Franklin & Marshall College Franklin & Marshall College

Vacation Benefits Policy

for full-time members of the professional staff

Eligibility

Full-time members of the professional staff are eligible to use paid vacation time as outlined below. Full-time staff members are those who are appointed to positions which are authorized and regularly scheduled to work at least 30 hours per week, year-round (12 months per year) or during the academic year (9, 10, or 11 months per year).

Compensation

Staff members continue to receive their normal base wages and benefits coverage when using vacation time for which they are eligible.

Scheduling Vacation Time

Staff members are to schedule vacation days in consultation with their supervisor, and should schedule days in advance whenever possible. Vacation days may be taken in as little as half-day increments with the approval of the supervisor.

Note: Eligibility for paid vacation time is tracked in hours. If a staff member has less than a half-day worth of paid vacation hours left near the end of a fiscal year, he/she may take remaining paid vacation time in less than a half-day increment.

Recording Use of Vacation Time

Use of vacation time is to be tracked in hours, via online time sheets, for both exempt (as of 7/1/2013) and non-exempt staff members:

  • Exempt staff members are to record use of 8 hours of vacation time whenever taking one vacation day, or 4 hours when taking a half-day of vacation.
  • Non-exempt staff members are to record their average daily work hours, as noted on the annual salary letter, for each full vacation day they take (typically 7, 7.5, or 8 hours per full vacation day), or one-half this number of hours when using a half-day of vacation.

Rollover of Unused Vacation Time

Up to 40 earned but untaken vacation hours will automatically carry over from one fiscal year to the next.

Vacation Benefit

Vacation Time for Exempt Professional Staff:  Exempt staff members are eligible to take the equivalent of 2 paid vacation days per month of work: 24 total vacation days each fiscal year for those on a 12 month per year appointment.

Vacation time is tracked in hours. For all full-time, exempt staff members, one vacation day is assumed to equal 8 hours. Exempt staff working 12 months per year receive 192 vacation hours per fiscal year.

Prorating—Vacation days are prorated for exempt staff who work less than 12 months per year: 22 paid vacation days for those on an 11 month appointment; 20 days for those on a 10 month appointment; and 18 vacation days per fiscal year for those on a 9 month per year appointment. For tracking purposes, one vacation day is the equivalent of 8 vacation hours.

First Year of Employment-- Exempt staff hired after July 1 of any fiscal year will receive vacation time for that fiscal year based on 2 vacation days / 16 vacation hours per work month, starting the month after the hire date through the next June. For example, an exempt staff member hired on February 15, 2013, will receive the equivalent of 8 paid vacation days / 64 vacation hours between March 1, 2013, and June 30, 2013.

Vacation Time for Non-exempt Professional Staff: Non-exempt staff members earn paid vacation days based on their years of full-time College employment. Full-time staff members are eligible to take paid vacation days as follows:

1st through 4th year of employment 10 days per fiscal year (July 1 through June 30)
employment years 5 through 9 15 days per fiscal year
employment years 10 and over 20 days per fiscal year

As of employment years 5 and 10, additional vacation days, per the schedule above, may be taken effective the July 1 of the fiscal year in which an employee's full-time College anniversary date falls (the July 1 prior to the anniversary date). For example, if a staff member will have completed 5 years of College service on November 15, 2014, she may use a total of 15 paid vacation days any time between July 1, 2014, and June 30, 2015 (scheduled in consultation with her supervisor).

Vacation time is tracked in hours. For non-exempt staff members, one vacation day is equal to the staff member’s average number of daily work hours. For a staff member scheduled to work 1,820 hours per year, “average daily hours” equals 7 (1,820 hours divided by 52 weeks per year divided by 5 days per week = 7). If the staff member is eligible for a total of 10 vacation days per year, he/she will receive 70 vacation hours, and should record 7 hours on online time sheets whenever he/she takes a full vacation day.

For a staff member scheduled to work 2,080 hours per year, “average daily hours” equals 8 (2,080 hours divided by 52 weeks divided by 5 days per week = 8). If the staff member is eligible for a total of 10 vacation days per year, he/she will receive 80 vacation hours, and should record 8 hours on online time sheets whenever he/she uses a full vacation day.

Prorating-- Paid vacation time / hours are prorated for full-time members of the professional staff who are scheduled to work less than 1,820 hours per fiscal year. For example, if a full-time, non-exempt staff member is scheduled to work 32 hours per week or 1,664 hours per year, her “average daily hours” equal 6.4 (1,664 divided by 52 weeks divided by 5 days per week = 6.4). If this staff member is eligible for 10 vacation days per year, her total paid vacation hours equal 64 per year (10 vacation days X 6.4 average hours per day = 64 paid vacation hours per year). When this staff member uses a vacation day, she should record 6.4 hours on her online time sheet, and will be paid for 6.4 hours.

First Year of Employment—Non-exempt staff hired after July 1 of any fiscal year will receive vacation time for that fiscal year based on .83 vacation days per work month, starting the month after the hire date through the next June. For example, a staff member hired on February 15, 2013, who averages 8 work hours per day, will receive the equivalent of 27 paid vacation hours between March 1, 2013, and June 30, 2013 (4 months X .83 days per month X 8 hours per day = 27 vacation hours). If less than a half-day worth of vacation hours remains by June 30, the staff member may use remaining vacation time in less than a half-day increment.

Vacation Time for Full-time Public Safety Personnel: Public Safety staff members receive the equivalent of 8 hours of paid vacation time for each day listed in the applicable schedule above (for non-exempt staff, 80, 120, or 160 hours per fiscal year, depending on length of service; 192 hours for exempt staff).

Public Safety personnel may use paid vacation time in 12 hour increments, and will be paid for 12 hours if 12 hours are recorded on online time sheets. The 12 hours will be deducted from their total allotment of paid vacation hours for the fiscal year. If an Officer or Dispatcher uses vacation time on a day when he/she is normally scheduled to work 8 or 4 hours, the individual may record 8 or 4 hours on his/her online time sheet, will be paid for 8 or 4 hours, and these hours will be deducted from the total allotment of paid vacation time.

Internal Transfers

When a full-time staff member transfers from one department to another within the College, eligibility to use vacation time transfers to the new position.

Transfers from Part-time Status to Full-time, Non-exempt Status Part-time members of the professional staff who transfer to full-time, non-exempt staff positions, and who worked in a part-time staff position with the College for at least 10 years, will receive the equivalent of 15 days of paid vacation per fiscal year, immediately upon appointment to a full-time position. Prior years of part-time College service do not need to have been consecutive.

The actual number of vacation hours the staff member receives will be based on his/her average daily work hours as a full-time staff member.

If a current full-time, non-exempt staff member worked less than 10 total years in a part-time College position, he/she will be eligible for the equivalent of 10 paid vacation days per fiscal year upon appointment to a full-time position.

Transfers from Full-time, Non-exempt Status to Full-time, Exempt Status A full-time, non-exempt staff member who transfers to an exempt position may use either his/her remaining vacation hours, based on the non-exempt benefit, through the June 30 following the date of transfer, or the equivalent of 2 vacation days (16 hours) per month between the date of transfer to an exempt position and the next June 30. Any vacation time which was carried over from the prior fiscal year (up to a maximum of 40 carry over hours) may also be used by June 30. There is no payment for vacation hours at the time of transfer to a full-time, exempt position. As of the July 1 following the date of transfer, the exempt staff member may use vacation time per the normal schedule for exempt members of the professional staff.

Transfers from Full-time, Exempt Status to Full-time, Non-exempt Status  A full-time, exempt staff member who transfers to a non-exempt position may use either his/her remaining vacation hours, based on the exempt benefit, through the June 30 following the date of transfer, or may use vacation hours per the non-exempt benefit through the next June 30. Any vacation time which was carried over from the prior fiscal year (up to a maximum of 40 carry over hours) may also be used by June 30. There is no payment for vacation hours at the time of transfer to a full-time, non-exempt position. As of the next July 1, the non-exempt staff member may use vacation time per the normal schedule for non-exempt members of the professional staff.

Re-hired Staff Members

Newly hired full-time, non-exempt members of the professional staff with prior full-time service at Franklin & Marshall will receive paid vacation time based on their number of prior full years of full-time College employment. Vacation time for former part-time employees hired to full-time positions will be determined based on procedures described above.

Vacation Payment at Employment Termination

Exempt professional staff and non-exempt staff hired on or after January 1, 2002-- Upon employment termination, full-time exempt employees and non-exempt staff members appointed to full-time positions on or after January 1, 2002, will receive payment for unused vacation hours earned between the beginning of the current fiscal year (July 1) and the last actual working day, rounded to the nearest hour of vacation time. Professional staff will also be paid for any vacation hours they carried over from the prior fiscal year but did not use before their termination date (up to a maximum of 40 carry over hours).

Professional staff terminating at the end of the fiscal year (June 30) may be paid for up to a maximum of 40 unused vacation hours that could have been carried over to the next year.

Non-exempt staff appointed to a full-time position prior to January 1, 2002-- At employment termination, non-exempt personnel appointed to full-time positions prior to January 1, 2002, will receive payment for:

1) all unused vacation hours the staff member was eligible to take during the current fiscal year (including up to a maximum of 40 unused vacation hours that were carried over from the prior year)

and

2) vacation hours accrued between July 1 of the current fiscal year and the last actual working day

Accrued vacation is paid out at an employee's pay rate in effect on his/her last working day.

At employment termination, if an employee has any payment due the College, the outstanding balance will be deducted from the employee's wages and/or any earned vacation payment, to the extent permitted by law.


Policy Maintained by: Human Resources, Director

Last Reviewed: August 12, 2014