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General Description
Policy Provisions
Performance Evaluation
Subject Experts
Vacation Leave

Document Number: HR--119 Revision #: 1.0
Document Owner: Executive VP Date Last Updated: 05/23/2014
Primary Author: Director of Human Resources Status: Approved
Date Originally Created: 01/12/2012

General Description

Information about vacation leave relative to HR policy.


Delineation of policy.


All faculty, staff, and administrators

Responsibility: Administration
Human Resources

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Relevant Knowledge: In order to comply with this policy you should know:
Current University policy

Terms and Definitions: Additional training

Corrective Action

Loss of privilege, general

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Policy Provisions

Vacation Leave

Cumberland University provides a generous vacation program.


Eligibility for Vacation

Twelve-month faculty and full-time core staff are eligible to accrue vacation time beginning in the first full calendar month following the Orientation Period, if applicable. Eligible employees who have accrued 30 vacation days may not continue to accrue vacation time.


Nine-month faculty, part-time core staff, term, temporary and/or seasonal employees are not eligible to accrue vacation leave. 



Vacation Accrual Rates

Paid vacation days will be earned at the following rate, per month:


Less than one year. New employees will not accrue vacation days until they complete the Orientation Period (90 days). Accrual will begin the month following the Orientation Period with an earned rate of 1 day per month. Employees with less than one continuous year of service will not be eligible to take a vacation leave during the first year, unless approval is given in writing by the supervisor and submitted to the Office of Human Resources. In summary, total annual accruement for the first year of continuous employment - 9 days.


1. One (1) Year – Five (5) Years. Eligible employees with one (1) to five (5) years of continuous employment at Cumberland University will earn paid-time off at the rate of one day per calendar month, up to 30. In summary, total annual accruement - 12 days.

2. Six (6) Years – Ten (10) Years. Eligible employees with Six (6) years to ten (10) years of continuous employment at Cumberland University will earn paid-time off at the rate of one and one-fourth (1 1/4) days per calendar month, up to 30. In summary, total annual accruement - 15 days.

3. Ten (10) Years - Twenty (20) Years. The month following the 10th anniversary of an eligible employee's date of hire, accruement will be at the rate of one and one-half (1 1/2) days per calendar month, up to 30. In summary, total annual accruement - 18 days.

4. 20+ Years. Eligible employees, beginning with the month following the 20th anniversary of date of hire will earn one and three-fourths (1 3/4) days per calendar month, up to 30. In summary, total annual accruement - 21 days.


Nine month faculty do not accrue vacation days.



Documentation of Vacation Leaves

Employees should request vacation request at least two weeks before the requested days off through the MyPaychex system.  Supervisors are required to utilize the MyPaychex time and attendance module to respond to the employee’s  vacation request.  




Upon Termination of Employment

Any accrued, unused vacation days by twelve month faculty, up to 30, will be paid upon termination of an eligible employee's employment at Cumberland University. The Director of Human Resources must confirm documentation of such accrual before payment can be authorized. The terminating employee will receive payment of any confirmed accrued vacation days, up to 30 days, on the next regularly scheduled payday.



Payout of Vacation Time

In keeping with the purpose of vacation, eligible staff members are not paid in lieu of using accrued vacation time except at termination of employment.



Vacation Leave for Purposes of Caring for a Newborn, Adopted Child, a Family Member with a Serious Health Condition, or the Employee’s Own Serious Health Condition


If the employee's vacation leave is taken, in whole or in part, to care for a newborn or adopted child, a family member with a serious health condition, or as a result of the employee's own serious health condition, the employee must follow the requirements set forth in the Family & Medical Leave policy. These requirements include prior notice of the need for leave, certification of a serious health condition, and the provision of a fitness for duty certificate in the event of the employee's own serious health condition. Where applicable, employees must exhaust their accrued vacation leave as part of their annual Family & Medical Leave entitlement. Employees cannot elect unpaid Family & Medical Leave when vacation and sick leave have not been fully exhausted. 


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Performance Evaluation
Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Loss of privileges

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Subject Experts
The following may be consulted for additional information.
Director of Human Resources

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