Department of Human Resources

Vacation Leave

 

Replaces and supersedes all previous versions of this policy.

Purpose

Annual periods of time away from the workplace contribute to the health and well being of all employees. This policy provides for paid time away from work.

Scope

All administrators and non-bargaining unit staff employees

Policy

Seton Hall University provides annual vacation leave with pay to eligible full- and part-time administrators and non-bargaining unit staff employees in accordance with the guidelines established below. The University is committed to providing all employees with the opportunity to get away from the demands of the workplace and to rest and relax. For this reason, employees are strongly encouraged to use their full allotment of vacation leave each year.

All regular, benefits-eligible, full- and part-time administrators and non-bargaining unit staff employees are eligible to accrue paid vacation time beginning on the date of hire. Temporary workers, consultants, leased and/or contracted workers are not eligible for paid vacation time. Employees are eligible to take vacation leave after completing three (3) months of continuous service. Supervisors are permitted to waive the waiting period, however, vacation time may not be taken in advance of being earned

Administrators earn one and two-thirds (1-2/3) days or 11.67 hours each full month of service for a total of 20 days or 140 hours annually. Vacation time for benefits-eligible part-time administrators is prorated based on the percentage of time the employee works.

Administrative employees who exceed their accrued vacation time will not be paid for each day that they exceed their accrued time.

Non-Bargaining Unit staff employees earn vacation as follows:

Up to 5 years – 1 day per month
More than 5 years but less than 10 years – 1.25 days per month
More than 10 years but less than 15 years 1.5 days per month
More than 15 years but less than 20 years 1.75 days per month
More than 20 years but less than 25 years 2.0 days per month
More than 25 years 2.25 days per month

Additionally, Non-Bargaining unit -staff employees are provided with three (3) floating holidays in each fiscal year that may not be carried over from one year to the next. Floating holidays may be taken at the employee’s discretion with reasonable advance notice and prior supervisory approval.

Vacation time for benefits-eligible part-time employees is prorated based on the percentage of time the employee works.

Effective July 1, 2002, vacation accruals were automatically capped at 30 days or 210 hours for all administrators and non-bargaining unit staff employees. Additional vacation hours will not be earned until vacation accruals have been reduced below 30 days or 210 hours.

Staff employees who exceed their accrued vacation time will not be paid for any hours that exceed their accrued time.

Full-time regular bargaining unit staff employees should consult the collective bargaining agreements between the University and the Office & Professional Employees International Union, Local 153, AFL-CIO, or International Union of Operating Engineers, Local Union 68-68A for vacation entitlements and conditions.

Procedures

Scheduling Vacation Leave

Vacations are taken at the mutual convenience of the department and the employee. Employees are expected to submit written requests (preferably through Kronos) for vacation time as far in advance as possible and as required by the supervisor. Supervisors should make every effort to schedule vacation to accommodate the needs of the employee. However, the University reserves the right to schedule vacations at specified times due to work schedules or budgetary constraints. Under certain circumstances, it may be appropriate for a supervisor to deny a request for vacation.

Vacation must be taken in one-hour increments and must be reported on the electronic timesheet provided on Kronos within the PirateNet portal.

Transfer

An administrator who transfers to an administrative position in another department retains his/her unused accrued vacation time. An administrator is expected to review vacation accrual with the new supervisor before starting the new position and, as necessary, to make arrangements with the new department to use the accrued time.

Administrators who transfer to faculty positions must use all accrued vacation prior to changing to faculty status. No vacation will be carried over and no payment will be made in lieu of vacation.

Faculty who transfer to administrative positions earn vacation time commencing on the date of transfer.

A staff member who transfers to an administrative position will retain his/her unused accrued vacation balance. However, if the balance exceeds 210 hours, he/she may not accrue additional leave until the balance is reduced below the allowable maximum.

Donation of Unused Vacation

Administrators may voluntarily donate a portion of their unused accrued vacation time to other Seton Hall University employees under specific circumstances. For additional information on donating vacation see the Vacation Donation Policy »

Payment of Unused Vacation

Upon separation from the University by resignation, discharge, retirement or death, employees are eligible to receive payment for unused accrued vacation time to a maximum of 210 hours. Payment is made in one check. Unused accrued vacation may not be used to extend a separation date. Benefits coverage will be based on the last day worked.

In order to be paid for unused accrued vacation time, the employee must complete and approve a final electronic timesheet for the pay period that includes his/her last day of work. No payment for unused accrued vacation time will be made unless a fully completed electronic timesheet is prepared, approved and submitted.

Other Requirements

Administrators are required to submit an electronically completed timesheet each month in accordance with guidelines established by the Payroll Office. Administrators who fail to submit an appropriately approved timesheet will be in violation of this policy and will be subject to disciplinary action.

Staff employees are required to submit an electronically completed timesheet each pay period in accordance with guidelines established by the Payroll Office. Employees who fail to submit an appropriately authorized timesheet will not be paid for the hours they failed to report and may be subject to disciplinary action.

An employee must be "actively employed" in order to earn vacation. "Actively employed" does not include any period of unpaid leave (e.g., family leave) or non-scheduled work time (e.g. 10-month employee).

If non-University funding sources (i.e., grants) prevent payment for unused accrued vacation, the employee must be given the opportunity to use the vacation time during the duration of the funding source.

University holidays occurring during a vacation period will be counted as holidays, not vacation days.

When an employee changes from full-time to part-time status or from part-time to full-time status, accrued vacation time will be based on the new status.

Employees who are ill while on a scheduled vacation may, with a supervisor's approval, charge the time to sick leave. The employee may be required to provide a written doctor’s statement substantiating the illness.

Employees may request the use of vacation time when sick leave is exhausted. Supervisors may request a written doctor’s statement before use of vacation time is authorized.

Unused accrued vacation time may also be used when an employee is unable to work due to severe weather conditions; to supplement temporary disability or workers’ compensation pay (not to exceed the employee’s regular pay); for bereavement for which leave is not otherwise provided or; to observe religious holidays.

Unused accrued vacation time may be used prior to the start of an approved unpaid leave (e.g. family, illness and military duty).

There is no provision for payment in lieu of earned vacation except upon separation from employment.

Upon separation from employment, unused accrued vacation will be paid at the employee’s current rate of pay.

Supervisor Responsibilities

Ensure that employees are aware that vacation leave approvals are subject to meeting department needs and client service.

Advise employees of departmental procedures for requesting vacation time.

Review requests for vacation leave in coordination with department work requirements and approve or deny requests for vacation leave.

In the event that two or more employees request conflicting vacation leave, ensure that the needs of the department prevail.

Approve exceptions to this Policy on the basis of department workload in consultation with Human Resources.

Review requests for leave without pay (when vacation time has been exhausted) in consultation with Human Resources.

Review and approve electronic timesheets in a timely manner confirming that time worked and time used for vacation is accurate.

Monitor vacation accruals to ensure that employees have adequate time available to cover requested time off.

Employee Responsibilities

Submit written requests for vacation leave (preferably through Kronos) as far in advance as possible and as required by the supervisor.

Complete and approve a timesheet for supervisor's review and approval in accordance with the procedures and deadlines established by the Payroll Office.

Effective Date

This policy became effective February 15, 2010.

Responsibility for the interpretation and administration of this policy resides solely with the Department of Human Resources. The University reserves the right to amend this policy at any time.

Effective Date

February 15, 2010

 
 
Contact Us

Department of Human Resources
(973) 761-9177
Fax (973) 761-9007
humanres@shu.edu
Martin House

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