Staff Policies and Procedures Manual
VIII. Time Off/Leaves of Absence
Reed College reserves the right to change, terminate or otherwise modify any or all provisions of the following benefits at any time and for any reason.
All regular full-time and regular part-time employees. This policy does not apply to participants in collective bargaining agreements.
Eligible employees accrue vacation hours each pay period. The accrual is based on the number of hours worked in each pay period.
New employees accrue vacation from date of hire but are not eligible to take vacation until completing three months of service.
Eligible employees accrue hours of vacation each pay period for every eligible hour worked at .0846 per hour. Eligible hours worked are regularly scheduled hours and do not include overtime hours (over 40 in a workweek) or unpaid leave hours, but do include excess hours worked up to 40 in a workweek, hours of observed holidays, administrative leave days, paid sick time and scheduled vacation.
An employee on unpaid leave, including time loss under worker's compensation, does not accrue vacation time.
Vacation accruals will automatically stop accruing once leave balances have reached the maximum number of hours allowed. The maximums are as follows for full-time, 1.00 FTE:
37.5 hours 330 hours
40 hours 352 hours
These amounts will be prorated to the established FTE.
Vacations are scheduled by the department supervisor based on employee requests in coordination with the workload requirements of each particular department. When an employee is considering time off for vacation or personal reasons, it is expected that he/she will provide as much advance notice, preferably two weeks or more, to his/her supervisor so that adequate coverage can be arranged. Employees are also encouraged to take vacation during periods that are less busy in their offices or departments. The vacation date requests preferred by the employee will be considered whenever practical. Supervisors will be reasonable in allowing the use of vacation and may not unreasonably deny vacation requests. A supervisor has the right to deny a vacation request if he/she believes taking vacation at that time is not in the best interest of Reed College.
If an employee becomes ill or otherwise qualifies for sick leave for three or more days while on a scheduled vacation, the employee may request to have the vacation hours converted to sick leave hours. In this case, the employee must provide written confirmation from a health care provider.
When an employee separates from employment, the employee is paid for vacation accrued but not yet taken up to the following maximums: 165 hours (37.5 hour workweek), 176 hours (40 hour workweek) ( prorated for part-time employees based on FTE).
last revised: 3/15/2013
last reviewed: 3/15/2013