Subject: Vacation leave
Group: Administrative
Approved by: The President
Approval date: November 19, 2003
Effective date: July 1, 2003
Revised:  March 16, 2016
Administered by: Director of Human Resources

1 — SCOPE

This policy applies to employees with continuing appointments who are paid on the administrative pay scale.

2— VACATION YEAR

The vacation year is from July 1 to June 30.

3 — VACATION ENTITLEMENT

Employees who have continuous service of less than one (1) year as of June 30 shall be entitled to one and two-thirds (1 2/3) days of annual vacation with pay for each calendar month worked between the date of hire and June 30.

Employees who have continuous service of at least one (1) year but less than eighteen (18) years as of June 30 shall be entitled to four (4) weeks of annual vacation with pay.

Employees who have continuous service of eighteen (18) years or more as of June 30 shall be entitled to five (5) weeks of annual vacation with pay.

Employees who are paid for at least ten (10) days in a month shall earn vacation in respect of that month; otherwise they will not earn vacation in respect of that month and the entitlement reference above will be adjusted accordingly.

4 — VACATION CARRYOVER

Vacation leave earned in one vacation year must be taken before the conclusion of the following vacation year except as provided in the following paragraph.

In exceptional circumstances, and with the written approval of the appropriate Vice-President, an employee may carry over vacation leave earned in one vacation year beyond June 30 of the following vacation year. A copy of this approval must be provided to the Human Resources department before June 30 of that following vacation year.

5 — TERMINATION OF EMPLOYMENT

Subject to section 4, an employee who terminates employment shall be reimbursed for any earned but unused vacation leave.

6 — VACATION RECORDS

Vacation time, in half or whole day increments, is entered by employees and approved by managers in advance in the University's leave tracking system.  This system represents the official record of vacation accrual and usage for employees.