8. Vacation, Holiday and Personal Time

Section 8. Vacation, Holiday and Personal Time

 

8-1  Vacation
8-2  Holidays
8-3  Special Time Off
8-4  Personal Days

 

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 benefit eligible employees are entitled to earn paid vacation.

A. Full-Year Employees:

Full-year employees are eligible for paid vacation as discussed below.

  • 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.
  • 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.
  • Full-Year Employee Vacation Carryover:  Employees may carryover their annual vacation accrual plus one additional week.  For example if you are a full-time, full-year exempt employee you can carry over up to four weeks plus one additional week.
  • Full-Year Employee 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.

Non-exempt Employees:

  • Scheduled Vacation Periods: The College will provide the following paid vacation to eligible employees working 9, 9.5, 10 or 10.5 months per year: will receive the week between Christmas Day and New Year’s Day and Spring Break Week. These are known as "scheduled vacation periods." 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 on the active payroll (that is, actively at work or on approved paid time off) on his or her last regularly scheduled workday immediately proceeding 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.
  • 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 the scheduled vacation periods. 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:

  • Scheduled Vacation Periods: The College will provide the following paid vacation to eligible full-time or regular half-time academic year employees working 9, 9.5, 10 or 10.5 months per year: will receive the week between Christmas Day and New Year’s Day and Spring Break Week. These are known as "scheduled vacation periods." 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 on the active payroll (that is, actively at work or on approved paid time off) on his or her last regularly scheduled workday immediately proceeding 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.
  • 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.
  • Academic-Year Employee 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.
  • 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.

 

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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:*

  • New Year's Day
  • Martin Luther King, Jr. Day
  • Presidents' Day
  • Patriots' Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Columbus Day
  • Thanksgiving
  • Friday after Thanksgiving
  • Christmas

 

Academic year employees normally work 9, 9 1/2, or 10 months and are entitled to the following paid holidays:*

  • New Year's Day
  • Martin Luther King, Jr. Day
  • Presidents' Day
  • Patriots' Day
  • Memorial Day
  • Labor Day
  • Columbus Day
  • Thanksgiving
  • Friday after Thanksgiving
  • Christmas
  • In addition, employees may take religious holidays as vacation or personal days.

 

* Part-time employees who work at least 17.5 hours per week are entitled to pro-rated holiday pay. The pay is based on the authorized hours for the position divided by 5 days to determine the holiday benefit.

Example:

  • 28 hours divided by 5 days = 5.6 hours holiday pay
  • 17.5 hours divided by 5 days = 3.5 hours holiday pay

 

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 paid for that holiday.

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.

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8-3 Special Time Off

The President has the discretion to offer special time off. This special time off applies only to those scheduled to work during that specified time. The President may provide special time off with pay at Christmas depending on the day on which the holiday is observed.

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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. The pay is based on the authorized hours for the position divided by 5 days to determine the personal day benefit.

Example:

  • 28 hours divided by 5 days = 5.6 hours personal day
  • 17.5 hours divided by 5 days = 3.5 hours personal day

 

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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