Article N - Annual Leave (Vacation)

Rate of Accrual

Employees who work full-time, other than temporary employees, earn vacation time at the rate of one and one-fourth (1 1/4) working days per month during the first five years of employment; one and one-half (11/2) working days per month during the second five years; and one and three-fourths (1 3/4) working days per month after ten years of continuous service.

Earned vacation may be accrued up to a maximum of 45 working days(360 hours). Employees are compensated for all accrued vacation time upon termination of service from the library for any reason except during the probation period. The library will not be obligated to compensate employees for more than 360 hours upon termination of service no matter how many hours have been accrued.

Vacation leave is accumulated and earned from the 16th of the month through the 15th of the following month. Employees who do not start work on the 16th will have their first month’s vacation time pro-rated. Vacation time will not be granted until the probationary period is completed. Termination dates for purposes of establishing vacation, sick leave, and holiday time will be the last working day. Vacation, sick leave, and holiday time will not be accrued after that date.

Eligibility

A regular part-time employee, one who works from 20-39 hours per week, earns and accrues vacation time in an equivalent ratio to the percentage of time employed. (See Appendix A chart.)

Temporary employees and employees working less than half time do not earn or accrue vacation time.

Employees on probation accrue vacation leave during their first six months of employment at the rate listed above, but may not use it for the first three months.

Annual Leave Request

Earned vacation is taken when mutually acceptable to the employee and his immediate supervisor. Vacation leave will be granted at the convenience of the library with the following considerations:

  1. The employee must have enough time accumulated.
  2. If several employees request leave at the same time, it will be granted on a firstcome-first served basis.
  3. At times of the year when all employees might be requesting leave at the same time (i.e. Christmas, New Years, Thanksgiving), leave will be granted on a rotating basis.

Vacation leave requests must be taken in increments of one-half hour or more and must be made in writing on the appropriate form with the supervisor’s signature. Forms must be submitted to the Team Leader for final authorization prior to taking leave.

Salaried employees working 20 hours or more per week who request leave (Administrative, Vacation, Sick, Compensation) must complete a Leave Request Form as far in advance of leave as possible. This form must be signed by the employee’s team leader and submitted to the receptionist to be entered on the central library calendar. The team leader has the responsibility to ensure that all areas are adequately staffed at ALL times; therefore, she/he may approve or deny any request as necessitated by staffing needs. Leave must be taken in increments of one-half hour periods or more and entered on the employee’s monthly attendance record form. This form is turned into each employee’s Team Leader by the 20th of each month. Administrative leave must be approved by the library director, then initialed by the team leader.

H.6.a. Annual Leave

Athens Regional Library System provides paid annual (vacation) leave to eligible employees, within established guidelines.

Eligibility

Salaried employees accrue annual leave. Hourly and temporary employees do not earn annual leave.

Rate of Accrual

Full-time salaried employees earn annual time at the rate of 10 hours per month during the first five years of employment, 12 hours per month during the second five years, and 14 hours per month after 10 years of continuous service.

Part-time salaried employees earn and accrue on a pro-rated basis as indicated in the chart below. Temporary and permanent reductions in hours worked will reduce the annual leave hours accrued.

Appendix A - Annual Leave Chart

Hours Worked per week

Hours of Vacation Due / per Month

Hours of Vacation Due / per Month

Hours of Vacation Due / per Month

 

1-5 years

6-10 years

10+ years

20

5

6

7

21

5.5

6.5

7.5

22

5.5

7

8

23

6

7

8

24

6

7

8.5

25

6.5

7.5

9

26

6.5

8

9

27

7

8

9.5

28

7

8.5

10

29

7.5

9

10.5

30

7.5

9

10.5

31

8

9

11

32

8

10

11.5

33

8.5

10

11.5

34

8.5

10

12

35

9

10.5

12.5

36

9

11

13

37

9.5

11

13

38

9.5

11.5

13.5

39

10

12

14

40

10

12

14

 

Employees on probation accrue annual leave during the probationary period, but may not use it during the first three months of employment.

Annual leave is accrued while employees are on approved annual leave, sick leave, and during Family Medical Leave Act phases. Employees do not earn annual leave while on approved personal leave without pay.

Using Annual Leave

Employees must use earned annual leave at times that are mutually acceptable to the employee and his/her immediate supervisor. The time off must be pre-approved by the supervisor and will be approved according to staffing requirements. Requests for lengths of time off that constitute a staffing or fiscal burden on the library may be denied.

Annual leave must be taken in one-half hour or hourly increments.

Annual leave must be earned before it is taken, and is available for use in the pay period after it is accrued. There will not be any advances made or taken on annual leave.

A previous employee who is rehired into a leave-eligible position will begin accruing annual leave from a zero balance and with no credit for previous years of service.

Limits

Effective the date this policy was approved by the Athens Regional Library System Board of Trustees, employees may carry annual leave balances over from year to year, up to a maximum of 240 hours. No additional leave will be earned after reaching 240 hours until leave time is used and the balance falls below 240 hours. (Note: Supervisors may not be able to, and are not required to, approve time-off requests that are made without adequate notice, regardless of whether the employee’s annual leave balance is at or near the maximum accrual.)

Status of Annual Leave at Separation or Rehire

As of the date this policy was approved, employees are compensated for all eligible accrued leave upon termination of service from the library for any reason. The library will not be obligated to compensate annual leave hours for employees separated during the probationary period. The library will not be obligated to compensate separating employees for more than 240 annual leave hours. The compensation will be paid at the employee’s current regular pay rate.