VCOM Administrative and Classified Staff Handbook

Certain holidays falling on the weekend will be observed either on the Friday before the holiday or the Monday after the holiday they do not include the floating holidays. If an employee is on military or educational leave without pay during a holiday, the employee will not receive an alternate day off. VCOM will make reasonable accommodation for change in holiday dates for the religious needs of employees if such accommodation will not cause disruption of the educational program or cause the organization undue hardship. Leave for this purpose will come from annual leave or in trade for a holiday and requires approval in advance. Use of Annual Leave for Staff Administration or the employee’s supervisor grants the time the employee may take their annual leave depending on department needs and annual leave available. Certain rules apply to annual leave as follows: • Employees should request annual leave of greater than five days at a time at least 30 days prior to the intended start of the requested leave. o Departments may not always be able to grant an employee’s request for leave, so the employee must make the request well in advance to be considered. o Annual leave will be granted on a first request basis and will not be granted by the employee’s supervisor during busy times in the department that would disrupt the ability of the department to adequately function or that would interrupt the educational program or other functions of the college. • Employees must submit a formal leave request anytime they are absent from work. • Future leave not yet earned cannot be “borrowed” for present use. • Up to forty hours of annual leave may be transferred to the next fiscal year. o At the end of each fiscal year, which ends on June 30th, up to forty hours of annual leave not used (if any) will be automatically carried over to the new fiscal year. o The hours transferred must be used within the first month of the new fiscal year (prior to August 1st) and will be forfeited if not used prior to August 1 st of the new fiscal year. • All other remaining leave balances (including sick leave, annual leave, CME, etc.) will be forfeited. Leave will reset back to the normal annual leave amount on July 1 st . It is essential that all employees schedule their annual leave throughout the year so that they use their allotted vacation days to maintain a healthy work-life balance. Leave without pay occurs if an employee is absent for/during a pay period and consequently loses pay because of insufficient leave balances. Disruptions of the academic program or delivery of the academic program by the use of unexcused absences is a reason for dismissal. Unearned Leave Leave is awarded at the beginning of each fiscal year on July 1; however, is based on the expectation that the employee’s anticipated work schedule will continue throughout the entire fiscal year. Employees who leave the institution early will be paid only for the number of leave days awarded for the period the employee worked. Regardless of the number of annual days reflected on TimeClock Plus, the employee is only eligible for the annual awarded days divided by the period of actual time worked. If the employee has taken more time than awarded for time worked, the employee may be subject to a reduction in the final pay period.

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