Sick Leave for Support Staff
Support staff employees earn sick leave in the amount of .0385 hours for every hour worked. Hours to be included in accrual calculations are regular, sick, vacation, holidays, and floating holidays. Extra time and overtime hours are not used in the accrual calculations. Employees on leaves of absence (i.e. related to birth or adoption of child(ren), short-term disability or family medical leave) will not accrue leave time. Unused sick leave may be accumulated for up to a maximum of 26 weeks, at which point no additional sick leave will accrue until the employee’s sick leave balance again drops below 26 weeks.
Once per year, support staff employees who have at least 10 weeks of sick leave balance as of March 31 (see chart below), have the opportunity to voluntarily request to be paid out the equivalent of one week of sick leave to be paid out at the end of May.
Please see the chart below to determine the minimum number of sick time hours you must have in your account at the end of March before you can request to be paid out the equivalent of one week of sick leave.
| Number of Hours Worked in a Normal Work Week | Minimum number of sick time (employees may be paid out sick time in excess of the amount listed below – max of 1 week). |
|---|---|
| 40 Hours/Week (year round or academic year only) | 400 |
| 37.5 hours per week (year round or academic year only) | 375 |
| 31-35 hours per week (year round or academic year only) | 350 |
| 26-30 hours per week (year round or academic year only) | 300 |
| 21-25 hours per week (year round or academic year only) | 250 |
| 20 hours per week (year round or academic year only) | 200 |
Support staff are able to view their current sick leave accrual by visiting PeopleSoft Self Service to access their current pay statement.
Employees must complete the formal Request Form by May 1 of each year. Employees will be paid out their sick time via payroll before the end of May of each year.
If a support staff employee is out of work due to illness for 3 or more consecutive days, the employee must submit a physician’s note to the Human Resources Office verifying the leave. Subsequently when the employee is able to return to work, the Human Resources Office requires a release to return.
Any accrued but unused sick leave will not be paid upon separation from employment, except when the support staff member retires from the College.
Effective August 1, 2019, a support staff member who transitions to an administrative position will forfeit any accrued sick leave because they will be eligible for twenty-six (26) weeks of sick leave paid at 100%.
Vacation Leave
Eligibility: All regular full-time and regular part-time staff who typically are scheduled to work over 1000 hours per fiscal year are eligible for paid vacation leave. Vacation leave is accrued from the first day of employment and is earned in proportion to time worked, therefore, staff on leave of absence (i.e. related to birth or adoption of child(ren), short-term disability or Family Medical Leave) will not accrue leave time. Vacation time may be used in 1/4 hour increments. Vacations are to be taken at times mutually agreeable to the employee, the College and their supervisor.
The accrual of vacation leave for support staff is affected by a variety of factors.
- The number of service hours to the College.
- Hours to be included in accrual calculations are regular, sick, vacation, and holidays. Extra time and overtime hours are not used in accrual calculations.
- The number of hours employees work per year is cumulative in nature. This influences when accrual rates increase.
The following is for employees scheduled to work 40 hours per week:
| Service Hours: | Hours Earned: |
|---|---|
| 0-520 hours (13 weeks, if work full 40 hrs/wk) |
20 hours total (Hours will not appear on pay stub until |
| 521- 10399 hours (0 - 4 years, if work full 40 hrs/wk) | .038462 hours earned/hr worked (x 2080 hrs = 80 hrs/yr) |
| 10400- 20799 hours (5 - 9 years, if work full 40 hrs/wk) | .057692 hours earned/hr worked (x 2080 hrs = 120 hrs/yr) |
| 20800- 31199 hours (10-14 years, if work full 40 hrs/wk) | .076923 hours earned/hr worked (x 2080 hrs = 160 hrs/yr) |
| Over 31200 hours (15 years, if work full 40 hrs/wk) | .084615 hours earned/hr worked (x 2080 hrs = 176 hrs/yr) |
The following is for employees scheduled to work 37.5 hours per week:
| Service Hours: | Hours Earned: |
|---|---|
| 0-488 hours (13 weeks, if work full 37.5 hrs/wk) |
18.7 hours total (Hours will not appear on pay stub until |
| 489- 9749 hours (0 - 4 years, if work full 37.5 hrs/wk) | .038462 hours earned/hr worked (x 1950 hrs = 75 hrs/yr) |
| 9750 - 19499 hours (5 - 9 years, if work full 37.5 hrs/wk) | .057692 hours earned/hr worked (x 1950 hrs = 112 hrs/yr) |
| 19500- 29249 hours (10-14 years, if work full 37.5 hrs/wk) | .076923 hours earned/hr worked (x 1950 hrs = 150 hrs/yr) |
| Over 29250 hours (15 years, if work full 37.5 hrs/wk) | .084615 hours earned/hr worked (x 1950 hrs = 165 hrs/yr) |
The following is for employees scheduled to work 26-30 hours per week:
| Service Hours: | Hours Earned: |
|---|---|
| 0-390 hours (13 weeks, if work full 30 hrs/wk |
15 hours total (Hours will not appear on pay stub until |
| 391- 7,799 hours (0 - 4 years, if work full 30 hrs/wk) | .038462 hours earned/hr worked (x 1560 hrs = 60 hrs/yr) |
| 7,800- 15,599 hours (5 - 9 years, if work full 30 hrs/wk) | .057692 hours earned/hr worked (x 1560 hrs = 90 hrs/yr) |
| 15,600- 23,399 hours (10-14 years, if work full 30 hrs/wk) | .076923 hours earned/hr worked (x 1560 hrs = 120 hrs/yr) |
| Over 23,400 hours (15 years, if work full 30 hrs/wk) | .084615 hours earned/hr worked (x 1560 hrs = 132 hrs/yr) |
The following is for employees scheduled to work 21-25 hours per week:
| Service Hours: | Hours Earned: |
|---|---|
| 0-325 hours (13 weeks, if work full 25 hrs/wk) |
12.5 hours total (Hours will not appear on pay stub until |
| 326- 6,499 hours (0 - 4 years, if work full 25 hrs/wk) | .038462 hours earned/hr worked (x 1300 hrs = 50 hrs/yr) |
| 6,500- 12,999 hours (5 - 9 years, if work full 25 hrs/wk) | .057692 hours earned/hr worked (x 1300 hrs = 75 hrs/yr) |
| 13,000- 19,499 hours (10-14 years, if work full 25 hrs/wk) | .076923 hours earned/hr worked (x 1300 hrs = 100 hrs/yr) |
| Over 19,500 hours (15 years, if work full 25 hrs/wk) | .084615 hours earned/hr worked (x 1300 hrs = 110 hrs/yr) |
The following is for employees scheduled to work 20 hours per week:
| Service Hours: | Hours Earned: |
|---|---|
| 0-260 hours (13 weeks, if work full 20 hrs/wk) |
10 hours total (Hours will not appear on pay stub until |
| 261- 5199 hours (0 - 4 years, if work full 20 hrs/wk) | .038462 hours earned/hr worked (x 1040 hrs = 40 hrs/yr) |
| 5200- 10,399 hours (5 - 9 years, if work full 20 hrs/wk) | .057692 hours earned/hr worked (x 1040 hrs = 60 hrs/yr) |
| 10,400- 15,599 hours (10-14 years, if work full 20 hrs/wk) | .076923 hours earned/hr worked (x 1040 hrs = 80 hrs/yr) |
| Over 15,600 hours (15 years, if work full 20 hrs/wk) | .084615 hours earned/hr worked (x 1040 hrs = 88 hrs/yr) |
During the first thirteen (13) weeks of employment or during any extension of the probationary period, support staff are not eligible to use any vacation or sick leave they may have accrued. Upon the successful completion of the initial probation periods, accrued vacation leave may be utilized.
Support staff employees may maintain as much time as they wish in their vacation leave banks during the year. However, support staff employees may not have more than the accrual of vacation leave earned during that calendar year. For example, a support staff employee that accrues 15 days of vacation during the year may carry over 15 days in the next calendar year. A support staff employee that earns 20 days of vacation may carry over 20 days of vacation into the new year. Please see the charts below to determine how much vacation leave you will be able to carry over to the next year (based up how much hours you work each week).
The following is for employees scheduled to work 40 hours per week:
| Service Hours: | Hours/Days of Vacation allowed for carryover: |
|---|---|
| 0-520 hours |
20 hours of vacation |
| 521-10399 hours | 10 days or 80 hours |
| 10400-20799 hours | 15 days or 120 hours |
| 20800-31199 hours | 20 days or 160 hours |
| Over 31200 hours | 22 days or 176 hours |
The following is for employees scheduled to work 37.5 hours per week:
| Service Hours: | Hours/Days of Vacation allowed for carryover: |
|---|---|
| 0-488 hours |
18.7 hours of vacation |
| 489-9749 hours | 10 days or 75 hours |
| 9750-19499 hours | 15 days or 112 hours |
| 19500-29249 hours | 20 days or 150 hours |
| Over 29250 hours | 22 days or 165 hours |
The following is for employees scheduled to work 26-30 hours per week:
| Service Hours: | Hours/Days of Vacation allowed for carryover: |
|---|---|
| 0-390 hours |
15 hours of vacation |
| 391-7799 hours | 10 days or 60 hours |
| 7800-15599 hours | 15 days or 90 hours |
| 15600-23399 hours | 20 days or 120 hours |
| Over 23400 hours | 22 days or 132 hours |
The following is for employees scheduled to work 21-25 hours per week:
| Service Hours: | Hours/Days of Vacation allowed for carryover: |
|---|---|
| 0-325 hours |
12.5 hours of vacation |
| 326-6499 hours | 10 days or 50 hours |
| 6500-12999 hours | 15 days or 75 hours |
| 13000-19499 hours | 20 days or 100 hours |
| Over 19500 hours | 22 days or 110 hours |
The following is for employees scheduled to work 20 hours per week:
| Service Hours: | Hours/Days of Vacation allowed for carryover: |
|---|---|
| 0-260 hours |
10 hours of vacation |
| 261-5199 hours | 10 days or 40 hours |
| 5200-10399 hours | 15 days or 60 hours |
| 10400-15599 hours | 20 days or 80 hours |
| Over 15600 hours | 22 days or 88 hours |
Any hours over these amounts will be removed from their vacation leave bank as the new year turns over, and employees will not be paid for any vacation hours removed from the vacation leave bank. Upon termination or retirement, all vacation leave in the vacation leave bank will be paid to the employee in their final paycheck. Appropriate notice must be given upon resignation in order for unused vacation leave to be paid (see “Resignation of Employment” Section in the handbook).