Free Sample Vacation Policy
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Sample Vacation Policy


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Vacation

Policy

Employer ABC provides time away from work for its employees.  Vacation time must be approved and recorded by departments.

Policy Rationale

ABC appreciates its employees and respects their needs for time away from work for personal, community, and other outside needs.  Reasonable limits on vacation time are required in order to ensure that employees’ job responsibilities are jeopardized, and that all employees are treated fairly and consistently.

Credited Service

An employee's length of employment at ABC according to the personnel file.

Eligibility

All employees eligible for benefits accrue vacation time.

Accrual Calculations

Vacation time accruals are based upon the hours of work for the position.  The table below outlines the accrual rates for employees with a enter number of hours here hour workweek.  Employees with less than enter number of hours here hours per week accrue on a prorated basis.

Accrual Rates:

Credited Service

Days Accrued Annually

Days Accrued Monthly

Less than ten years

15

1.25

10 but less than 11 years

16

1.33

11 but less than 12 years

17

1.4167

12 but less than 13 years

18

1.5

13 but less than 14 years

19

1.5833

14 years or more

20

1.6667

Effective Date

Accruals begin upon date of hire. Vacation time may not be taken before it is earned.  Employees may use accrued vacation after enter number of months here months of employment only with supervisory approval.  The supervisor must document the time taken and documentation is maintained in the department until one year of employment is completed.  If an employee terminates employment before completing one year of employment, the amount of vacation used will be deducted from the employee’s final pay.

Changes in the accrual rate occur the first pay period after the anniversary date.

Accrual Maximum

The table below outlines the maximum amount of vacation time an employee can bank or accumulate (based on a enter number of hours here hour workweek).  Maximums for employees with less than enter number of hours here hours per week accrue on a prorated basis.

Credited Service

Maximum Accumulation (Approximate Days)

Less than ten years

30

10 but less than 11 years

32

11 but less than 12 years

34

12 but less than 13 years

36

13 but less than 14 years

38

14 years or more

40

Accumulation Over The Maximum Amount of Vacation Time

Accumulation over the maximum is by exception only when employees are requested to forego taking vacation due to pressing ABC needs.  Exceptions are considered on a case-by-case basis by the supervisor, with the requirement that accruals be brought within the maximum by the next fiscal year.  Exceptions cannot be granted in two consecutive fiscal years.

Using Vacation Time

Vacation time must be requested and scheduled in advance at times agreed to by both the employee and the supervisor.  Employees are required to take vacation in  increments.

Non-accrual

Vacation time stops accruing after an employee is on paid leave (other than vacation) for more than  consecutive calendar days. Vacation does not accrue during unpaid leaves.

Scheduled Holidays

If a scheduled ABC holiday falls on an employee's vacation day, time for that day is marked as holiday pay.

Pay in Lieu of Vacation

Employees may not receive pay in lieu of vacation.

Transfers

Transferring employees maintain their accumulated vacation time.  The new department must provide the funds required for transferred vacation time.

Change in Standard Hours

If an employee changes his or her hours of work during the fiscal year, either voluntarily or involuntarily, the maximum accumulation balance and the accrual rate will be adjusted on the first pay period of the next fiscal year. Any time accrued over the new maximum accumulation amount at the beginning of the new fiscal year is automatically carried over to the next fiscal year.

Retirement

Retiring employees will receive a full lump sum vacation payout of their accrued vacation balance, up to the maximum allowable accumulation based on credited service (prorated for those employees with less than enter number of hours here hours per week).

Terminations

Terminating employees will receive a full lump sum vacation payout of their accrued vacation balance, up to the maximum allowable accumulation based on credited service (prorated for those employees with less than enter number of hours here hours per week).

Records

The payroll system is the official vacation record for all employees.  Departments are responsible vacation accrual accuracy and must ensure that time is reported through payroll accurately.

Payroll will provide leave balance information to supervisors on a regular basis so that employees are aware of their balances and informed in advance if they are near or at their maximum allowable accumulation.

Responsibilities

HR

·         Final review all time away from work requests.

Employee

·         Understand this policy.

Supervisor

·         Communicate the terms of this policy to employees.

·         Establish appropriate review procedures to ensure compliance with this policy.

·         Maintain accurate records of vacation time accruals and usages of all employees.

·         Report all vacation time requests to Human Resources.


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