Department responsible: Vice President of Human Resources and General Counsel
Owner: Vice President of Human Resources and General Counsel
Pertains to: All Staff
Description: Hamline University's staff vacation policy.
Full-time and Part-time Staff
Regular full-time exempt (salaried) and full-time non-exempt (hourly) staff will receive vacation leave time hours effective July 1st of each fiscal year based on years of service on the following schedule, unless prior arrangements have been made with approval of the Senior Vice President of Finance:
0 – 2.99 years of service 80 hours (10 days)
3 – 4.99 years of service 120 hours (15 days)
5 or more years of service 160 hours (20 days)
Regular part-time exempt and part-time non-exempt staff receive a pro-rated number of hours (days) of vacation leave time on July 1st of each fiscal year based on part-time hours and years of service.
Employees hired after July 1st will receive a prorated share of their vacation hours for the year based on their first date of employment. Human Resources will work with those employees to determine how many hours they will receive.
Staff reaching a new higher level of vacation will receive a prorated share of vacation hours for the year on their anniversary date. There will be a review completed on a quarterly basis to determine the prorated vacation hours to be allocated. Please speak to Human Resources with questions to determine how many hours you will receive under the prorated amount.
All vacation leave must be approved in advance of taking the time off by the employee’s leader and must be consistent with department and business needs.
Vacation Accrual and Carryover
Vacation hours awarded for the entire fiscal year will be available for use by an eligible employee on the first day of the new fiscal year (July 1). Vacation does not accrue monthly.
Hamline University respects that vacation is needed in order to stay refreshed and focused. Therefore, we encourage employees to plan time away from the office in advance. Vacation hours are not available for carry-over to the next fiscal year. Any exception to this policy should be submitted through the employee’s leader to the Director of Human Resources.
Vacation Payment Upon Termination for Staff Employees
Since vacation time is allotted in advance, employees who have separated from Hamline University will not receive payment for any remaining vacation hours. After an employee gives notice to end their employment, they may continue to use prorated vacation leave with their leader’s approval, up until two weeks prior to their termination date. In order to ensure a smooth exit transition, the employee is expected to work the final 2 weeks of his/her employment, unless otherwise approved by their leader in conjunction with their area Vice President.
Collective Bargaining Agreements
This vacation policy does not cover employees covered under the collective bargaining agreement between The International Union of Operating Engineers, Local No. 70, and Hamline University. Employees covered under the collective bargaining agreement should refer to the agreement or contact Human Resources.
This vacation policy does not cover student workers. Service time as a student worker is not included in determining years of service.
Temporary Employees and Independent Contractors
Temporary staff members and independent contractors are not eligible for vacation hours.
Full-time employee – Staff employee scheduled at .75 FTE or greater. Assuming a 40 hour work week this would be equal to or greater than 30 hours per week.
Part-time employee – Staff employee scheduled less than .75 FTE. Assuming a 40 hour work week this would be less than 30 hours per week.
Years of Service - Total duration of time (or “accumulated work time”) working at Hamline regardless of a break in service. Service time as a student worker, temporary staff member or independent contractor is not included.
Exempt – Exempt staff may take whole day or half day increments of vacation time.
Non-Exempt – Non-Exempt staff may take hourly increments of vacation time.
This policy is not a contract for employment or any benefits and may be changed by the University at any time at its discretion.