ( 3 weeks + 2 days) .71 days
10 but less than 15 20 days (4 weeks) .83 days
15 or more 25 days (5 weeks) 1.04 days

Example: 40 Hour Work Week

Years of Service Yearly Vacation Accrual Per Pay Period Accrual
Less than 5 80 hours 3.33 hours
5 but less than 8 120 hours 5.00 hours
8 but less than 10 136 hours 5.66 hours
10 but less than 15 160 hours 6.66 hours
15 or more 200 Hours 8.33 hours

Example: 37.5 Hour Work Week

Years of Service Accrual Yearly Vacation Accrual Per Pay Period
Less than 5 75.0 hours 3.13 hours
5 but less than 8 112.5 hours 4.69 hours
8 but less than 10 127.5 hours 5.31 hours
10 but less than 15 150.00 hours 6.25 hours
15 or more 187.5 hours 7.81 hours

Vacation is accrued per pay period. Vacation accrual rates begin on the first day of employment. Vacation may not be taken until an employee’s probationary period has ended.

Employees are eligible to request all or part of the vacation time accrued after it is earned. Vacation must be taken in hourly intervals.

The above accrual rates assume the employee works his/her full work week (for example 40 hours per week, 37.5 hours per week, or a minimum of 30 hours per week). Time off without pay will not be used to calculate vacation accrual. Vacation, paid sick leave and personal leave are considered time off with pay and will be added to hours worked to determine vacation accruals. Overtime and time worked in addition to regular budgeted work week hours will not increase vacation accruals.

Maximum Vacation Balance

Because the College believes that individuals should take vacation for their own welfare, accrued vacation is limited to a maximum of one times the employees’ annual accrual. Any vacation accrual over this limit will stop accruing.

Scheduling Vacation

Vacations may be taken as long as the periods chosen meet with your department head’s approval. Due to specific operational needs, some College departments or disciplines may adopt specific guidelines for requesting and scheduling vacation (for example, a department may adopt a guideline requesting two weeks prior notification and approval for normal vacation requests). Arrangements to take vacation must be made with the employee’s supervisor prior to use.

Holiday Within Vacation Period

In the event that a holiday observed by Eckerd College falls within a scheduled vacation period, an employee will be granted an alternate day of vacation at a later date.

Vacation Pay for Terminating Employees

Employees leaving regular College employment will be paid for any unused vacation accruals (but never exceeding one times the annual accrual).

Recording Vacation Taken

It is the responsibility of each employee to record and report vacation leave as it is taken. It is the responsibility of the employee’s supervisor to authorize properly recorded vacation leave. Human Resources and Payroll will maintain all records of vacation leave.

Recording and Reporting Vacation Leave for Hourly (non-exempt) Employees

Support Staff (non-exempt), hourly, employees must record vacation leave on their time sheets. The supervisor’s signature on the time sheet indicates approval of the vacation taken.

Recording and Reporting Vacation Leave for Exempt Employees

Exempt employees must record days of vacation leave online, and obtain supervisory approval.

Pay in Lieu of Vacation

Eckerd College will not pay employees in lieu of taking vacation, except for accrued unused vacation (up to two annual accruals) at the time of separation from employment with Eckerd College.

Vacation Accrual for Rehired Employees

Former Eckerd College employees rehired by the College within twelve (12) months of employment separation shall receive credit for their previous service in calculating their vacation accrual. For example, an employee who resigns after four years of employment with the College and returns to the College within twelve (12) months of the resignation will begin to accrue an annual vacation allowance of twelve (12) days on the first anniversary of the employee’s return to the College.