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Policy 4.101
Vacation Leave for Monthly Employees

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Responsible Official: VP for Human Resources
Administering Division/Department: Leave Policies
Effective Date: January 01, 2010
Last Revision: June 22, 2012

Policy Sections:

Overview

Emory, concerned about the well-being of employees, views vacation leave as a benefit that enhances the employee's work and personal life balance. Supervisors are encouraged to manage vacation leave as a means of increasing productivity and employee morale.

Regular monthly (exempt) staff employees who work at least 20 or more hours per workweek are eligible for vacation leave benefits. Temporary employees, except rehired retirees, do not accrue vacation leave.

Policy Details

Monthly employees accrue vacation leave monthly based on years of service (refer to Vacation Leave Charts for Monthly Employees). A maximum of 320 leave hours may be accrued. Upon reaching that maximum accrual, the employee will not accrue additional vacation leave until some of the accrued vacation leave has been used. Therefore, a monthly employee can only accrue his/her vacation leave on a monthly basis and the total accrued vacation leave allotment may not exceed 320 hours.

Monthly employees who are hired or changed to a status eligible for vacation leave, or become eligible for a change to a higher or lower accrual rate, will accrue as follows:

If the calendar date for the effective employment, status change, or accrual change eligibility is on or before the 15th of the month, the monthly employee will accrue effective the last calendar day of that month.

If the calendar date for the effective employment, status change, or accrual change eligibility is on or after the 16th of the month, the monthly employee will accrue effective the last calendar day of the following month.

REQUESTING LEAVE
Requests for vacation leave should be submitted to the appropriate supervisor as far in advance as possible to allow adequate time for the supervisor to assess the staffing and scheduling needs of the department. Consideration shall be given to all requests for vacation leave. However, vacation schedules should be consistent with the needs of the department and the university.

Vacation leave may be granted for unanticipated absences where it has not been possible for an employee to plan in advance.

Where there are competitive requests for the same vacation schedules, length of service within the department should be considered if all other factors are equal.

GENERAL
Vacation leave shall not be accrued during a leave of absence without pay. However, a monthly employee shall accrue vacation leave in any month in which he/she is in a paid status for at least 15 consecutive calendar days of the month.

Employees who are members of the Armed Forces Reserve or the National Guard must request in writing for vacation leave to be used for periods in which the employees are engaged in weekly drills, weekend drills, annual training duty or other active duty for training.

Periods of employment in an ineligible status [i.e., temporary (other than rehired retirees), regular for less than half time, student status, or leaves of absence without pay] are not counted toward length of service for vacation leave, except for individuals on an approved seasonal or military leave. All periods of eligible employment prior to a break in service are counted toward length of service for vacation leave accrual purposes.

The vacation leave balance of a monthly employee will not be charged if the employee works for 4 or more hours in a workday. However, an absence of this nature still requires the employee to request and receive approval from the supervisor.

Examples:

  • If a monthly employee works for 4 or more hours, then takes the rest of the day off as vacation leave, his or her leave balance will not be charged.
  • If a monthly employee works 1 or 2 hours and takes the rest of the day as vacation leave, the employee's leave balance will be charged 4 hours.
  • If the employee takes the entire day off as vacation leave, the employee's leave balance will be charged 8 hours.
  • For part-time employees, proportional leave deductions would apply based on the number of hours the employee is scheduled to work.  For employees who work flexible schedules, Human Resources will work with managers to apply this policy to the individual's schedule.

 However, if a monthly employee is on Family and Medical Leave of Absence (FMLA), the employee will be paid for actual hours worked on a reduced or intermittent leave. Hours not worked on an intermittent or reduced leave will be charged against an employee’s vacation leave balance, other applicable leave or will be leave without pay. Thus, the supervisor can 'dock' the pay of otherwise-exempt, salaried employees for FMLA leave taken for partial day absences.

The total amount of vacation leave that may be granted to an employee shall not exceed the employee’s vacation leave balance.

VACATION LEAVE FOR RE-HIRED/TRANSFERRED EMPLOYEES
Employees who are re-hired or transferred, including retirees, shall accrue vacation leave according to the total length of service and the number of regularly scheduled hours worked per pay period.

This will include former employees of Emory University Hospital or Crawford Long Hospital with service prior to
January 1, 2003.


If a staff employee is transferred to faculty status, all unused vacation leave hours, up to 240 accrued hours, shall be paid to the employee in one lump sum payment at the time of transfer. 


COMPENSATION FOR ACCRUED LEAVE UPON SEPARATION
Monthly employees with a minimum of 6 months of consecutive service in a benefits eligible position who separate from employment will be paid their regular rate of pay up to 240 accumulated unused hours (equivalent to 30 days), provided they have utilized the exempt leave tracking system.  Employees who do not utilize the exempt leave tracking system will not be paid for unused hours.

Employees who have completed less than six consecutive months of service in a leave eligible status will not be compensated for unused vacation leave at separation.

In the event of the death of an employee, any unused vacation leave hours will be paid to the estate of the deceased employee in the same manner as above.

All unused vacation leave hours, up to the 240 accumulated hours, shall be paid to the employee in one lump sum payment after separation.

RECORDKEEPING
The department shall have the responsibility for administration and record keeping of the Vacation Leave Policy for the employees within the department. Human Resources can provide advice regarding administration and interpretation of this policy.

The employee leave balances must be transferred to the new department in the university upon the effective date of transfer.

VACATION LEAVE CHART
FOR MONTHLY EMPLOYEES

RATE OF ACCRUAL

 Effective January 1, 2010, employees will accrue vacation at a rate corresponding with their salary grade and their average hours worked per week, as shown below:

  Tier 1: Regular Empl Class 7 (Staff)

               Salary Plan: GENU              Grades: 222-232

               Salary Plan: ITU                 Grades: 323-332

               Salary Plan: CLNU             Grades: 421-432

 

AVERAGE
HRS. WORKED
PER WEEK

Less than 5
total years
of active
employment
HRS. PER MO.

5 but less than
10 total years
of active
employment
HRS. PER MO.

10 but less than
15 total years
of active
employment
HRS. PER MO.

15 but less than
20 total years
of active
employment
HRS. PER MO.

20 or more
total years
of active
employment
HRS. PER MO.

20

4.0

5.0

6.0

7.0

8.3

21

4.2

5.3

6.3

7.4

8.8

22

4.4

5.5

6.6

7.7

9.2

23

4.6

5.8

6.9

8.1

9.6

24

4.8

6.0

7.2

8.4

10.0

25

5.0

6.3

7.5

8.8

10.4

26

5.2

6.5

7.8

9.1

10.8

27

5.4

6.8

8.1

9.5

11.3

28

5.6

7.0

8.4

9.8

11.7

29

5.8

7.3

8.7

10.2

12.1

30

6.0

7.5

9.0

10.5

12.5

31

6.2

7.8

9.3

10.9

12.9

32

6.4

8.0

9.6

11.2

13.3

33

6.6

8.3

9.9

11.6

13.8

34

6.8

8.5

10.2

11.9

14.2

35

7.0

8.8

10.5

12.3

14.6

36

7.2

9.0

10.8

12.6

15.0

37

7.4

9.3

11.1

13.0

15.4

38

7.6

9.5

11.4

13.3

15.8

39

7.8

9.8

11.7

13.7

16.3

40

8.0

10.0

12.0

14.0

16.7

 Tier 2: Regular Empl Class 7 (Staff)

               Salary Plan: GENU              Grades: 233-236

               Salary Plan: ITU                 Grades: 333-335

               Salary Plan: CLNU             Grades: 433-438

AVERAGE
HRS. WORKED
PER WEEK

Less than 5
total years
of active
employment
HRS. PER MO.

5 but less than
10 total years
of active
employment
HRS. PER MO.

10 but less than
15 total years
of active
employment
HRS. PER MO.

15 but less than
20 total years
of active
employment
HRS. PER MO.

20 or more
total years
of active
employment
HRS. PER MO.

20

5.0

6.0

7.0

8.0

8.3

21

5.3

6.3

7.4

8.4

8.8

22

5.5

6.6

7.7

8.8

9.2

23

5.8

6.9

8.1

9.2

9.6

24

6.0

7.2

8.4

9.6

10.0

25

6.3

7.5

8.8

10.0

10.4

26

6.5

7.8

9.1

10.4

10.8

27

6.8

8.1

9.5

10.8

11.3

28

7.0

8.4

9.8

11.2

11.7

29

7.3

8.7

10.2

11.6

12.1

30

7.5

9.0

10.5

12.0

12.5

31

7.8

9.3

10.9

12.4

12.9

32

8.0

9.6

11.2

12.8

13.3

33

8.3

9.9

11.6

13.2

13.8

34

8.5

10.2

11.9

13.6

14.2

35

8.8

10.5

12.3

14.0

14.6

36

9.0

10.8

12.6

14.4

15.0

37

9.3

11.1

13.0

14.8

15.4

38

9.5

11.4

13.3

15.2

15.8

39

9.8

11.7

13.7

15.6

16.3

40

10.0

12.0

14.0

16.0

16.7

 Tier 3: Regular Empl Class 7 (Staff)

               Salary Plan: GENU              Grades: 237-243

               Salary Plan: ITU                 Grades: 336-341

               Salary Plan: CLNU             Grades: 439-446

               and Grandfathered Empl Class 6 (Principals)

AVERAGE
HRS. WORKED
PER WEEK

Less than 5
total years
of active
employment
HRS. PER MO.

5 but less than
10 total years
of active
employment
HRS. PER MO.

10 but less than
15 total years
of active
employment
HRS. PER MO.

15 but less than
20 total years
of active
employment
HRS. PER MO.

20 or more
total years
of active
employment
HRS. PER MO.

20

6.7

7.3

8.0

8.0

8.3

21

7.0

7.7

8.4

8.4

8.8

22

7.3

8.1

8.8

8.8

9.2

23

7.7

8.4

9.2

9.2

9.6

24

8.0

8.8

9.6

9.6

10.0

25

8.3

9.2

10.0

10.0

10.4

26

8.7

9.5

10.4

10.4

10.8

27

9.0

9.9

10.8

10.8

11.3

28

9.3

10.3

11.2

11.2

11.7

29

9.7

10.6

11.6

11.6

12.1

30

10.0

11.0

12.0

12.0

12.5

31

10.3

11.4

12.4

12.4

12.9

32

10.7

11.7

12.8

12.8

13.3

33

11.0

12.1

13.2

13.2

13.8

34

11.3

12.5

13.6

13.6

14.2

35

11.7

12.8

14.0

14.0

14.6

36

12.0

13.2

14.4

14.4

15.0

37

12.3

13.6

14.8

14.8

15.4

38

12.7

13.9

15.2

15.2

15.8

39

13.0

14.3

15.6

15.6

16.3

40

13.3

14.7

16.0

16.0

16.7

 Grandfathered: Regular Empl Class 7 (Staff) employed as of 12/31/09

                              Salary Plan: GENU                       Grades: 222-232

                              Salary Plan: ITU                          Grades: 323-332

                              Salary Plan: CLNU                      Grades: 421-432

AVERAGE
HRS. WORKED
PER WEEK

Less than 5
total years
of active
employment
HRS. PER MO.

5 but less than
10 total years
of active
employment
HRS. PER MO.

10 but less than
15 total years
of active
employment
HRS. PER MO.

15 but less than
20 total years
of active
employment
HRS. PER MO.

20 or more
total years
of active
employment
HRS. PER MO.

20

4.0

6.0

7.0

7.0

8.3

21

4.2

6.3

7.4

7.4

8.8

22

4.4

6.6

7.7

7.7

9.2

23

4.6

6.9

8.1

8.1

9.6

24

4.8

7.2

8.4

8.4

10.0

25

5.0

7.5

8.8

8.8

10.4

26

5.2

7.8

9.1

9.1

10.8

27

5.4

8.1

9.5

9.5

11.3

28

5.6

8.4

9.8

9.8

11.7

29

5.8

8.7

10.2

10.2

12.1

30

6.0

9.0

10.5

10.5

12.5

31

6.2

9.3

10.9

10.9

12.9

32

6.4

9.6

11.2

11.2

13.3

33

6.6

9.9

11.6

11.6

13.8

34

6.8

10.2

11.9

11.9

14.2

35

7.0

10.5

12.3

12.3

14.6

36

7.2

10.8

12.6

12.6

15.0

37

7.4

11.1

13.0

13.0

15.4

38

7.6

11.4

13.3

13.3

15.8

39

7.8

11.7

13.7

13.7

16.3

40

8.0

12.0

14.0

14.0

16.7

 

NOTE: “Total years of active service” is the number of years of active Emory employment in a regular status of at least half-time, regardless of breaks in employment. 

Related Links

Related Links

Contact Information

SubjectContactPhoneEmail
Employee Relations and Organizational Development Associate  Sharmel Gonzalez  (404) 727-7625   sgonza4@emory.edu  

Revision History