Published on Rhodes College: Rhodes Handbook (


Eligibility. Twelve month staff employees earn vacation time. Faculty and 10-month staff do not earn vacation time. For time off for faculty, see the Faculty Handbook.

Benefit. Exempt employees earn 23 days of vacation with full base pay per 12 month period. Vacation is accrued on a biweekly basis at 6.63 hours per pay period for 26 pay periods.

Non-Exempt employees accrue 11 days paid vacation per year for the first 8 years of continuous service. After 8 years of service, employees will accrue 16 days paid vacation per year, and upon completion of 15 years of continuous service, employees will earn 21 days paid vacation per year.

The following chart provides information concerning vacation accrual rates for non-exempt employees. These rates are based on 26 pay periods.

Upon Completion ofDays Accrued37.5 Hour Employee Accrual Per Pay Period40 Hour Employee Accrual Per Pay Period
Up to 8 years11 days3.18 hours3.39 hours
8 to 15 years16 days4.62 hours4.93 hours
15 years and over21 days6.06 hours6.47 hours

Time off after exhaustion of benefit. After all accumulated vacation leave has been used, there will be no negative accrual of vacation leave.

Maximum. A year is defined as 12 full months of employment. An employee’s “year” begins on the first of the month following their hire date. The maximum vacation accrual is one and one half time (1 1/2) the annual vacation rate.

For example, if an employee earns vacation at the rate of two weeks (10 days) a year, the maximum accrual allowed is three weeks (15 days). Employees will lose credit for unused vacation time in excess of these maximums.

Utilizing Benefit. The actual date(s) of vacation time must be approved by the employee’s supervisor. Employees with compensatory time available must use that before using Vacation pay.

Subpoenas. Employees that have received a subpoena to appear either as a witness or as a defendant shall adhere to the vacation policy. 

Introductory Period. Vacation with pay may not be granted until a new employee has completed the 90 day introductory period, although vacation credit will be accrued during that period.

Benefit upon Termination. When an employee terminates their employment with the College after their introductory period, the employee will be paid for any unused vacation accruals subject to the following limitations:

  • Employees who have at least fifteen consecutive years of service as a full-time staff member will be paid a maximum of one month (23 days) of unused vacation. 
  • Employees who have less than fifteen consecutive years of service as a full-time staff member will be paid a maximum of two weeks (10 days) of unused vacation. 

However, if the employee’s termination is a result of disciplinary actions, or if the employee does not give sufficient notice (2 weeks) of their resignation, payment of unused vacation accruals will be forfeited. Employees will not be paid for any vacation leave if they leave the service of the College, voluntarily or otherwise, during their introductory period. If, subsequent to employee’s termination of employment for any reason, the employee should again be employed by the College, they shall not receive seniority or vacation benefits based on prior service.

An employee may not use vacation for the purpose of extending their date of termination. Employees may take vacation during the notice period. However, payment for unused vacation accruals will be reduced by the amount of vacation taken during the notice period. 

Should an employee have any questions concerning the vacation policy, please contact the Benefits Services Manager.


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