H6 – Vacation Carryover

Originator: Human Resource Services
Replaces: January 12, 2011

Purpose

To outline the conditions under which a carryover or cash out of vacation entitlements may be authorized.

Authorization

Collective Agreement Article 26:05 (e) and 26:06
Terms and Conditions of Employment for Staff Excluded From the Bargaining Unit 16:03 (a)

Application

This policy applies to all staff.

RRC Polytech understands the importance of personal time off for its employees. Employees are encouraged to use their accrued paid vacation time for rest, relaxation, family and personal pursuits.

Management must ensure that vacation planning starts early in the vacation year to allow employees to schedule their entire vacation entitlement credits and to minimize vacation carryover.

Vacation entitlements may be carried forward in the event that there are extenuating circumstances. Extenuating circumstances include maternity and/or parental leave, extended sick leave, or long-term disability. Workload will also be considered in rare circumstances, but should be reviewed thoroughly with the employee’s manager to ensure that the amount of vacation carryover is minimized. In no case will a vacation carryover request be approved which is more than one year’s vacation entitlement.

Vacation carryover requests for maternity and/or parental leave, extended sick leave, or long-term disability require the approval of the Director/Manager or Dean/Chair. Vacation carryover requests citing workload will require approval of the Executive Director.

If an employee receives approval to carryover vacation, excluding for purposes of retirement, they will need to develop a plan with their manager to deplete their vacation balances over the course of the next fiscal year. These plans will require management consultation and approval.

Procedures

Human Resource Services will send an annual reminder for employees to submit their vacation carryover requests early in each calendar year. The reminder will outline the process for employees to submit their requests.

Requests for a cash out of vacation entitlements may be considered for approval by the Dean/Director in exceptional situations.

Questions on this policy should be directed to Human Resource Services.