Vacation Leave Policy

Sample Policy #1
Vacation
Vacation time is accrued on a bi-weekly basis throughout the year.
Accrual formula is based on employment status and years of service. Vacation accruals begin
immediately for all employees, except shelvers who do not receive vacation benefits.
Full-time M! ibrarians and other professional staff with professional certification or terminal
degree in the field in which they are employed. "his includes professional staff in #uman
$esources, %ublic $elations, &nformation !ystems and the 'usiness office. %rofessional
designation status will be determined by the (irector.
Accrue )* days +,-* hours. per year during first ,* years of service.
Accrue )/ days +)** hours. per year after ,* years of continuous service.
All other full-time staff0
Accrue ,* days +1* hours. per year during first ,* years of service.
Accrue ,/ days +,)* hours. per year after ,* years of continuous service.
Accrue )* days +,-* hours. per year after ,/ years of continuous service.
%art-time staff0
Vacation for part-time staff is pro-rated based on the position held, the 2 of hours worked, and
years of service accrued biweekly.
3mployees who switch from part-time to full-time will receive 4 year of credit for each full
year +,) full months. of part-time service worked.
"ime taken from a vacation account may be utili5ed in units of not less than 4 hour. %eriods of
less than one-half hour will be counted as 4 hour.
!upervisors must review the vacation re6uests of individual staff members to ensure that
re6uests do not create inade6uate staffing.
Sample Policy #2
Vacation Leave
"he ibrary provides Vacation eave to its employees and encourages employees to plan for its
use in advance. $egular planning and use of Vacation eave helps maintain good mental health
and reinvigorates.
Accumulation
3mployees earn Vacation eave each pay period according to the following schedule0
Length of employment Semi-full time Full time
*-/ years ,.17 hrs +7 hrs8mon. 7.-) hrs +,* hrs8mon.
--,* years ).99 hrs +- hrs8mon. /./7 hrs +,) hrs8mon.
,,-,/ years :.-; hrs +1 hrs8mon. -.7- hrs +,7 hrs8mon.
,- years or more 7.-) hrs +,* hrs8mon. no increase
For new employees, Vacation eave begins to accrue with the first full pay period worked.
Vacation eave may be used after it is earned.
3mployees may accrue a maximum of )7* hours of Vacation eave.
Requests for use
$e6uests for Vacation eave should be submitted in writing to the supervisor at least one week in
advance. $e6uests are approved at the discretion of the supervisor.
Compensation for unused Vacation Leave
3mployees will not be paid for unused Vacation eave except at the time of termination of
employment. 3mployees will not be paid for more than )7* hours of unused Vacation eave.
+%lease see Holidays for guidance concerning the use or accrual of Vacation eave during closed
or open #olidays..
Sample Policy #3
Vacation Leave
3ach full-time employee shall be given / paid working days +7* hours. vacation at the end of the
first year of continuous employment and ,* paid working days +1* hours. vacation at the end of
the second year of continuous employment. After / years of continuous employment, full-time
employees will be eligible for ,/ paid working days +,)* hours. vacation. Vacation leave may
only be used in 4 day or whole day increments.
"he (irector of the ibrary shall be given ten paid working days +1* hours. vacation at the end of
one year<s continuous employment and twenty paid working days +,-* hours. vacation at the end
of two years continuous employment. "he (irector of the ibrary must have a Master<s (egree in
ibrary !cience and the appropriate !tate certification in order to 6ualify for this vacation time.
$egular part-time employees who have been continuously employed for two years and who
average at least )* scheduled hours per week are eligible for five units of vacation time per year.
A unit of vacation time will be e6ual to the average number of hours worked per workday for the
preceding year. &t will be computed as follows0 "he total number of hours worked during the
preceding year will be divided by the total number of days on which those hours were worked
+3xample0 An eligible part-time employee works a total of ,,77* hours in one year. "hose ,,77*
hours were worked on )7* days of that year. ,,77* divided by )7* days results in an average of
- hours per day worked. "hat employee would have a vacation unit of - hours for that year, a
total of :* hours of vacation time. Fractions of an hour will be rounded off as follows0 .*, to .)7
will be rounded down to the nearest hour, .)/ to .97 will be rounded to the nearest half hour, .9/
to .;; will be rounded up to the nearest hour. 3xample0 -.*, to -.)7 = - hours, -.)/ to -.97 = -
hours :* minutes, -.9/ to -.;; = 9 hours.. >nits of vacation for eligible part time employees may
vary from year to year depending on the number of hours worked and the number of days
worked.
"he vacation anniversary date for all new employees is dependent on when the employee began
working at the library. &f an employee began work on or before the ,*
th
of the month, the vacation
anniversary date would be the ,
st
of that month. &f an employee began work after the ,*
th
of the
month, the vacation anniversary date would be the ,
st
of the following month. !ee the table
below for an example of this policy.
First day of
employment
Vacation
anniversary
date
Vacation eligibility schedule if the employee maintains
eligibility status
?uly :, )**7 ?uly , Full-time vacation schedule
/ days will be earned on ?uly ,, )**/
,* days will be earned on ?uly ,, )**-
,/ days will be earned on ?uly ,, )**;
%art-time vacation schedule
/ units will be earned on ?uly ,, )**- and on ?uly , of
each subse6uent year
?uly ,-, )**7 August , Full-time vacation schedule
/ days will be earned on August ,, )**/
,* days will be earned on August ,, )**-
,/ days will be earned on August ,, )**;
%art-time vacation schedule
/ units will be earned on August ,, )**- and on
August , of each subse6uent year
Vacation days not taken within the year starting with the anniversary date and ending one year
later are forfeited. @hen an official holiday occurs during a vacation, that day is not charged
against vacation time. !ickness during vacation may be taken as sick8personal days if verified by
a doctor<s certificate. Vacation time must be arranged in accordance with the Vacation $e6uests
section of this #andbook.
All employees must properly complete an AAbsence Authori5ationB form on the first day following
a vacation leave absence. "his form should include the employee<s name and dates of the
absence and be given to the (irector. 3mployees who do not submit a completed AAbsence
Authori5ationB form by payday will have their paychecks held by the (irector until the forms have
been submitted.
Vacation $e6uests
@hen possible, re6uests for vacation will be granted as re6uested by staff members. #owever,
staff members must bear in mind that operating the library re6uires an ade6uate number of
trained staff in the different sections of the library. &n order to provide the public with good library
service, knowledgeable employees must be in key areas whenever the library is open. "his must
be kept in mind when scheduling vacations and this can mean that a re6uest for vacation will be
denied if it would cause insufficient staffing of the library.
!taff members should re6uest vacation time as far in advance as possible. Vacation time will be
granted based on a Afirst come, first servedB basis. &n other words, the first staff member to
re6uest a specific date for vacation time will be granted that date, as long as the library<s staffing
needs allow. &f a second staff member re6uests the same date, that re6uest will not be granted.
"here may be rare exceptions to this, but only where the second staff member would never fill in
for the first. Cur staff is small and having two or more out at the same time in the same
department is very difficult. &t produces staffing shortages that cause problems for our patrons
and for the staff. "he first priority in scheduling staff members is always to best serve the public,
our customers.
"he procedure for re6uesting vacation time will be as follows. !taff members will make the
re6uest in writing to the (irector. All re6uests should be submitted on the A$e6uests for vacation
and other absencesB form. &f you are re6uesting time off for days that occur in more than one
month, please use a different form for each month. For example, if you are asking to be off April
); through May :, please use two forms, one form for April );-:*, and the other form for May ,-:.
"he (irector must approve all vacation time. @hen the (irector approves the vacation re6uest, it
will appear on the vacation calendar posted in the staff lounge. All vacations will be written on the
vacation calendar. &n this way, all staff members will be aware of when vacation time might
reasonably be re6uested.
Vacation time is important and staff certainly earn and deserve the vacation time coming to them.
$e6uests for vacation time will be honored but must be balanced against ade6uately staffing the
library in order to best serve the public.