POLICY

Central Wyoming College provides certain employees the benefit of paid vacation leave.

PROCEDURE

A.  Eligibility

1. Benefited classified, professional, and administrative employees begin accruing vacation leave at the beginning of the benefited appointment.
2. Benefited faculty members do not accrue vacation leave, but rather are responsible for the contract days set forth in the academic calendar established annually by the academic council and approved by the Board of Trustees.

1. Vacation leave is an earned benefit, and every attempt will be made to accommodate employee vacation requests. However final approval of vacation leave is at the discretion of the college.
2. In an attempt to better accommodate employee vacations, requests for extended vacation leave (one week or more) should be made to the immediate supervisor at least one month prior to the use of the vacation time.
3. Employees request vacation leave using the method as outlined in the associated process for this procedure.

C.  Use of Leave

1. Classified staff may take vacation leave in 15 minute increments.
2. Professional and administrative staff generally take leave in increments of not less than one-half day (four hours).¹
3. These leave limitations do not apply when vacation leave is used for an absence related to approved Family and Medical Leave.   
4. Use of paid vacation leave is submitted each pay period using the method as outlined in the associated process for this procedure.   
5. Except as provided under the provisions of the Family and Medical Leave Act of 1993, vacation shall be at the discretion of the college.  Requests for exceptions must be approved by the President. Grant-funded employees must use their allotted vacation time as per the conditions of the grant and by supervisor approval.
6. See also Procedure 7.3.11 Vacation Leave Donation.

1. The maximum number of vacation leave hours an employee may accrue is equal to 24 months of vacation leave accrual. See specific accrual limits for employee categories below.
2. Vacation benefits for less than 1.000 FTE, benefited employees is prorated based on the parameters of the position they hold. For example: A half-time, twelve month, benefited employee would accrue vacation at half the rate of a full-time, twelve month, benefited employee.
3. Full-time, twelve-month professional and administrative staff accrue 14 hours of vacation per month with a maximum accrual of 336 hours.
4. Full-time, twelve month classified staff accrue vacation time in accordance with the following schedule:

Months of Service (from Start Date)	Monthly Accrual per 1.000 FTE employee	Maximum Accrual
1 - 12 months	8 hours	192 hours
13-36 months	10 hours	240 hours
37-60 months	12 hours	288 hours
61 months or more	14 hours	336 hours

 

E.  Cash Out of Accrued Leave

1. Staff members who terminate following 90 days or more of service will be paid for unused, accrued vacation leave.
2. Any accrued vacation leave will be paid out at the employee's rate of pay/salary at time of separation.

¹ On rare occasions professional staff employees do not qualify as exempt under federal FLSA regulation.  They are therefore professional staff, non-exempt employees.  As such these employees do report actual time worked and also take vacation leave in increments of not less than 4 hours
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