Earlham College Employment Policies and Procedures
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Employment Policies and Procedures:

Table of Contents

Part I — Earlham Benefits

Section 13
Paid Vacation Time

A staff employee may use his/her accrued vacation time at any time after consulting with and obtaining the approval of his/her supervisor. Although some staff employees take their vacation time during the summer months, it is recognized that other staff members may prefer to take all or part of their vacation at another time of the year; if at all possible, supervisors will try to accommodate such requests. Academic year employees and those employees working less than year round may only take vacation time during their regular, scheduled work period (see Academic Year Positions section).

Full-time Staff Employees

Full-time staff employees accrue paid vacation time on the following basis:


Length of Service
Accrual Rate*
Approx. days
per year**
First 26 work weeks -------None-------
None
26 weeks but less than
2 years		 .0385 hours
per hour worked
10
2 years but less than
8 years 		.0465 hours
per hour worked
12
8 years but less than
15 years 		.0582 hours
per hour worked
15
15 years or more .0769 hours
per hour worked
20
*Note: Accrual rate will be applied to regular hours worked, as well as, hours paid for holiday time, vacation time, sick time, and personal time.
**These figures are based on a full time employee, working 37.5 hours per week for 52 weeks.
Accrued vacation time up to a maximum of 240 hours may be carried forward into the new fiscal year. Unused vacation time in excess of 240 hours will be forfeited on the last day of the last pay period in June of each year.

Part-time Staff Employees

Part-time staff employees accrue paid vacation time on the following basis:


Length of Service
Accrual Rate*
Approx. days
per year**
First 26 work weeks -------None-------
None
26 weeks but less than
8 years		 .0231 hours
per hour worked
6
8 years but less than
15 years 		.0346 hours
per hour worked
9
15 years or more .0465 hours
per hour worked
12
*Note: Accrual rate will be applied to regular hours worked, as well as, hours paid for holiday time, vacation time, sick time, and personal time.
**These figures are based on a full time employee, working 20 hours per week for 52 weeks.
Accrued vacation time up to a maximum of 50 hours may be carried forward into the new fiscal year. Unused vacation time in excess of 50 hours will be forfeited on the last day of the last pay period in June of each year.

Upon employee-initiated termination of employment or retirement and with at least two (2) weeks written notice in advance, an employee will receive the cash equivalent of any accumulated and unused vacation time. In the event of an Earlham-initiated termination, pay-out of accumulated and unused vacation time is at the sole discretion of Earlham College. In the event a staff employee accepts a contract position with Earlham, he/she must use any accumulated vacation time prior to the effective date of his/her contract or forfeit the vacation time.
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This page last updated: May 2, 2005