HR - Vacation Time - MA & CA

Policy Statement and Reason

For the purpose of this policy, employees include staff only. All provisions of this policy apply, except that for employees covered by a collective bargaining agreement, this policy does not create any benefits not expressly provided by that collective bargaining agreement and if there are inconsistencies between this policy and the collective bargaining agreement, the terms of the collective bargaining agreement will govern. 

The College strongly encourages staff employees to take time away from work for rest and relaxation and provides eligible staff employees with paid vacation time for this purpose.

Time off is subject to manager approval.

Policy Guidelines

Eligibility

Regular full-time and part-time staff employees working at least 20 hours per week.

Staff Employees - Vacation Accrual

Full-Time

Non-Exempt

Less than ten (10) years of service

1.25 days per month

Non-Exempt

Ten (10) years or more of service

1.83 days per month

Exempt

Upon day of hire

1.83 days per month

Part-Time working 20 hours or more

Non-Exempt

Less than ten (10) years of service

1.25 days prorated per month

Non-Exempt

Ten (10) years or more of service

1.83 days prorated per month

Exempt

Upon day of hire

1.83 days prorated per month

 

Vacation Time Maximum

Staff employees will stop accruing time at a maximum accrual of 25 days, prorated for part-time based on FTE.

Use of Vacation Time

Increments of Vacation Time: Full-time non-exempt (hourly) staff employees must use vacation time in no less than one (1)-hour increments. Employees whose time is prorated may use their time in increments that are reasonable given their FTE.  Exempt (salaried) staff employees must use vacation time in half-day or full-day increments.

Holidays and Vacation Time: See Holiday Policy

Notice Period: Employees may not use vacation time during their resignation notice period.

Exiting Staff Employees: The College will pay exiting staff employees for unused accrued vacation time upon their departure in compliance with applicable to state law.

Vacation Scheduling  

Staff employees should request their vacation with a minimum of five (5) days’ advance notice.  Departments may have longer or shorter notice periods and guidelines for vacation requests. Ordinarily, supervisors strive to approve reasonable requests; however, based on departmental needs, supervisors may deny staff employees’ requests to be away during specific time-periods or for extended vacations. Staff employees must obtain their supervisors’ approval before taking vacation time.

Other Information

Related Policies

Key Offices to Contact 

Please contact Human Resources for further information regarding this policy and its implementation.        

Links to Procedures or Forms

Not applicable

Definitions

Full-time equivalent (FTE): An FTE is a unit to measure employees in a way that makes them comparable although they may work a different number of hours per week. The unit is obtained by comparing an employee’s regular number of hours worked per week to the regular number of hours of a full-time employee. A full-time employee is counted as one (1) FTE (at Emerson, either a 40 hour or 36.25-hour employee).  A part-time employee is provided an FTE number based on the number of hours worked relative to a full-time employee for example; based on a 40 hour work week, a 20-hour employee would have a 0.5 FTE. 

The contents of this policy are informational only and are not conditions of employment.  This policy does not create any contractual obligations or alter the at-will employment of the College’s at-will employees. Emerson College reserves the right to modify, revoke, suspend, terminate, or change any and all policies and procedures at any time, with or without notice, as consistent with state and federal law.

Policy Effective Date:  May 2019