Non-Union (Benefit Eligible) Employee Vacation and Sick Leave

Policy Date of Original Implementation: January 2008

Date of Last Revision: October 2011

Purpose

The College shall provide all full time non-union, benefit eligible employees with 20 days of vacation and 18 days of sick time each fiscal year.

Scope

Vacation shall be accrued monthly. Vacations must be requested by the employee and approved in advance by the employee’s immediate supervisor and will not be unreasonably withheld. Employees are expected to utilize their vacation days in the year earned, however they may carry over no more than 5 days into the next fiscal year. Accrued unused vacation days shall be paid upon termination of employment with the College. With the approval of the employee’s immediate supervisor, which will not be unreasonably withheld, an employee may borrow up to 5 vacation days prior to accruing them. The employee must agree, however, in writing to repay the College the value of the borrowed time if the employee terminates his/her employment with the College for any reason prior to accruing the borrowed time. The repayment shall be made from any amount due the employee upon termination and if no such payment is due, the employee will re-pay the College directly upon termination. Part time employees will earn vacation on a pro-rata basis.

Sick time shall be accrued monthly. Up to 3 days of sick time may be used as personal time provided the employee gives one week prior notice to his/her supervisor, except in serious emergencies in which the employee shall give reasonable notice. Unused sick days may be carried over into the next year, but no employee may accrue more than 65 accrued sick days. As of September 1, 2011, any non-union employee with accrued sick leave that exceeds 65 days may retain such accrued days; however, once those days fall below 65, the maximum of 65 days will apply. Accrued unused sick days shall not be paid upon termination of employment. Part-time employees will earn sick time on a pro-rata basis.

Individual Responsible for Revision and Implementation: V.P. for Finance & Administration and Controller

Cambridge College Memorandum

To:               Cambridge College Non-Union (Benefit Eligible) Employees

From:           Office of Human Resources

Subject:      Return to Sick and Vacation Day Policy

Date:           September 15, 2011

The College focused on providing consistency in benefits for all employees as a theme that guided negotiations of the union contracts. Last fiscal year, Paid Time Off, (PTO) benefits were converted back to separate accruals for both sick and vacation time involving MLA Union and Staff Union employees. Vacation time was set at 20 days and sick time at 18 days per fiscal year, with the total days remaining at 38. Three days of sick time could be utilized as personal days. Up to 5 days of vacation could be rolled over into the next fiscal year. A maximum of 65 days could be accrued in an employee’s sick leave bank, unless specifically grandfathered.

While the plan was for non-union employees to be converted last year, they were not due to timing issues and time already utilized by employees. We anticipate implementing the conversion this year retroactively to September 1, 2011. This change will provide a number of additional benefits which have not traditionally been provided to non-unionized personnel and are as follows:

Up to 5 days of vacation may be rolled over into the next fiscal year. For fiscal 2012, the College will automatically roll any time up to 5 days for all non-union employees, unless specifically declined by the employee. (As part of the implementation in this year, all other PTO time existing as of August 31, 2011, will be rolled into the employee’s sick leave bank.)

Up to 5 days of vacation may be borrowed prior to being accrued as long as an employee is willing to agree in writing, that if prior to earning the time they leave employment of the College, the value of the unearned time would be deducted from any final pay.
Time accruals will be separately identified on pay statements as is currently done with PTO reporting. A copy of the pending policy change is attached. Please contact the Office of Human Resources with any questions relative to this change.

Time accruals will be separately identified on pay statements as is currently done with PTO reporting. A copy of the pending policy change is attached. Please contact the Office of Human Resources with any questions relative to this change.