Vacations are provided for the rest and relaxation of regular and part-time staff employees. Staff members are encouraged and expected to take their vacation. Employees accrue vacation from the first day of employment but cannot use it until they have been employed for three months. Vacation time is calculated from the staff member’s date of regular employment and is paid based on the employee's scheduled hours on record in payroll. An employee earns vacation credit during any month in which the employee is paid. Employees who work less than 12 months per year and part-time employees will have their vacation pro-rated. Vacation time for non-exempt staff members is earned according to the following schedule. The accrual rate changes the month following your anniversary date.
Years of Service 0-5 years
Accrual Rate .833 of a regular scheduled day accrued per month
Days Per Year 10
Years of Service 5-10 years
Accrual Rate 1.25 of a regular scheduled day accrued per month
Days Per Year 15
Years of Service 10 years +
Accrual Rate 1.67 of a regular scheduled day accrued per month
Days Per Year 20
Exempt staff members earn vacation at the rate of 1.67 days/13.36 hours per month.
Vacation time earned during any fiscal year must be taken before the end of the following fiscal year. Any exceptions to this must be approved in advance by the Vice-President for Finance and Administration. Vacation exception forms are available in Human Resources.
If a holiday falls during a staff member's vacation, this time will not be charged against accrued vacation time. Department heads are responsible for establishing vacation schedules that take into consideration the efficient operation of the department and the wishes of the staff members.
A staff member may utilize accrued vacation time after they have been employed for three months. If an employee terminates prior to 3 months employment, no vacation time will be paid. After three months employment, a terminating employee will be paid for any vacation earned.
The University regularly observes the following holidays:
Martin Luther King Day One (1) day
Memorial Day One (1) day
Independence Day One (1) day
Labor Day One (1) day, which may or may not fall on the designated national holiday depending on the academic calendar.
Thanksgiving Two and one-half (2.5) days
Winter Holiday Seven consecutive work days (7) determined yearly
Regular and part-time staff employees are eligible for holiday pay if the holiday falls during their regular working schedule. Holiday pay is based on the employee’s scheduled hours. An employee must be in paid status the scheduled day before and after the holiday in order to receive holiday pay. If a holiday occurs when a person is on vacation or approved paid family leave that day will be counted as a holiday. Occasional and temporary employees are not eligible for holiday pay.
Some offices and departments require some minimal coverage during holiday periods. Managers are responsible for determining the staffing needs of their area. Individuals who work on a holiday will receive regular pay for time worked and will be allowed time off at regular pay at an agreed upon time. The Human Resource Office issues the official holiday schedule each year.
Holidays – Campus Public Safety
Due to their unique job responsibilities (providing campus protection 24/7),Campus Public Safety Officers are not covered under the general university holiday policy.
Campus Public Safety Officers are accorded 15 and 1/2 floating days per year which they must take before the end of the calendar year. Floating holidays cannot be accumulated and are not payable upon termination. Floating holidays are paid days to be taken at the employee’s discretion with the prior approval of their supervisor.
Employed as of January 1st
15 ½ floating holidays per calendar year
Employed after April 30th
10 floating holidays for the remainder of the calendar year
Employed after August 31st
5 floating holidays for the remainder of the calendar year
Campus Public Safety Officers will receive time and ½ if they work on an official university holiday: New Year’s Day, Martin Luther King Day, Memorial Day, 4th of July, Labor Day, Thanksgiving Day, Christmas Day.
Floating holidays are paid days taken at the employee’s discretion with the prior approval of the supervisor. New hires employed prior to May 1 receive two (2) days for their first calendar year; those hired between May 1 to August 31 receive one (1) day for their first calendar year; those hired after September 1 will not receive a floating holiday for their calendar year. Floating holidays must be taken before the end of the calendar year and cannot be accumulated. Please mark FH on your timecard.
B.4 Casual Days
Fridays are designated as casual dress days for University employees. During the summer months casual dress is extended to the full work week. Employees in customer contact areas are asked to use good judgment and wear appropriate clothing that is neat and informal on casual days.
Maintaining good attendance is a condition of employment and an essential function of every employee’s job. To minimize hardships that may result from illness or injury, Pacific University provides paid sick leave benefits. However, periodic sick leave taken on a repeated basis may be viewed as abuse of the system and is subject to progressive discipline. The university uses a 1 day per month or 12 days in a rolling calendar year as a guideline of acceptable absenteeism. Absences that exceed sick leave will be charged to vacation before placing an employee in unpaid status.
Sick Leave benefits may be used for the illness of the employee, or to care for a member of the employee's immediate family or individual with whom the employee had a serious and sustained relationship is ill or injured (see Family Medical Leave). Medical certification is required if the absence exceeds five working days. Sick leave may also be used to supplement short-term disability, for health care appointments and inclement weather.
Non-exempt staff members accrue leave at the rate of one regular scheduled working day per month from date of hire. Leave is accrued up to a maximum of 180 days during any month in
which a staff member is paid. Exempt staff members start the fiscal year with 30 days of sick leave which cannot be accrued. Sick Leave is not payable upon termination.
B.6 Staff Shared Vacation Leave Program
This is a voluntary plan which allows employees to donate a portion of their vacation to assist other employees who are experiencing a serious health condition or are the primary care-giver for a family member experiencing a serious health condition. Employee donations of vacation hours would provide income to the affected employee who would otherwise be on unpaid leave.
Full and part-time employees who have exhausted all sick and vacation leave and are not receiving short or long term disability are eligible to receive shared leave.
Requests for shared leave must be initiated by the employee in need or by their department. A written request should be submitted to Human Resources along with medical certification. Donors should submit a written notice of their vacation donation. Donated hours are transferred to the recipient as hours of paid leave, they are not converted to a dollar value based on the donor’s salary.
Purpose and Definitions
Pacific University provides family leave in compliance with federal (FMLA) and state (OFLA) laws. Employees who have been employed for six months and who work an average of 25 hours per week may take an extended leave up to 12 weeks in any twelve month period for the following reasons:
1) the employee's serious health condition that makes the employee unable to perform their job functions, including incapacitation due to pregnancy,
2) to care for a child, spouse, same-sex domestic partner, parent, parent-in-law, grandparent or grandchild who suffers from a serious health condition,
3) to care for a sick child with an illness or condition that requires home care, but is not a serious health condition,
4) taking physical custody of an adopted child or foster child under the age of 18 (parental leave),
5) to spend time with the employee’s new born child within a year of the child’s birth (parental leave),
6) any qualifying exigency arising out of the employees spouse, child, or parent in the Armed Forces serving on active duty or receiving notification of an impending call or order to active duty. Additionally, an employee who is the spouse, child, parent or next of kin of a member of the Armed Forces who is undergoing medical treatment, recuperation, or therapy for a serious
injury or illness incurred in the line of active duty is entitled up to 26 weeks (during a single 12 month period) of protected leave to care for the recovering service member.
A female staff member who takes leave for a pregnancy related disability may take up to an additional 12 weeks for any OFLA qualifying purpose. A written medical opinion from the employee's treating physician is required for any employee requesting pregnancy leave or accommodation.
Employees who use a full 12 weeks of parental leave may use up to 12 additional weeks in the same year for sick child leave.
With the exception noted above, the maximum amount of leave that can be taken is 12 workweeks in a 12 month period. The 12 month period begins on the first day of the leave. The 12 weeks do not have to be taken all at one time and may be taken intermittently or on a reduced work schedule when medically necessary.
Compensation and Benefits During Family Medical Leave
You are required to use any paid leave for Family Leave, which includes sick and vacation. The leave will be paid by utilizing any paid time in this order: 1) sick, 2) vacation, 3) floating holidays. Short term disability will be used if the leave is over 30 days and proper medical certification from a physician has been submitted to Human Resources. If none of the above options are available the leave is unpaid.
Your medical insurance will be paid by the University during the leave. If you pay for dependent care and a portion of your leave is unpaid you must make arrangements with the Human Resource Office for payment. Vacation and sick leave will continue to accrue as long as the employee is in paid status for at least 80 hours per month. Holiday pay will be paid as long as the employee is in paid status for at least 80 hours per month.
Requests for family leave should be made at least 30 days prior to the start of the leave if possible. If the leave if for a serious health condition or to care for a child the employees will be required to furnish medical certification of the health condition within 15 days of the leave request. Forms are available in Human Resources. The employee must keep in contact with their department and Human Resources on a regular basis to let them know your status and your intent to return to work. In the case of the employee’s own serious health condition, prior to returning to work, the employee must present a statement from the physician releasing the employee to return to work.
An employee granted Family Leave will be returned to the same position or, if that position has been eliminated, another available and suitable position. Failure to return to work at the end of the leave will result in termination for job abandonment. If an employee gives notice of the
intent to terminate their employment during the leave, the leave entitlement will continue if the original need for the leave continues, but the employee gives up their reinstatement rights.
Leave of Absence applications for Family Medical Leave and additional information are available in Human Resources. A Leave of Absence must be approved by the employee's immediate supervisor and the Department Head. The form must be completed and returned to Human Resources.
Regular and part-time staff employees will be granted three paid days in the event of the death of an immediate family member or an individual with whom the employee had a serious and sustained relationship. Immediate family member is defined as wife, husband, son, daughter, grandmother, grandfather, mother, father, brother, sister, mother-in-law, father–in-law, brother-in-law, sister-in-law, aunt, uncle, niece, nephew, step-parents, or step-children.
Pacific University supports staff members in fulfilling their obligations as citizens to serve when called for jury duty. Staff members will be paid their regular compensation based on their regular work schedule. The staff member should notify their supervisor that they have been called to jury duty and provide verification of serving. The staff member called to jury duty is
expected to be at work when not serving on a jury and is expected to report to work after being excused for the day, provided that at least 2 working hours remain in the day.
Staff members who are required to testify in court on behalf of the University will receive regular pay; staff members who appear in court on personal matters may use vacation pay or may request leave without pay.
At times it is necessary to take time off from work for personal reasons. All employees who have passed their orientation period and have exhausted all their paid leave time are eligible to apply for a Personal Leave of Absence. Personal Leaves are unpaid. Forms are available in HR.
B.11 Professional Development Leave Policy
The Professional Development Leave Policy provides the opportunity for eligible university administrative staff members to pursue unique professional development, community outreach, and/or specialized school or training opportunities during a supported, extended leave. The leave policy firmly reflects Pacific University’s commitment to enhanced employee personal and
professional performance, the acquisition of new skills and abilities, and individual life-long learning through education, service, research, or related pursuits. Although professional development leaves are a privilege and not a guaranteed, accrued benefit, this policy does provide those staff members who may have extraordinary learning opportunities the support to pursue those activities on behalf of the institution. In return, the employee’s enhanced knowledge and/or experience must benefit the University in some valued, tangible way in order for the leave to be supported and approved.
GENERAL PROVISIONS: (versus annual conferences, meetings, etc.)