EligibilityFull-time regular and part-time regular employees are eligible for vacation benefits. New employees must begin before the 15th of the month to accrue pro-rated vacation for the first month of employment. Otherwise, accruals begin the following month. Policy DetailsAccrualsSalaried (exempt) EmployeesVacation Accruals for Salaried (exempt) employees (with the exception of Fellows) accrue 20 days vacation per year. The accrual for each completed month of service is 1.67 days/month. Davidson College Fellows accrue vacation at a rate of 10 days per year or .83 days for each completed month of service. Hourly (non-exempt) EmployeesEligible non-exempt employees accrue vacation time as follows: Years of Service | Yearly Vacation Accrual | Per Pay Period Accrual | Less than 5 | 10 days | .39 days | | 5 but less than 8 | 12 days | .46 days | | 8 but less than 10 | 15 days | .58 days | | 10 but less than 15 | 17 days | .65 days | | 15 or more | 20 days | .77 days | | | | | Example: 40 Hour Work Week | | Years of Service | Yearly Accrual | Per Pay Period | | Less than 5 | 80 hours | 3.08 hours | | 5 but less than 8 | 96 hours | 3.69 hours | | 8 but less than 10 | 120 hours | 4.62 hours | | 10 but less than 15 | 136 hours | 5.23 hours | | 15 or more | 160 hours | 6.16 hours | | | | | | Example: 37.5 Hour Work Week | | Years of Service | Yearly Accrual | Per Pay Period | | Less than 5 | 75 hours | 2.89 hours | | 5 but less than 8 | 90 hours | 3.46 hours | | 8 but less than 10 | 112.5 hours | 4.33 hours | | 10 but less than 15 | 127.5 hours | 4.90 hours | | 15 or more | 150 hours | 5.77 hours |
- Vacation is accrued per pay period.
- Employees are eligible to request all or part of the vacation time accrued after it is earned.
- It is the responsibility of each employee to record and report leave as it is taken, according to the procedures followed in that employee's work area. Questions regarding recording time should be directed to the supervisor.
- Time off without pay will not be used to calculate vacation accrual. In other words, the above accrual rates assume the employee works his or her full work week (for example 40 hours per week, 37.5 hours per week, 30 hours per week, etc.).
- Vacation, 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 BalanceBecause the college believes that individuals should take vacation for their own welfare, accrued vacation is limited to a maximum of two (2) times the employee’s annual accrual. Any vacation accrual over this limit will be lost. Scheduling Vacation Although the college seeks to schedule vacations at the times sought by staff members, it is not always possible to do so and accommodate the department's work cycle. Arrangements to take vacation must be made with the supervisor prior to use. Due to specific operational needs, some college departments 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). Any staff member who believes that he or she has been unfairly prevented from taking vacation should discuss the issue with the second level supervisor; likewise, supervisors should counsel staff members not taking advantage of the vacation benefit. Payout at TerminationEmployees leaving regular college employment will be paid for any unused vacation accruals (but never exceeding two times the annual accrual). For hourly paid employees, failure to provide the college at least two weeks notice will cause forfeiture of all or part of accrued vacation. For salaried employees, failure to provide the college at least 30 days notice will cause forfeiture of all or part of accrued vacation. Questions regarding this policy should be directed to Human Resources at 704-894-2213.
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