Dept. of Human Resources
PO Box 127
Hampden-Sydney, VA 23943
Need to update your
Contact Linda Layne,
Please fax your request to
The 1340-acre wooded campus is 60 miles southwest of Richmond, Virginia.
Section IV. Leave Programs
Full-Time exempt employees receive the hourly equivalent of:
22 working days per fiscal year
Full-Time non-exempt employees receive the hourly equivalent of:
From hire date to fifth year anniversary - 1 working day per month, 12 days per year
From 5th year to tenth year anniversary - 1.25 working days per mo, 15 days per year
From tenth year forward - 1.50 working days per mo, 18 days per year
Converting days to hours can be confusing. For help visit the conversion table.
In some cases non-exempt employees hired prior to November 1988 may continue to receive two working days per month.
Exempt and non-exempt employees scheduled to work more than 1000 hours and less than full-time per fiscal year will receive vacation time on a pro-rata basis. This amount is adjusted based on years of service.
Vacation accrual begins the month the employee begins working, provided the date of employment is the fifteenth (15) of the month or earlier; otherwise, accrual begins the first day of the following month. Vacation amounts are awarded in one lump sum at the beginning of employment or as of July 1st, but are earned as of the first day of each month and accrued in a regular fiscal year (July 1 through June 30). An employee may carryover the equivalent of 5 days, and these hours must be used by July 31. Any vacation carried forward from the prior fiscal year and not used by July 31 is forfeited.
Vacations must be scheduled to meet the work requirements of the department; however, every reasonable effort will be made to satisfy the employee's request as to preferred dates. Supervisors are responsible for scheduling vacations to avoid interference with the operation of the department and so that each employee has an opportunity to take his/her vacation time. With the supervisor's permission, employees may advance on vacation time within a fiscal year. Employees are not allowed under any circumstances to borrow vacation time from a future fiscal year.
Employees who leave the employment of the College prior to using their earned vacation time will be paid for any unused vacation time earned during a fiscal year. Employees who have received an advance on vacation time and who leave the employment of the College must repay the College for advanced vacation days in excess of that earned.
A supervisor has the right to withhold vacation pay from an employee who has misrepresented or falsified vacation.
The College observes the following paid holidays:
-New Year's Day
-Thanksgiving Day (normally ½ Wednesday & Friday included)
-Christmas (normally Christmas Eve, the work period between Christmas and New Year's, and New Year's Day)
To be eligible for a paid holiday, employees must work the regularly scheduled workday immediately preceding and following the holiday, unless their immediate supervisor has approved their absence on either of these days in advance.
Non-exempt College employees who are required to work during the holiday periods will be compensated at one and one-half times their regular hourly rate for the hours worked, in addition to their regular pay.
Saturdays and Sundays are not considered part of any holiday schedule.
Paid Sick leave is provided for absence from work due to illness and medical or dental treatment assuming that the employee has accumulated leave to cover the absence.
Full-time Faculty are entitled to continuation of their base salary from the first day of illness or disability for up to six months per fiscal year as a bridge to the College's long-term disability coverage.
Full-time Exempt employees are entitled to continuation of their base salary from the first day of illness or disability for up to six months (less the equivalent of 5 days for flexible sick leave - see below) per fiscal year. Exempt employees who work 40 hours per week receive 1000 hours of sick leave per year. Exempt employees who work 37.5 hours per week receive 937.5 hours of sick leave per year.
Full-Time Non-Exempt employees are awarded 12 days of Sick leave per year. In TAK 7 days are applied to Sick leave and 5 days are applied to Flexible Sick Leave (see below). Non-Exempt employees who work 40 hours per week receive 56 hours of Sick leave per fiscal year. Non-Exempt employees who work 37.5 hours per week receive 52.5 hours of Sick leave per fiscal year. Sick leave may be accumulated to a maximum of 130 days and rolled over year to year as a bridge to the College's long-term disability coverage.
Employees scheduled to work more than 1000 hours and less than full-time in a fiscal year will receive sick leave on pro-rata basis.
Converting days to hours can be confusing. For help visit the conversion table.
Sick leave accrual begins the month the individual begins working, provided the date of employment is the 15th of the month or before; otherwise, accrual begins the first day of the following month. Sick leave is awarded on July 1, but earned as of the first day of each month. Employees who have used Sick leave in advance of earning it and who leave the employment of the College must repay the College for advanced Sick leave in excess of that earned. Employees are not allowed under any circumstances to borrow Sick leave time from a future fiscal year. At termination, staff members are not paid for accrued sick leave.
The College reserves the right to request a certificate signed by the employee's physician at any time. When an employee returns to work after three days of personal illness, the College may require the employee to provide a doctor's certificate stating that the employee can fully perform normal duties.
Employees who must be absent because of personal sickness or the sickness of a family member must notify their supervisor as soon as possible before they are scheduled to begin work or within 30 minutes after the workday schedule begins. Leaving a message on the supervisor's answering machine within the appropriate timeframe will be considered proper notification. Sending a message by another employee will not be considered proper notification. If any employee is absent more than one day, the employee should contact the supervisor each day to inform the supervisor of his/her condition and expected date of return.
If properly reported or called in, the sick leave and flexible sick leave benefits apply from the first day of the employee's absence. A supervisor has the authority to withhold sick pay from an employee who has misrepresented or falsified a sick leave report.
FLEXIBLE SICK LEAVE
Exempt and Non-Exempt employees are awarded the hourly equivalent of five days of Flexible Sick leave per fiscal year. Flexible Sick leave may be used for the medical care of the employee or the employee's family member (spouse, parent, stepparent, child, stepchild, grandparent, step-grandparent, grandchild, step-grandchild, sibling, step-sibling (or the spouse of any of them), of either the employee or his/her spouse,). Flexible Sick leave may not be accumulated. Any remaining balance as of June 30th of each year is rolled-over into the employee's Sick leave balance as "banked" time.
Exempt and Non-Exempt employees who work 40 hours per week receive 40 hours of Flexible Sick leave per year. Exempt and Non-Exempt employees who work 37.5 hours per week receive 37.5 hours of Flexible Sick leave per year.
On the occasion of a death in their immediate family, employees may arrange for a bereavement leave in order to make necessary arrangements, attend the funeral, or handle other affairs immediately associated with the funeral. Employees will be paid for the actual time away from their job, not to exceed three paid workdays. If additional time is needed, vacation time (if available) or excused absence without pay may be granted. Immediate family is defined as consisting of:
• An employee's spouse
• The parent, stepparent, child, stepchild, grandparent, step-grandparent, grandchild, step-grandchild, sibling, step-sibling (or the spouse of any of them), of either the employee or his/her spouse, or
• Any other related person living in the employee's household
When circumstances warrant, bereavement leave may be granted upon the death of a person not included in the immediate family as defined above. Requests for such leave should be directed to the supervisor who will seek final approval from the Director of Human Resources.
Employees may be granted paid leave to attend the funeral service of a current or former College colleague (including ARAMARK), or the immediate family member of a colleague as defined above. Such time off will not normally exceed a half of a workday for local services or one full workday for out-of-town services. Prior approval from the immediate supervisor is required and arrangements must be made for office coverage.
Employees who are members of any local volunteer fire department will be granted time off with pay to fight fires, with the permission of their supervisor. Employees absent to fight fires must notify their supervisor of their whereabouts at the earliest possible time and report to work upon completion of their assignment. Absence for firefighting must be so noted in TAK.
JURY DUTY LEAVE
Employees shall not sustain loss of their regular compensation or any loss of fringe benefits when called for jury duty. Employees will continue to receive their normal pay. Absence for jury duty must be so noted on the time card. Employees are expected to return to work if they are excused early while on jury duty. When asked to serve on jury duty, employees should notify their immediate supervisor promptly so that arrangements can be made to cover their duties during their absence.
COURT APPEARANCE LEAVE
Employees may be granted paid leave when summoned by the court to appear as a witness in judicial proceedings.
Employees in court for personal traffic violations, child support/custody hearings, divorce proceedings, or any other actions of their own liability, will not be granted paid leave. Vacation or leave without pay must be used.
Normally, most employees will be able to cast their votes outside of regular working hours. However, if circumstances require employees to vote during working hours, they will be granted paid time away from the job at a time mutually determined by the employee and the supervisor.
FAMILY AND MEDICAL LEAVE OF ABSENCE
The Family and Medical Leave Act of 1993 (FMLA) allows certain qualified employees twelve (12) weeks of unpaid leave during any twelve (12) month period for the following reasons:
• The birth or adoption of a child, and to care for the newborn child
• The placement of a child with the employee for adoption or foster care
Both male and female employees may take FMLA leave for the birth or placement of a child. Such leave expires 12 months after the birth or placement of the child. Leave for a birth or placement is normally scheduled for consecutive weeks unless it is for the mother's serious health condition in connection with the birth or for care of a newborn with a serious health condition.
In addition, an employee may be entitled to medical leave to care for a serious health condition of the following individuals:
• Son or daughter (including biological, adopted, and foster children, as well as stepchildren, legal wards, and disabled adult children)
• Spouse (husband or wife)
• Parent (or someone who has acted in the role of parent)
• The employee himself or herself
To be considered eligible, the employee must have been employed by the College for at least twelve (12) months. The 12 months need not be consecutive. However, the employee also must have performed work at least 1,250 hours during the previous twelve (12) months.
PERSONAL LEAVE OF ABSENCE
Personal circumstances may arise requiring an employee to request a personal leave of absence without pay. An unpaid personal leave of absence of up to twelve (12) months may be granted upon the approval of the supervisor, the Director of Human Resources, and the appropriate Senior Cabinet Officer. A personal leave of absence may not serve as a substitute for, or an extension of, any leave that has been taken under the Family & Medical Leave of Absence Policy.
MILITARY DUTY LEAVE
An employee entering or returning from active military service is covered by a federal law known as the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA). The Act covers all employees who perform military service on either a voluntary or involuntary basis, including active duty, training for active or inactive duty, or full-time National Guard duty. Time an employee spends away from the job to take an examination to determine fitness for military duty is also covered.
USERRA benefits do not extend to individuals whose military service ends under "other than honorable conditions," including a dishonorable discharge or bad conduct discharge.
Visit www.osc.gov/hserra.htm or http://www.military.com/benefits/legal-matters/userra/overview for more information about Military Duty Leave.
MILITARY RESERVE DUTY LEAVE
Employees who are members of a military reserve unit, and are subject to the annual two-week reserve encampment, will be granted the necessary time off. There is no requirement that annual vacation time be used to cover leaves for temporary military leave; however, the employee may elect to use earned vacation in this manner. If vacation time is elected, the employee will receive regular pay for the days designated as vacation. Otherwise, the time off will be leave without pay.