.1 - AUDIENCE

All Regular University staff employees. Faculty are excluded from this Policy. Also excluded are staff members scheduled less than 20 hours per week.

.2 - PURPOSE STATEMENT

Thomas More University believes that it is necessary to depart from the University atmosphere periodically to renew and revitalize spirit and energy. Vacation is an important benefit to reduce stress, improve workplace culture, and promote work-life balance.

.3 - DEFINITIONS

Not Applicable.

.4 - THE POLICY

The University grants paid vacation leave to Regular staff employees (hereinafter “employees”). Vacation is accrued each pay period as follows:

Full-time Employees

2 Weeks: 0 – 1 years of service, the employee will accrue 75 hours (or 80 hours for Campus Safety Officers), accrued on a pro-rated basis each pay period
3 Weeks: 1 – 10 years of service, at the employee's 1-year service anniversary, you are entitled to 112.5 hours (or 120 hours for Campus Safety Officers), accrued on a pro-rated basis each pay period.
4 Weeks: 10+ years of service, at the employee's 10-year service anniversary, you are entitled to 150 hours (or 160 hours for Campus Safety Officers), accrued on a pro-rated basis each pay period.
Administrators: At the time of hire or promotion, you are entitled to 150 hours, accrued on a pro-rated basis each pay period. Eligible employees are President, Vice President, Dean, and Associate/Assistant Vice President positions.

Part-time Employees - Part-time employees accrue vacation leave from the date of hire, in a prorated amount using the full-time total of days referenced above per year and the number of hours the part-time employee is scheduled to work per week.

To ensure the employee receives the personal benefits of taking a break from the routine that vacation days are meant to provide, the employee will not be allowed to work the vacation period and collect extra pay in lieu of vacation.

A total of 5 days of unused vacation may be carried forward to the next calendar year. Unused vacation days in excess of 5 will be forfeited unless the employee’s supervisor has specifically requested that the employee postpone the vacation. If this is the situation, the employee’s supervisor will work with the employee to come up with the best possible solution. It is important for the employee to manage his or her vacation time throughout the year.

In the case of separation for any reason and before an employee has actually taken earned vacation, payment for vacation, earned but not taken, will be made at the time of separation. Any vacation taken but unearned at the time of separation will be deducted from the employee’s last paycheck.

.5 - RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Employee Classification Policy

.6 - PROCEDURES

Thomas More University will attempt to allow an employee to take vacation at the time requested. All vacation dates must be coordinated and approved by the employee’s supervisor, who should be notified at least two weeks before the employee wants the vacation to begin. At all times of the year, the University needs to ensure a sufficient number of employees must be available to keep the University operating smoothly. Therefore, in the case of a conflict of dates, the supervisor will make the final determination regarding vacation scheduling.

.7 - REFERENCING THE POLICY

.8 - HISTORY

Date	Supersedes Policy	Summarize Change
August 2023	Vacation Policy	*increased vacation time
September 2018	This is a new policy, replacing language in the Staff Manual (May 2014).

.9 - APPENDIX

There are no appendices to this Policy.

.10 - APPROVALS

Laura Custer, Director of Human Resources

Dr. Joseph L. Chillo, President

- Vacation Policy