Vacation Time
The College provides eligible employees with an annual vacation leave to give them time off for rest and relaxation.
Eligibility
Regular Full-time or Regular Part-time employees, excluding faculty, limited part-time and variable employees
are eligible for vacation leave in accordance with this policy. Employees in all other classifications and statuses of employment are not eligible for vacation pay.
Vacation periods are calculated based upon the fiscal year which runs July 1st through June 30th.
Eligible full-time employees who are scheduled 40 hours per week will receive 160 hours - of vacation on July 1st of each year. Employees eligible for vacation pay but working less than 40 hours per week will accrue a prorated amount based on their standard hours.
New hires during the fiscal year will receive vacation days on their date of hire in accordance with the below chart:
|
Date of Hire
|
Vacation Time Received
(40 hour/week employee)
|
Vacation Time Received
(37.5 hour/week employee)
|
Vacation Time Received
(35 hour/week employee)
|
Vacation Time Received
(20 hour/week employee)
|
|
July
|
160 Hours
|
150 hours
|
140 hours
|
80 hours
|
|
August
|
144 Hours
|
135 hours
|
126 hours
|
72 hours
|
|
September
|
128 hours
|
120 hours
|
112 hours
|
64 hours
|
|
October
|
112 hours
|
105 hours
|
98 hours
|
56 hours
|
|
November
|
96 hours
|
90 hours
|
84 hours
|
48 hours
|
|
December
|
80 hours
|
75 hours
|
70 hours
|
40 hours
|
|
January
|
64 hours
|
60 hours
|
56 hours
|
32 hours
|
|
February
|
48 hours
|
45 hours
|
42 hours
|
24 hours
|
|
March
|
32 hours
|
30 hours
|
28 hours
|
16 hours
|
|
April
|
32 hours
|
30 hours
|
28 hours
|
16 hours
|
|
May
|
16 hours
|
7.5 hours
|
7 hours
|
8 hours
|
|
June
|
16 hours
|
7.5 hours
|
7 hours
|
8 hours
|
** Any position with standard work hours not included in the above chart will accrue a prorated amount of vacation based on the standard hours.
Scheduling
Every effort will be made to permit employees to take their vacation at the time requested. However, due to the nature of our business, coordination within and between departments is essential. All vacations are subject to approval by the supervisor. Exempt employees are required to take 4 or 8 hours off per shift.
An employee may elect to supplement his or her New York Paid Family Leave (PFL) benefit, Family and Medical Leave (FMLA) benefit or any other job-protected leave with vacation, sick or personal days.
When an employee takes PFL leave and files a PFL claim, the employee has the option to elect to supplement their PFL benefit with paid sick, vacation or personal leave for each day off, to the extent the employee has accrued time available. In no case can the combination of benefits result in the receipt of more than 100 percent of an employee's normal wages, and the employee cannot use sick, vacation and/or personal leave that he/she has not yet accrued. Employees are responsible for notifying The Office of Human Resources of this election prior to taking leave.
Block-Out Periods
Keuka College reserves the right to identify “Block Out Periods” where vacation requests shall not be permitted. Standard block out periods include: mandatory time off college wide or furlough. Such block out periods shall be communicated to employees in writing by the Executive Cabinet and/or The Office of Human Resources. In the event that a block out period must be added to the College calendar, the College will endeavor to provide at least thirty (30) calendar days written notice shall be given prior to the implementation of said block out period. However, the College cannot guarantee that the thirty (30) calendar days written notice may always be possible or provided. Should a block out period no longer be required, the College will endeavor to provide employees notification in writing within seven (7) calendar days prior to scheduled block out period and time off will be again eligible for use.
Exceptions to this policy require approval by Executive Cabinet Member and the Associate Vice President of Human Resources.
Holiday During Vacation
Employees who are on vacation when a paid holiday is observed will receive holiday pay at their straight time hourly rate and will not be charged for the vacation day.
Carryover of Vacation Time
Unused accrued vacation time will not be carried over from one fiscal year to the next. Employees should use vacation time by the last day of the pay period of the fiscal year. Any accrued unused vacation time at the conclusion of the fiscal year shall be forfeited.
Vacation Pay
An employee’s vacation pay is based on the number of hours they are regularly scheduled to work at their straight time hourly rate. Vacation time is not counted as “hours worked” when calculating overtime.
Excess Leave and Unpaid Vacation
Leave taken in excess of an employee’s Vacation accruals/allotment will be unpaid and must be approved in advance by the supervisor/manager. All vacation must be used before any unpaid time is granted, except as required by law.
Pay In Lieu of Vacation
Employees may not receive pay in lieu of taking the actual time off.
Vacation Pay at Separation
Employees who voluntarily separate from the College, have been employed a minimum of 1 year, and provide the required [AB1] written notice to The Office of Human Resources will be paid upon separation for any earned but unused vacation time In accordance with the following chart:
|
Month of Separation
|
Full Time Employee
(40 hours)
|
Part Time Employee
(20 hours)
|
|
July
|
16 hours
|
8 hours
|
|
August
|
16 hours
|
8 hours
|
|
September
|
32 hours
|
16 hours
|
|
October
|
32 hours
|
16 hours
|
|
November
|
48 hours
|
24 hours
|
|
December
|
64 hours
|
32 hours
|
|
January
|
80 hours
|
40 hours
|
|
February
|
96 hours
|
48 hours
|
|
March
|
112 hours
|
56 hours
|
|
April
|
128 hours
|
64 hours
|
|
May
|
144 hours
|
72 hours
|
|
June
|
160 hours
|
80 hours
|
** Any position with standard work hours not included in the above chart will pay out a prorated amount of vacation based on the standard hours.
The chart above reflects the maximum amounts (cap) of Vacation time that may be paid out at separation, provided the employee meets the requirements and conditions for payout of accrued Vacation time. The actual payout amount will be based on remaining available time that the employee has at time of separation, subject to the above caps. In the case of a voluntary separation, all remaining vacation time, personal time, sick time, and floating holidays are forfeited at separation.
In the case of a voluntary separation, vacation time off cannot be used during the notice period or to extend a separation date.
Additional Information
Up-to-date time off accruals are available in Paylocity, as well as on employee pay stubs. Pay-stub time off accruals are as of the payroll ending date. Contact The Office of Human Resources with questions.