Human Resources Policies
Vacation Benefits Policy
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 that 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).
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 4 hour increments with the approval of the supervisor.
Note: Eligibility for paid vacation time is tracked in hours. If a staff member has less than 4 hours of paid vacation hours left near the end of a fiscal year, he/she may take remaining paid vacation time in smaller increments.
Recording Use of Vacation Time
Use of vacation time is to be tracked in hours, via online time sheets, for both exempt and non-exempt staff members in increments of 8 hours of vacation time for one vacation day, or 4 hours when taking a half day of vacation.
Rollover of Unused Vacation Time
Up to 40 earned but unused vacation hours will automatically carry over from one fiscal year to the next.
Vacation Time for Exempt Professional Staff: Exempt staff members earn 16 hours of vacation per work month (192 hours per fiscal year). Vacation time is prorated for those on a less than 12 month per year work schedule. For all full-time, exempt staff members, one vacation day is assumed to equal 8 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 the number of full pay periods remaining in the fiscal year.
Vacation Time for Non-exempt Professional Staff: Non-exempt staff members earn paid vacation time based on their years of full-time College employment. Full-time staff members earn paid vacation time as follows:
1st through 4th year of employment
80 hours per fiscal year
employment years 5 through 9
120 hours per fiscal year
employment years 10 and over
160 hours per fiscal year
As of employment years 5 and 10, additional vacation hours, per the schedule above, are available on 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 120 vacation hours any time between July 1, 2014, and June 30, 2015 (scheduled in consultation with her supervisor).
First Year of Employment—Non-exempt staff hired after July 1 of any fiscal year will receive pro-rated vacation time for that fiscal year, starting the full pay period after the hire date through the next June.
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 timesheets. 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.
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 120 hours 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 prorated upon his/her annual hours per year as a full-time staff member.
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 16 hours vacation time 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.
Vacation time is prorated for staff members who work less than 2080 hours per year.
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 earned but untaken vacation hours for full pay periods worked during the fiscal year. 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:
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
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, Associate Vice President
Last Reviewed: July 25, 2016