Hamline Policies

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Vacation Policy

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.

Details:

Regular Full-time and Part-time Staff

Regular full-time exempt and non-exempt staff hired on and after November 1, 2009 receive vacation leave time hours on July 1st of each fiscal year based on years of service on the following schedule:
 
0-4 years of service                       80 hours (10 days)
5-10 years of service                    120 hours (15 days)
11 or more years of service         160 hours (20 days)

Regular part-time exempt and non-exempt staff hired on and after November 1, 2009 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.

New staff hires, and staff reaching a new level of vacation leave based on the years of service schedule, will receive a prorated share of the vacation leave hours for the year.

Regular full-time exempt and non-exempt staff hired before November 1, 2009 receive 160 hours (20 days) of vacation leave time on July 1st of each fiscal year. Regular part-time exempt and non-exempt staff hired before November 1, 2009 receive a pro-rated number of hours (days) of vacation leave time based on part-time hours on July 1st of each fiscal year.

All vacation leave must be approved in advance of taking the time off by the employee’s supervisor.

Vacation Accrual and Carryover

Effective July 1, 2012, vacation hours awarded for the entire fiscal year will be available for use by an eligible employee on the first day of a new fiscal year. The prior practice of monthly accrual will be discontinued.

Effective June 30, 2012, no vacation hours will be available for carry-over to the next fiscal year. For significant and extraordinary events (for example, an extended vacation, maternity leave, exceptional business reasons), an exception may be granted. Requests for an exception should be submitted through the employee’s supervisor, who must obtain approval for any recommended exception from the President’s Staff member responsible for the area in which the employee reports and the Senior Vice President of Finance, Business and Technology.

Vacation Payment Upon Termination for Staff Employees

Staff members who are separated from the employment with Hamline University will not receive payment for any accumulated vacation hours.  After an employee gives notice to terminate their employment, they may continue to use accumulated vacation leave with supervisor approval, up to one week prior to their termination date.  The employee is expected to be on the job for the last week of their employment, unless otherwise approved by management.

Collective Bargaining Agreements

This vacation policy does not cover employees covered under the collective bargaining agreement between The Internation 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 policy is not a contract for employment or benefits and may be changed by the University at its discretion.