Annual Leave

Purpose

The purpose of this policy is to define employees’ eligibility for annual leave (also known as vacation leave), accrual and use rules. Paid annual leave (vacation leave) is to allow and encourage every employee to renew their physical and mental capabilities and to remain a fully productive employee. Employees are encouraged to request vacation leave in advance during each year in order to achieve this purpose. Vacation leave may also be requested for other periods of absence for personal reasons, absences due to adverse weather conditions and for personal illness or illnesses in the immediate family. Vacation leave must be exhausted before an employee goes on leave without pay, except in cases of the birth or adoption of a child as covered under the Family and Medical Leave policy.

 

Scope

This policy applies to all permanent Staff (classified, non-instructional) employees of Alamance Community College. Instructional employees do not earn annual (vacation) leave and are not covered by this policy. Instructional employees are expected to be present for all scheduled classes, office hours, and workdays as prescribed by the College calendar and catalog, including such other hours and days as may be necessary for the performance of their respective duties or any activity scheduled by the Executive Vice President or President.

Instructional employees are granted days off for not less than that which is specified in the schedule for non-instructional employees with less than five years of aggregate state service, providing the College calendar permits.

 

Eligibility

All permanent Staff (half-time or greater) are eligible for annual leave.

Faculty/Instructional employees are not eligible for annual leave and should not schedule “vacations” while the College is in session. Any time taken as “vacation leave” must be scheduled only when the College is not in session except for designated professional development and/or other special days as indicated in the College’s annual calendar.

 

Reporting

The Human Resources Department is responsible for tracking all leave balances on a monthly basis, based upon required reports from individual employees and their supervisors.

 

Definitions

Leave Year: July 1 through June 30

Accrual rate: the rate of annual leave earned per month, which is based on the length of aggregate state service

Aggregate State Service: month-for-month service of all permanent, full-time State employment when an employee has been a contributing member into the Teachers’ & State Employees’ Retirement System or Optional Retirement Program (ORP) as administered by the University of North Carolina

Accrual Rates

Years of Total State Service Hours Granted Each Month Hours Granted Each Year Days Granted Each Year
Less than 5 years 9 hrs. 20 mins. 112 14
5 but less than 10 years 11 hrs. 20 mins 136 17
10 but less than 15 years 13 hrs. 20 mins. 160 20
15 but less than 20 years 15 hrs. 20 mins. 184 23
20 years or more 17 hrs. 20 mins. 208 26

 

*Note: A “regular” employee hired prior to July 1, 2001, with fewer than five years of aggregate state service will continue to earn annual leave at 10.00 hours per month, for a total of 120 hours per year.

 

Other Credits for Service

(a) Employment with other governmental units that are now state agencies. (Examples include the County Highway Maintenance Force and the Judicial System.)

(b) Employment with the N.C. Cooperative Extension or with the community college and the public school systems of North Carolina, with the provision that a school year is equivalent to one full year. Credit for a partial year is given on a month-for- month basis for the actual months worked.

(c) Employment with a local mental health, public health, social services, or civil defense agency in North Carolina.

 

Maximum Accumulation

(1) Annual leave may be accumulated without any applicable maximum until June 30 of each fiscal year.

(2) On June 30, all full-time regular, non-instructional employees with more than 30 days or 240 hours of unused annual leave will have the excess accumulation transferred to sick leave so that only 240 hours are carried forward to July 1 of the next fiscal year.

(3) On June 30, part-time regular, non-instructional employees with accumulated annual leave exceeding a prorated amount of that earned by full-time employees will have the excess applicable accumulation transferred to sick leave so that only the applicable prorated share is carried forward to July 1 of the next fiscal year.

(4) Employees who try to take their excess accumulation of annual leave late in the fiscal year and do not receive approval for their request will not be allowed to carry more than 240 hours forward into the next fiscal year. 

 

Leave Credits

The leave credit rate is based on length of total permanent state service. Employees eligible for leave who work more than one-half of the working days of the month will earn leave for that month.

 

Verification of Service

The College’s Human Resources office will verify previous creditable service in order to determine the employee’s correct accrual rate.

 

Regulations

Advancement of Annual Leave

The College may advance annual leave not to exceed 80 hours during the current fiscal year. A first-year employee may be advanced annual leave up to the portion earned through the initial six months of service. After six months of service, an employee may be advanced that amount of annual leave that is scheduled to be earned during the remainder of the fiscal year. Only scheduled work hours will be charged in calculating the amount of annual leave taken. Saturdays, Sundays, and holidays are charged only if they are scheduled workdays.

 

Approved Leave in the Event of Administrative Closing

When the College is officially closed due to inclement weather or other conditions, the resulting absence of personnel during scheduled work time is considered as administrative leave with pay. Employees who are on vacation (or other approved) leave other than administrative leave at the time of closing will be considered to continue on such a leave.

 

Scheduling Annual Leave

Annual leave should be taken only upon authorization of the appropriate College official, who will designate such time or times when it will least interfere with the efficient operation of the College. Employee preferences should be considered and schedules worked out bearing in mind individual and College needs; however, based on the College’s needs, an individual may be required to take leave at a different time. The minimum amount of annual leave that can be taken is in one-hour increments. Any time in excess of the one-hour increment will be rounded

to the half-hour (30 minutes). Full-time regular, non-instructional employees must deduct eight hours for each full-time day taken as annual leave during the regular work schedule (non-summer work schedule). During the summer work schedule, full-time regular, non-instructional employees must deduct nine hours for each full-time day taken as annual, personal, or sick leave, and four hours for each Friday taken. Part-time regular, non-instructional employees must deduct the number of hours they are scheduled to work on the day(s) taken as annual leave. An employee may charge time lost for tardiness to his/her vacation leave account. The College may make deductions from the employee’s pay check where excessive tardiness or absenteeism occurs.

 

Uses of Annual Leave

Annual leave may be substituted for sick leave and may also be transferable.

 

Year-end excess

On June 30 of each fiscal year, all full-time regular employees and part-time regular employees with annual leave in excess of the maximum allowed will have the excess accumulation transferred to their sick leave account, subject to restrictions imposed by the Teachers’ & State Employees’ Retirement System.

 

Transfers to or from Alamance Community College

Unused annual leave may be transferred when an employee leaves Alamance Community College to accept employment with another state or local governmental agency if the receiving agency is willing to accept the leave. Otherwise, the employee leaving the College will be paid in a lump sum for accumulated annual leave up to 240 hours. The College will not accept annual/vacation leave transfers from another Federal agency, state agency, county governments, community college, University, etc.

 

Payment of Annual Leave at Separation

Lump sum payment for annual leave is made in accordance with the separation policy. Eligible full-time and part-time regular employees will be paid in a lump sum for accumulated annual leave not to exceed a maximum of 240 hours, plus any unused mandated bonus leave, when separated from the College due to resignation, dismissal, reduction in force, death, service retirement, or leave without pay for military purposes. Employees retiring on disability retirement may exhaust annual leave rather than being paid in a lump sum.

In calculating lump sum payment for annual leave, the following procedures will be followed: An employee who separates from service will be paid for annual leave accumulated at the date of separation.

The compensation reflected on the employee’s base contract, converted to an hourly rate, will be used for calculating the amount of the lump sum payment of annual leave.

When an employee separates from the College before all of the annual leave taken has been earned, he or she will have any advanced annual leave deducted from his or her final paycheck.

State and county longevity and bonus supplement paid in addition to a regular state salary will not be considered when calculating lump sum payment for annual leave.

Retirement deductions will be made from terminal leave payments. Payment for annual leave may be made on a regular payroll and will be charged to the same account to which the employee’s salary is charged.

Receipt of lump sum leave payments and retirement benefits will not be considered as dual compensation. In the event of an employee’s death, payment for unpaid salary, terminal leave, and travel must be made upon establishment of a valid claim to the deceased employee’s administrator or executor.   When an employee uses annual, sick, or personal leave rather than working up to his or her date of separation, leave is not earned during that period. In cases dealing with disability retirement, state regulations will be followed.

 

Approval

Chair, Board of Trustees

Effective Date:  July 1, 2017

Policy Owner:  Human Resources