Support Staff Vacation and Sick Leave

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 WeekMinimum 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 April 15 of each year. Employees will be paid out their sick time via payroll before the end of May of each year.

Note: For this year only - as we transition to this new policy - support staff employees will have an additional month to make their request to be paid out the equivalent of one week of sick time. Employees who have at least 10 weeks of sick time in their account as of April 30 will be able to be paid out 1 week of sick time. Support staff wishing to be paid out sick time in 2022 must make their request prior to May 15, 2022 and their sick time will be paid out at the end of June 2022.

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
the employee has successfully completed their orientation period)

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
the employee has successfully completed their orientation period)

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
the employee has successfully completed their orientation period)

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
the employee has successfully completed their orientation period)

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
the employee has successfully completed their orientation period)

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).