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Vacation Leave

Effective Date Mar 1, 2016

Eligible Employees:Revised Date:Approved by:
FT Staff, FT 12-month Faculty, FT 12-month Staff February 2022 Dr. T. Dwayne McCay, President

Policy Title

Vacation Leave

Policy Owner: Human Resources

Policy Purpose

The university grants paid vacations based upon continuous length of service. Subject to the operational needs of the university, it is important to utilize your vacation time for periodic rest and relaxation. This will help to ensure that you are fully prepared to perform your job responsibilities as well as enjoy your home and family life.

Policy Scope

This Policy excludes part-time staff, part-time 9-month staff, part-time faculty, part-time 9-month faculty, adjunct faculty, temporary workers and student workers.

Policy Statement

  1. Vacation leave begins accruing from the date of hire and is computed each pay period based upon the length of service and the employee's assigned FTE. An employee rehired by the university after a break in service is subject to the service requirements of this policy unless rehired under the provisions of the Reinstatement Policy.
  2. Employees may take any part of their accrued vacation leave after completion of one calendar month of employment, subject to the operational needs of their department.
  3. Earned vacation leave may be used, at the employee's option, in conjunction with workers' compensation, short term disability, or long-term disability payments while the employee is receiving any of these benefits. In no case may the combination of vacation leave with workers' compensation benefits, short term disability benefits or long-term disability benefits exceed 100% of the employee's regular pay.
  4. Vacation leave accrues following the completion of each pay period.  Accrual rates are as follows:
  1. Executive payroll maximum
    Service RequirementAccrual RateMaximum AccrualMaximum Carryover
    From the date of
    employment
    20 days (160 hours per year;
    13.333 hours per month)
    160 hours 480 hour
  2. Exempt employees including 12-month faculty and research professionals
    Service RequirementAccrual RateMaximum AccrualMaximum Carryover
    0 to end of 3rd year 15 days (120 hours per year;
    4.615 hours per pay period)
    120 hours 360 hours
    Start of 4th year 20 days (160 hours per year;
    6.154 hours per pay period)
    160 hours 480 hours
  3. Non-exempt employees
    Service RequirementAccrual RateMaximum AccrualMaximum Carryover
    0 to end of 3rd year 10 days (80 hours per year;
    3.077 hours per pay period)
    80 hours 240 hours
    Start of 4th through end of
    9th year
    15 days (120 hours per year;
    4.615 hours per pay period)
    120 hours 360 hours
    Start of 10th year 20 days (160 hours per year;
    6.154 hours per pay period)
    160 hours 480 hours
  1. Regular full-time employees (those authorized to work 30 or more hours per week) accrue vacation leave according to the schedule above but on a pro-rata basis according to the employee's assigned FTE.
  2. An employee's service in one category of accrual will count towards service in another category of accrual. For example, if a non-exempt employee with five years of service transfers to the exempt category of accrual, he/she will begin accruing at the biweekly rate of 6.154 hours immediately. He/she is not required to serve in the exempt accrual category for two years before the higher accrual becomes available since time served in the non-exempt category of accrual counts toward the service requirement. In the event an employee transfers to a position that has a greater service requirement than his/her current position, the employee’s accrual will be reduced to the accrual rate for the position with the greater service requirement.

    For example, if an exempt employee with six years of service (accruing 6.154 hours per pay period) transfers to a position assigned to the non-exempt category of accrual, his/her accrual will drop to 4.615 hours per pay period because non-exempt employees do not earn 6.154 hours of vacation leave until the start of their fifteenth year of service.
    1. Service in a non-accrual category will count towards service if an employee transfers to a position in an accrual category except as excluded under Section 6. For example, a nine-month faculty member with five years of service who transfers to a position as an Academic Department Head will begin accruing at the biweekly rate of 6.154 hours immediately. He/she is not required to serve in the exempt category for three years before the higher accrual becomes available since service as a nine-month faculty member counts towards the service requirement.
  3. During a fiscal year, vacation leave may be accumulated that exceeds the maximum accrual shown in the above schedules.  The amount of vacation leave that may be carried over to the new fiscal year is limited to three times the maximum annual accrual shown in the above schedules.
  4. The payment of accrued vacation in lieu of taking vacation is not allowed, except at the time of separation and providing:
    1. the employee completed six months of continuous service; AND
    2. the employee provided a minimum of ten working days' notice of resignation. The employee cannot use accrued vacation in meeting this notification period.

If an employee is terminated for cause, the unused portion of accrued vacation hours is forfeited.

An employee will be paid his/her actual vacation leave balance amount as of the separation date, up to a maximum of two times the maximum accrual amount even if the employee’s actual vacation leave balance exceeds two times the maximum accrual amount.

For the purpose of this section, separation will include transfer from an eligible employee classification to a non-eligible employee classification.  For example, a 12-month faculty member (eligible for vacation leave) who converts to nine-month faculty member status (not eligible for vacation leave) will receive payment for his/her accrued vacation leave balance.

Florida Tech reserves the right to conduct a timely and complete audit of leave records before payment of accrued vacation leave is made.

  1. Employees on leave of absence, including family medical leave or workers compensation maintain vacation leave already accrued but do not accrue additional hours while on leave of absence.

Contract Or Grant Funding

  1. Any employee funded entirely by external contracts or grants must use all vacation leave accrued while funded by the external contract or grant during the life of the external contract or grant.
    1. Upon separation from the university, an employee whose salary is funded by a grant or external contract will not receive payment for unused vacation.
  2. In the event an employee whose salary is initially funded by internal (university) resources transfers to a position funded by external contracts or grants, leave accrued while funded by internal resources will roll to the contract or grant.
    1. The employee must use vacation leave accrued while funded by external contracts or grants during the life of the contract or grant.
    2. Vacation leave accrued while funded by internal (university) resources may be:
      1. Rolled to a new external contract or grant
      2. Rolled to a position funded by internal (university) resources
  3. In the event an employee’s initial appointment with the university is funded by external contracts or grants, and the employee later transfers to a position funded by internal (university) resources, accrued vacation leave will be rolled to the new internally funded position.

Procedures/Guidelines

  1. Eligible employees who are paid a full eighty (80) hours per pay period accrue one (1) day of sick leave per month at the rate of 3.7 hours per biweekly pay period. Twelve-month employees earn twelve (12) sick days per year and nine (9) month employees earn nine (9) sick days per year. Employees may accrue an unlimited amount of sick leave. Each biweekly accrual is based upon the actual hours paid.
    1. Sick leave begins accruing from the date of hire and is computed each pay period based upon the number of hours the employee is paid in the pay period. Hours reported as Regular, Sick, Family Sick, Vacation, Holiday, Personal Holiday, Jury Duty, Anniversary Day and Bereavement Leave count in the computation of the pay period’s accrual.
    2. Subject to supervisory approval, employees may take any part of their accrued sick leave as it accrues. 
  2. Compensation for sick leave is made at an employee’s straight time rate. Part-time employees may use their accrued sick leave to attain an authorized number of scheduled work hours, if needed. The combination of work hours and sick leave may not exceed the amount of authorized paid time in a regularly scheduled workweek.
  3. At an employee’s request, earned vacation leave may be used for absence due to illness after all accrued sick leave has been exhausted or in lieu of using sick leave.
  4. Sick leave may not be paid while an employee is on vacation. Illness occurring during vacation is paid as vacation leave except in very unusual circumstances and only with the written approval of the appropriate vice president.
  5. In order to be paid for sick leave, an employee must be in pay status for the last workday before and the first workday after the period of sick leave, subject to the following provisions:
    1. Sick leave may not be paid for the last day before or the first day after an employee’s vacation except in very unusual circumstances and only with the written approval of the appropriate vice president.
    2. Hire and termination dates may not be adjusted in any way which circumvents the intent of this section.
    3. An employee is eligible for holiday pay if he/she is paid sick leave either the last workday before the holiday or the first workday after the holiday. The Vice President of Human Resources may, at his or her discretion, require a physician’s certification of illness. If a certification is requested of an employee and is not provided within three (3) business days, the holiday will not be paid. In this event, the holiday may be charged to accrued and unused Sick or Vacation Leave or accrued and unused Personal Holiday or Anniversary Day. If the employee does not have sufficient accrued leave, the holiday will be unpaid.
    4. The employee’s available sick leave may be used to charge absences due to the illness or injury of a member of the employee’s immediate family when the employee’s presence with the family member is necessary. This provision also applies to appointments with physicians. For the purpose of this policy, immediate family is defined as spouse, domestic partner, children (including stepchildren) and parents (including stepparents) of both the employee and the spouse. Exceptions to the definition of immediate family must be approved by the appropriate vice president.
      While an employee’s entire available sick leave balance may be used for family sick leave, such absences may also be charged to the employee’s available vacation leave balance and/or leave without pay, at the employee’s request and with the approval of the supervisor.
  6. Earned sick leave may be used, at the employee’s option, in conjunction with workers’ compensation, short-term disability or long-term disability payments while the employee is receiving any of these benefits. In no case may the combination of sick leave with workers’ compensation benefits, short-term disability benefits or long-term disability benefits exceed 100% of the employee’s regular pay.
  7. Employees on leave of absence, including family medical leave or workers compensation maintain sick leave already accrued but do not accrue additional hours while on leave of absence.
  8. Available sick leave may be used, at the employee’s option, to cover the waiting period required by the university provided short-term disability benefit.
  9. Sick leave may not be advanced beyond that which has been accrued.
  10. After an employee has turned in a notice of resignation, no sick leave benefits will be paid unless the employee is hospitalized for non-elective surgery, the resignation was due to illness or injury, or the leave is approved by the appropriate vice president.
  11. Available sick leave balances will not be paid upon separation of employment or movement from an employee class eligible for sick leave to another employee class not eligible for sick leave. In these situations, the available sick leave balance is forfeited.
  12. Pregnancy is treated as an illness and sick leave benefits are payable in conjunction with pregnancy provided other requirements elsewhere in this policy are met.

Definitions

Not Applicable

Compliance Reference

Not Applicable

Responsibilities

All vacations must be requested and approved in advance subject to university needs. Unused vacation may be carried over to the next fiscal year, but the amount of accumulated vacation leave cannot exceed three times the maximum accrual amount stated in this policy for each employee category.

  1. To avoid loss of vacation leave, it is the responsibility of the employee to request and schedule vacation so that three times the maximum accrual amount will not be exceeded at the end of the last full pay period in the fiscal year.
  2. Upon separation from the university, eligible employees may be paid his/her actual vacation leave balance up to a maximum of two times the maximum accrual amount even if the employee’s actual vacation leave balance exceeds two times the maximum accrual amount.
  3. It is the responsibility of the employee to request and schedule vacation far enough in advance to permit the department to adjust its operational schedule to provide necessary coverage.
  4. Requests for vacation leave are subject to review and approval of the immediate supervisor. Whenever practicable, the employee's preference will be respected.
  5. Department heads, through the supervisors, will ensure that every employee is provided an opportunity to schedule and use vacation leave.
  6. Department heads may designate specific times of the year when vacation requests are not normally approved. With the concurrence of the Vice President of Human Resources, the department head must notify all employees, in writing, of the dates when leave usage will not normally be approved. Written notification to employees must be provided, at a minimum, at the beginning of each fiscal year.

Enforcement

Not Applicable

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