JCBE/POLICY FILE: 561.3/642.3
Approved: 2/28/80
Revised: 10/1/82
Revised: 1/26/84
Revised: 9/27/2001
VACATION FOR TWELVE-MONTH EMPLOYEES
The Jefferson County Board of Education shall have the authority, under such rules and regulations as may be promulgated from time to time by the State Board of Education, to provide for leaves and absences and vacations by the employees of the Board and the payment from public funds to the employees of the Board for leaves and absences and/or vacations.
The Board believes that employees who hold twelve-month appointments earn and need a period of rest and recreation to be able to function optimally. Also, the Board acknowledges that rotation of duties is a necessary internal control procedure that should be implemented in each department/school and should be included in vacation planning. The Board establishes the following provisions for employee vacations.
Twelve-month employees who have been employed by the Jefferson County Board of Education for less than fifteen (15) years are entitled to ten (10) days' vacation. Employees earn vacation at the rate of .83 days per month and accrues on a monthly basis.
Twelve-month employees who have been employed by the Jefferson County Board of Education for fifteen (15) years or more are entitled to fifteen (15) days' vacation. These employees earn vacation at the rate of 1.25 days per month and accrues on a monthly basis.
All eligible employees shall schedule their planned vacation dates with their immediate supervisor.
Vacation shall be approved by the Superintendent or Superintendent's designee(s). Vacation days will be accrued from July 1 of each year through June 30 of the following year. Vacation days accrued in a vacation year may be taken during that vacation year or may be carried over for one additional year. Employees with 0-14 years of service may accumulate up to 20 days of vacation; but may not take more than ten (10) days of vacation during the same month. Employees with 15 years or more service may accumulate up to 30 days of vacation; but may not take more than fifteen (15) days of vacation during the same month. Exceptions to the monthly limits may be made by the Superintendent in emergency situations. Vacation days not taken within the additional carryover year will be lost.
Accumulated vacation days are not reimbursable upon resignation, termination or retirement, but must be taken as set forth in this policy.
IMPLEMENTATION OF JULY 1, 2002 VACATION POLICY
In current practice, all vacation days for twelve-month employees are advanced in October (with the exception of those employed less than one year) and everyone has until the following March to use any days remaining from the previous vacation year's balance.
The following table will clarify how to accomplish the new policy changes of moving the starting date from October 2001 to July 2002, monthly accrual of vacation days versus full advancement and increasing the balance carryover period.
On the Oct. 31, 2001 Payroll, every qualifying 12 month employee will receive a 9 month (October 2001 through June 2002) advancement of their vacation days based on years of employment as follows:
.83 (day) X 12 (months) = 10 Days a Year
1.25 (days) X 12 (months) = 15 Days a Year
Date Less than 15 Years 15 Years & Over
Oct 3 1, 2001 7.47 days 11.25 days
(.83 x 9) (1.25 x 9)
The days indicated above will be added to your existing vacation balance.
On the July 31, 2002 Payroll and from this point forward, all Vacation Days will be earned on a monthly basis and every qualifying 12 month employee will receive their vacation days based on years of employment as follows:
.83 (day) X 12 (months) = 10 Days a Year
1.25 (days) X 12 (months) = 15 Days a Year
Payroll Less than 15 Years 15 Years & Over
Monthly .83 day per month 1.25 days per month
Maximum Balance at June 30 10 Days 15 Days
Max Days to Take A Calendar Month 10 Days 15 Days
EXAMPLES
I. Jane has worked for the Board for over 15 years and has a vacation Balance of 10 days as of October 1, 2001. She will be advanced 11.25 days on her October 31, 2001 check and her Vacation Balance is now 21.25 days. She can take up to 15 consecutive days per calendar month or per pay period not to overlap into the following month or pay period. At June 30, 2002, if Jane has not used any of her days, her balance will roll back to 15 days (she will lose 6.25 days). Starting July 2002, she will earn 1.25 days per month. Her balance at July 31, 2002 would be 16.25 days and increase 1.25 days a month. She can now accrue up to 30 days. At June 30, 2003 and every June hereafter, her balance will roll back to 15 days and l.25 days will continue to accrue on a monthly basis.
2. Fred has worked for the board for less than 15 years and has a Vacation Balance of 10 days as of October 1, 2001. He will be advanced 7.47 days on his October 31, 2001 check and his Vacation Balance is now 17.47 days. He can take up to 10 consecutive days per calendar month or per pay period not to overlap into the following month or pay period. At June 30, 2002, if Fred has not used any of his days, his balance will roll back to 10 days (he will lose 7.47 days). Starting July 2002, he will earn .83 day per month. His balance at July 31, 2002 would be 10.83 days and increase .83 day a month. He can now accrue up to 20 days. At June 30, 2003 and every June hereafter. His balance will roll back to 10 days and .83 day will continue to accrue on a monthly basis.
3. Sam has received his October 31, 2001 check and his Vacation Balance is 16.25 days (5 days from September 30, 2001 and the 11.25 days advanced on this check). Sam needs to realize that the 11.25 days are advanced to him based on his continued employment for the Board through June 30, 2002. If Sam were to resign in March 2002, he would only be able to take 7.5 days [6 months (Oct-Mar) x 1.25] of the 11 .2S vacation days that were advanced on his October check and of course all the 5 days brought forward from September. Any days taken past his earned balance of 12.5 days (7.5 plus the 5 days brought forward from September) will be docked from his last payroll check.