Vacation Leave for Full-Time Administrative Employees
Administrative Procedure 5.202
Elgin Community College provides and supports the use of vacation leave for the purpose of maintaining a healthy and balanced life.
The College provides vacation leave to all regularly scheduled full-time administrative employees who are employed twelve (12) months a year and not subject to a collective bargaining agreement.
- The maximum amount of vacation an employee may earn will be as follows:
| Years of Continuous Service Completed | Vacation Allowance |
|---|---|
| Less than 1 year | 120 hours (15 working days per year) |
| 1 year | 128 hours (16 working days per year) |
| 2 years | 136 hours (17 working days per year) |
| 3 years | 144 hours (18 working days per year) |
| 4 years | 152 hours (19 working days per year) |
| 5-19 years | 160 hours (20 working days per year) |
| More than 19 years | 200 hours (25 working days per year) |
2. Vacation leave will not be taken in advance of being earned.
3. All vacation leave must be pre-approved at least 24 hours in advance of the leave and reported by the employee on his/her timesheet by the payroll deadline.
“Exempt” and “Non-Exempt” employees must submit their request in advance using the “My Time Off” feature available in eTime.
“Exempt” and “Non-Exempt” employees will report vacation used on their weekly timesheet as noted above in eTime.
4. Vacation leave will be granted on a first-requested, first-granted basis. In the event two or more employees within the same department request the same vacation period at the same time, preference will be given to the most senior employee. The needs of the College shall be considered when approving vacation requests. Whenever possible, the individual’s requested time shall be granted.
5. An employee can revoke a request for vacation up to the day prior to the start of the vacation period. The employee should notify their supervisor of their intent to revoke their request for vacation then remove the request from the applicable system.
6. Vacation leave must be taken in 15-minute increments, except when the employee has fewer than 15 minutes remaining in his/her vacation bank, up to the maximum earned.
7. Vacation leave hours in excess of two hundred forty (240) hours on September 1 of each year will be transferred to accumulated sick leave. According to Illinois law, unused vacation days that are transferred to sick days can’t be used for SURS service credit at retirement.
8. Upon termination of employment, vacation leave earned, but not used, shall be paid at the employee’s current rate of pay.
This policy was last reviewed on 08/31/2023.
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