Procedure03.02.080.b Non-Instructional Personnel
Vacation leave credits shall be provided for full-time non-instructional personnel if the employee worked one-half or more of the scheduled workdays in a month. Effective July 1, 2011, the following rates apply:
Years of Aggregate State Service Hours Granted Each Month
Less than 5 years 9.33 hours
5 but less than 10 years 11.33 hours
10 but less than 15 years 13.33 hours
15 but less than 20 years 15.33 hours
20 years or more 17.33 hours
Leave may be accumulated without any applicable maximum until June 30th of each year. However, if the employee separates from service, payment for accumulated leave shall not exceed two hundred forty (240) hours. Any employee with more than two hundred forty (240) hours of accumulated leave on June 30th shall have the excess transferred to sick leave.
Leave Options (Leave With or Without Pay)
Full-time employees have the following options: if an employee requests leave for personal reasons, accumulated leave must be used if time will not exceed ten (10) workdays. However, upon the approval of Human Resources, if leave is requested for longer than ten (10) workdays, the employee may choose to retain vacation leave for future use.
While in pay status (exhausting accrued earned leave), during leaves of absence, an employee is entitled to accumulate leave, is eligible for holiday pay, continues to earn retirement service credit, health insurance benefits, and is eligible for salary increases during that period of time. If an employee chooses leave without pay, these benefit entitlements are not earned.
Advancement of Vacation
The President may, in his/her discretion, advance vacation leave not to exceed the amount an employee can earn during the current credit year or the difference between the amount of accumulated leave carried forward and the maximum allowable. New employees may be granted leave only as it is earned through the first six (6) months of service. An employee may be advanced that amount of leave he/she would earn during the remainder of the credit year.
Scheduling Vacation Leave
Vacation leave shall be taken by the employee only upon authorization by his/her immediate supervisor who shall designate such time or times when it shall least interfere with the efficient operation of the work area.
Vacation leave must be used in increments of not less than one quarter hour. Saturdays, Sundays, and/or holidays are charged only if they are scheduled workdays. Employees on vacation or sick leave will not be charged for vacation or sick leave when weather or other conditions result in the College closing.
Providing an agency is willing to accept the leave, unused vacation earned at the College may be transferred when an employee accepts employment with government agencies located in North Carolina, including community colleges, state agencies, and local government. If a WPCC employee chooses to transfer some leave to the new State employer and request the remainder to be paid in a lump sum, the hours combined cannot exceed a maximum of two hundred forty (240) hours.
If an employee from another state agency wishes to transfer vacation leave, in the President’s discretion, vacation leave (not to exceed eighty (80) hours) may be transferred to the College.
If a person requests and is paid for unused vacation leave at the time of transfer to or from the College, this will not preclude consideration for transferring sick leave.
Other Uses of Vacation Leave
Vacation leave may be used in lieu of sick leave for absences due to personal reasons; absences due to adverse weather conditions; and for personal illness or illnesses in the immediate family. For purposes of this policy, “immediate family” is defined as: spouse, parents, children, brother, sister, grandparents, or grandchildren. Also included are step, half-, and in-law relationships. Time lost for reporting late to work may be charged to vacation leave. Deductions may be made from the employee’s pay when excessive tardiness or absenteeism occurs.
Vacation Options for Leave Without Pay
An employee on leave without pay may exhaust vacation leave or may retain part or all accumulated leave until the employee returns, the only exception being: (a) if an employee has accumulated vacation leave, all leave must be exhausted before going on leave without pay for vacation purposes, or (b) if an employee requests leave for other personal reasons for a period not to exceed ten (10) workdays, leave must be used if available. However, if the leave is for a period longer than ten (10) workdays, the employee may choose to use vacation leave or retain it for future use. If leave without pay extends through June 30th, any leave accumulated above two hundred forty (240) hours shall be cancelled. While exhausting leave, an employee continues to accumulate leave, is eligible to take sick leave, is entitled to holidays, and is eligible for salary increases during that period.
Payment of Vacation Leave at Separation
Lump sum payment for vacation leave is made only at the time of separation. An employee shall be paid a lump sum for accumulated vacation leave not to exceed a maximum of two hundred forty (240) hours when separating from the College due to resignation, dismissal, reduction in force, death, or service retirement. If a WPCC employee chooses to transfer some leave to a NC State employer and request the remainder to be paid in a lump sum, the hours combined cannot exceed a maximum of two hundred forty (240) hours. If the last day of work falls on the last workday of the month, the employee shall be paid for the remaining non-workdays in that month. Employees retiring on disability retirement may exhaust vacation leave rather than be paid in a lump sum.
Should an employee be separated before earning all of the vacation leave taken, it will be necessary to make deductions from the final salary check for the overdrawn leave on a calendar day basis. It will be deducted in quarter hour units. Payment for vacation leave will be made on the regular payroll. Retirement deductions shall be made from all separation leave payments. In the case of a deceased employee, payment for unpaid salary, terminal leave, and travel must be made, upon establishment of a valid claim, to the deceased employee’s administrator or executor. In the absence of an administrator or executor, payment must be made to the Clerk of Superior Court in the county of the deceased employee’s residence.
Bonus leave shall be accounted for separately from the normal vacation leave credits and its usage is dependent based on restrictions promulgated by the General Assembly of State Office of Community Colleges. Bonus leave shall also remain available until used, notwithstanding any other limitation(s) on the total number of vacation leave days that may be carried forward.
Following is a chart showing the amount of hours and when Bonus Leave was awarded to eligible employees.
|Amount of Leave||Effective Date|
|80 hours||September 30, 2002|
|80 hours||July 1, 2003|
|40 hours||September 1, 2005|
|40 hours||September 1, 2014|
Providing an agency is willing to accept the leave, unused awarded bonus leave from the College may be transferred when an employee accepts employment with government agencies located in North Carolina, including community colleges, state agencies, and local government. Otherwise, the employee leaving the College will be paid in a lump sum for the unused awarded bonus leave. When an employee transfers from one of these agencies to the College, unused awarded bonus leave may not be transferred from these agencies to the College.