POL 5.060 Vacation Leave

FULL-TIME CLASSIFIED AND ADMINISTRATIVE PERSONNEL

ADMINISTRATIVE PERSONNEL

Administrative personnel shall be granted twenty-four (24) vacation days, with pay, each year. This vacation should be taken during the term of the contract. If the entire vacation time is not taken during the contractual year, the remaining portion may be taken during the following fiscal year, provided the administrator has a signed contract in effect for that year.

CLASSIFIED PERSONNEL

Classified employees receive vacation pay in accordance with the vacation schedule. New full-time employees or employees working a limited schedule will accrue prorated vacation proportionate to the number of weeks worked during the fiscal year. Vacation time will be available as it is accrued. Any vacation time in excess of the category’s maximum amount must be used by December 31st of the following fiscal year. Vacation time is not cumulative beyond December 31st unless under extenuating circumstances and/or the President has granted an extension. Vacation days are to be taken at a time mutually agreeable to the college and the employee.

EXEMPT EMPLOYEES

SERVICE PERIOD	DAYS OF PAID VACATION
0 to 5 years	15 days or 1.25 days per month
6 to 10 years	20 days or 1.667 days per month
After 10 years	22 days or 1.833 days per month

NON-EXEMPT EMPLOYEES

SERVICE PERIOD	DAYS OF PAID VACATION
0 to 5 years	10 days or .833 days per month
6 to 10 years	15 days or 1.25 days per month
After 10 years	20 days or 1.667 days per month

1. The number of vacation days provided in a given year is determined by the number of full years of service as of July 1 each year.
2. During the fiscal year in which the employee experiences the five and ten-year anniversary date, the employee will be awarded the corresponding increase in vacation days on a prorated basis.
3. Vacation days are paid out at the current base rate of pay.
4. Additional pay cannot be received by an employee in lieu of using vacation time.
5. If employment is separated during or at the end of the probationary period, employees are not eligible to receive payment for unused vacation time.
6. Vacation days may be taken in advance only under extenuating circumstances and with the approval of the immediate supervisor and the Business Office. If an employee takes vacation days prior to the time it is earned, the employee must reimburse the college for vacation pay if they leave the college before the vacation days are earned.

Revised June 6, 1996
Revised May 20, 2021
Revised June 20, 2024
Reviewed and Revised February 20, 2025

5.060 Vacation Leave Procedure

1. Vacation requests must be made in advance on a “time off request form” and be submitted for approval by the immediate supervisor.
2. Vacation approval may be based upon the business needs of the college. Business conditions may require that the employee’s request be denied if the requested time off would interfere with significant functions of the college.
3. Following final approval of the requested time off, requested time off will immediately be deducted from the employee’s vacation day bank. In the event that the employee does not take the time off as scheduled, it is the employee’s responsibility to contact the business office, in writing, to cancel the time off request.
4. When a college-paid holiday occurs within a vacation period, the holiday is not counted as a vacation day.
5. Upon resignation or separation of employment, employees will be paid for unused vacation days that are currently available for use in their vacation day bank; in addition, vacation pay will be paid for a partial year of employment on a prorated basis. If an employee dies while in the employ of Kirtland Community College, any wages or unused vacation time earned to date of death will be paid to the employee’s survivors as dictated by law.
6. There will be no vacation accrual in the following situations:
   1. During an approved leave of absence without pay
   2. While on Workers’ Compensation
   3. Beyond the specified maximum accrual
   4. While on layoff
   5. While on disciplinary suspension