Administrative Handbook:
Fall 2006
Section 8. VACATION, HOLIDAY, AND PERSONAL TIME
8-1 VACATION
Your eligibility
for vacation and the amount of vacation you are eligible to earn
depends on your employment status (see Section I. for definitions)
and the number of hours you work. With the approval of their supervisors,
employees may begin to use their accrued vacation time after completing
six consecutive months of service at the College.
Eligibility:
Only full-time
or half-time employees are eligible to earn paid vacation.
A.
Full-Year Employees
Accrual of Paid Vacation
Paid vacation
is accrued on the following basis:
Non-exempt
Employees:
Full-time non-exempt employees will earn two vacation days at the
conclusion of their first three months of employment, and 1.25 vacation
days for each additional month of employment completed thereafter.
Starting July 1st following your tenth anniversary, you are eligible
to earn 1.67 vacation days for each month of employment completed.
Exempt Employees:
Full-time exempt employees will earn four vacation days at the conclusion
of their first three months of employment, and 1.67 vacation days
for each additional month of employment completed thereafter. New
full-time exempt employees whose date of hire was prior to the fifteenth
of the month will receive vacation leave credit for the full month.
Full-time exempt employees who are terminating or retiring and who
have worked beyond the fifteenth of the month will be credited for
the full month for purposes of accruing vacation leave.
If you work
less than full time, your paid vacation leave is accrued in direct
proportion to the number of hours you are scheduled to work relative
to a 35 hour workweek. For example, a non-exempt employee who works
28 hours per week (80% of the 35 hours worked by a full-time employee)
will earn paid vacation days at 80% the rate of a full-time non-exempt
employee, or 1 day per month.
A maximum of
five accumulated vacation days may be carried over from the fiscal
year (July 1 through June 30) in which it is earned to the next
fiscal year. Vacation leave earned in one fiscal year must be used
by the end of the following fiscal year.
Example: During
the fiscal year 2000/2001 a non-exempt employee accrued 15 days
of paid vacation, and utilized 5 of those days, leaving an unused
balance of 10 days. Five of those accrued but unused days may be
utilized by the employee in fiscal year 2001/2002, in addition to
paid vacation days earned by the employee during fiscal year 2001/2002.
Any paid vacation days from fiscal 2000/2001 not utilized in fiscal
2001/2002 may not be carried over into fiscal year 2002/2003.
Payout at Termination:
Unused earned vacation will be paid out to employees with their
final paychecks. Accrued earned vacation can not be used to extend
employment.
B.
Academic Year Employees
Academic year employees are eligible for paid vacation as discussed
below.
Scheduled Vacation
Periods:
The College will provide the following paid vacation to eligible
full-time or regular half-time academic year employees working 9,
9 1/2 or 10 months per year: approximately five (5) days at Christmas
and approximately five (5) days at spring recess. These are known
as "scheduled vacations" to distinguish them from additional
vacation time, discussed below. The timing and length of each scheduled
vacation will be designated by the College in its sole discretion.
In order to
be compensated for a scheduled vacation, an academic year employee
must be employed on a full-time or regular half-time basis and must
be on the active payroll (that is, actively at work or on approved
paid time off) on his or her last regularly scheduled workday immediately
preceding the scheduled vacation period.
Vacation pay
during a scheduled vacation is based on the hours the employee would
otherwise be regularly scheduled to work during the vacation period.
C.
Additional Vacation Time
Earning of Additional Vacation: Full-time and regular half-time
academic year employees working 9, 9 1/2 or 10 months per year are
eligible to earn additional vacation (that is, vacation in excess
of scheduled vacations, discussed above). Additional vacation time
is earned on the basis of the academic year, which commences on
or before Sept. 1 of each year, as designated by the College, and
must be used during the academic year in which it is earned. If
an academic year employee works less than full time, the employee's
vacation leave is earned in direct proportion to the number of hours
the employee is regularly scheduled to work relative to a 35 hour
workweek.
Additional paid
vacation leave is accrued on the following basis:
Non-exempt Employees:
Starting on the first day of the academic year following a non-exempt
academic year employee's tenth anniversary of employment with the
College and on the start of each academic year thereafter during
his/her employment, the employee will be granted a total of five
days of vacation per year, in addition to scheduled vacations. The
employee must be on the active payroll on the start of each academic
year in order to be granted this additional vacation. If the employee
is on paid leave of absence at the start of the academic year, the
employee will be granted the additional vacation at the time the
employee is reinstated to employment, provided the employee is reinstated
during that academic year. These additional five (5) days of vacation
may be taken at any time after they are granted, with the prior
approval of the employee's supervisor.
Exempt Employees:
An exempt academic year employee is granted five days of vacation
on his or her start date, if that date occurs on or before November
30 of the academic year; otherwise, the new employee's vacation
will be pro-rated from the employee's date of hire. Thereafter,
the employee is granted five days of vacation at the start of the
academic year of each year during the first ten years of employment.
Starting on the first day of the academic year following an exempt
employee's tenth anniversary of employment with the College and
at the start of each academic year thereafter during employment,
the employee will be granted a total of ten days of vacation per
year, in addition to scheduled vacations.
The employee must be on the active payroll at the start of the academic
year in order to be granted additional vacation time. If the employee
is on paid leave of absence at the start of the academic year, the
employee will be granted the additional vacation at the time the
employee is reinstated to employment, provided the employee is reinstated
during that academic year. Additional vacation time may be taken
at any time after it is granted, with the prior approval of the
employee's supervisor.
Payout at Termination:
Unused additional vacation time will be paid out to employees with
their final paychecks. Unused additional vacation time can not be
used to extend employment. With respect to scheduled vacations,
pay is provided only in conjunction with the vacation and only if
the employee is actively employed at the time the scheduled vacation
occurs. The College will not pay out scheduled vacation days at
termination.
Scheduling
To help the
College ensure adequate staffing, employees should request vacation
time as far in advance as possible, but in any case no less than
two weeks notice must be given. All requests for vacation time must
be approved by the employee's supervisor. The College is not always
able to accommodate each request, so it reserves the right to deny
requested vacation time to meet the needs of the College. It is
the policy of the College to encourage all eligible employees to
take their vacation during the traditional vacation period (June
August). However, vacation may be scheduled at other times with
the specific prior written approval of the employee's immediate
supervisor.
8-2 HOLIDAYS
Wellesley College
officially observes a number of holidays throughout the year. Employees
who work a full year (12 months) are entitled to the following paid
holidays: *
Academic year
employees normally work 9, 9 1/2, or 10 months and are entitled
to the following paid holidays: *
In addition,
employees may take religious holidays as vacation or personal days.
* Employees
who work less than a five-day work week are entitled to paid holidays
on a pro-rated basis. That is, a 4-day/28 hour per week employee
is entitled to 80% of the holiday, whether or not they are scheduled
to work on the holiday. The total hours for the week's pay period
may not exceed 28 hours.
Example: an
employee who works Tuesday through Friday for 28 hours would receive
5.6 hours of holiday for a Monday holiday. The employee would reduce
their work hours that week to 22.4 work hours to receive pay for
28 hours for that week.
While many legal
holidays are observed on a Monday, some, such as Independence Day
and Christmas, are observed on the actual day of the week upon which
the holiday falls.
When a legal
holiday falls on a Sunday, the following Monday will be observed.
If the holiday falls on a Saturday, the proceeding Friday generally
will be observed. If a legal holiday should fall within your vacation
period, you will be entitled to an additional day for that holiday.
No additional time will be given if you are absent because of illness,
or on an unpaid leave.
When the College
is in session, some offices must be staffed. If you are required
to work on a legal holiday, you may be given time off on another
day. Non-exempt employees must take time off within the same workweek
or be paid for the time worked. Exempt employees may take time off
at a later date with the approval of the department head.
Holidays are
not granted during periods of unpaid leave of absence.
8-3 SPECIAL TIME OFF
The College
may also provide special time off with pay at Christmas depending
on the day on which the holiday is observed. The following schedule
indicates when that time is typically taken.
| Christmas
Observed |
Special
Time Off |
| Monday |
1/2 day
the preceding Friday |
| Tuesday |
the preceding
Monday |
| Wednesday |
the preceding
Tuesday |
| Thursday |
the following
Friday |
| Friday |
the preceding
Thursday |
8-4 PERSONAL DAYS
Regular full-year
employees are eligible for up to three Personal Days per fiscal
year. To be eligible for all three Personal Days in your first year
of employment, your date of hire must be prior to Thanksgiving.
If you are hired after Thanksgiving, but prior to Winter session,
you will be eligible for two Personal Days. If hired after Winter
session, you will not be eligible for Personal Days until the next
fiscal year. Whenever possible, you should notify your supervisor
as far in advance as possible when requesting Personal Days. Personal
Days must be taken at a time that is approved by your supervisor.
Personal Days
for less than full-time employees will be granted on a prorated
basis.
Full-time academic
year employees will receive two Personal Days. If you work less
than full time, your personal days will be prorated based on the
number of hours you are scheduled to work.
Personal Days
must be used during the fiscal year for which they are granted and
will not be paid out upon termination if not used.
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