[Ft] Review of Vacation/Sick Time Policies

[Liz Braunstein]

In preparation for the meeting on Thursday, see below for a review of our vacation/sick/comp time policies.  Changes are in purple.     

Please save questions until we meet.

Thanks!

Liz


Definitions
Regular Employees:  Non-temporary employees of the AEA. 
Full-Time Employees: AEA employees routinely working either 30 or 37.5 hours per week.
FLSA: Fair Labor Standards Act https://www.dol.gov/whd/overtime/fs17a_overview.htm <https://www.dol.gov/whd/overtime/fs17a_overview.htm>
Day: For 37.5 hours/week employees, a day is 7.5 hours.  For 30.0 hours/week employees, a day is 6 hours.


Vacation Time

Regular full-time employees are eligible to accrue vacation time. Vacation accrues on the 1st of each month (see attached chart for the monthly accrual rate).  For employees starting before or on the 20th of the month, accrual begins immediately.  For those starting the 21st or after, accrual begins on the 1st of the following month.   The minimum portion of a day that can be taken is one quarter.  At each anniversary the accrual rate increases until it maxes out at 1.67 days per month.  

Employees must request vacation time via email from their managers in advance.   Dates requested may or may not be approved, depending on office needs.  Once your department manager has approved your request, mark the request off in the ADP system.  Your manager will then approve the request electronically.

Vacation days accrue to a maximum of 45.  Once the maximum is reached, no accrual will occur until days are requested.   Missed accrual can not be recovered. (We will most likely be lowering the maximum in the next year or two.  I'll keep you posted on that.)

When an employee leaves the AEA, pay for any accrued, unused vacation days are included in the final paycheck.


Sick Time

Regular full-time employees accrue 1 day of sick time on the 1st of each month. Use of sick time is limited to bona fide illnesses, injuries, doctors' appointments, or caring for an immediate family member (spouse, domestic partner, parent, child, sibling, grandparent, grandchild, or spouse's parent). Employees may be required to produce a doctor's note to substantiate illness or injury. The minimum portion of a day that can be taken is one quarter.

Sick time carries over from year to year to help in case of extended illness. Unused sick days are not payable upon termination of employment.



Compensatory Time

FLSA-exempt, regular full-time employees are eligible to accrue compensatory ("comp") time for work or work-related travel on weekends or holidays. All comp time must be approved by your supervisor in advance. Unused comp days are not payable on resignation or termination.

Comp time must be used within six months of the time granted and must be used before vacation days are requested.



Time Sheets

FLSA-non-exempt, regular full-time employees must continue to fill out time sheets.  We will continue using the same time sheets system we have been using.



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