Published on Rhodes College: College Handbook Employee Policies (


Eligibility: Twelve month staff employees earn vacation time.

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 of

 Days Accrued

 37.5 Hour Employee Accrual Per Pay Period

 40 Hour Employee Accrual Per Pay Period

 Up to 8 years

 11 days

 3.18 hours

 3.39 hours

 8 to 15 years

 16 days

 4.62 hours

 4.93 hours

 15 years and over

  21 days

 6.06 hours

 6.47 hours

Leave 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 planned with your supervisor. Vacation may be taken in no less than half day increments. Employees with compensatory time available must use that before using Vacation pay. Employees may not take vacation during the required notice period (4 weeks for Exempt employees and 2 weeks for non-Exempt employees) before leaving employment with Rhodes. Employees who take vacation during their notice period may forfeit any accrued vacation time upon termination.

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 (4 weeks for Exempt employees and 2 weeks for non-Exempt employees) of their resignation, or if they use vacation time during their notice period, 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.

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


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