Policy

Vacations are an important aspect of the college’s commitment to a thriving community and staff are encouraged to take time off to refresh from the demands of work. Vacation accrual begins at the time of hire and is available for use as it is accrued, subject to supervisor approval. 

All staff are encouraged to use their vacation in a timely fashion. Vacation leave accrual stops once the maximum amount of 264 hours has been reached and will resume when the leave balance falls below the maximum amount. 

All staff are paid for all accrued, unused vacation at termination of employment.  

Vacation Accrual for Hourly Staff    

Benefit eligible hourly staff accrue vacation leave at the rate of .085/hour worked (which would be 22 days of vacation for an hourly employee working 2080 hours per year (40 hours per week).    Eligible hourly employees working less than 2080 hours per year accrue at the same rate, but total hours earned will be less even though it may still provide equitable days (since a workday may be less hours).  For example, an hourly employee working 30 hours a week (5 days a week x 6 hour days) works 1,560 hours a year.  They would accrue 132.6 hours in a year of work, which would be 22 6-hour days of vacation.  Maximum accrual is 264 hours. 

Hourly staff report leave taken at the same time they report regular hours worked using the online timesheet that must be completed at the end of each pay period to ensure timely payment of wages.  Vacation leave for hourly staff is reported in 15-minute increments.  The latest leave balance is listed on paycheck stubs.  Please contact the Payroll Office if your leave balance does not appear to be correct. 

The college provides a robust leave program to support employees who need time away.  Employees shall not take unpaid leave until all appropriate paid leave has been exhausted.  

Vacation leave taken does not count toward the calculation of overtime.  

Vacation Accrual for Exempt Staff 

Full-time 12 month exempt staff accrue 7.34 hours of vacation per pay period (22 days per year) for a 2080-hours-a-year work schedule.  Accruals are prorated based on FTE. Maximum accrual is 264 hours.  Exempt staff who work less than 12 months do not accrue vacation leave.   

Exempt staff report leave by completing the online leave report every payroll period.  Vacation leave for exempt staff is recorded in 4-hour increments. Leave balances are adjusted in the payroll period following the month in which leave is taken.  

Procedures

All requests for vacation must receive prior approval by the supervisor.   

Paid vacation is limited to the time accrued and may not be taken in advance of accrual.  If the employee has exhausted all available leave, they may work with their supervisor to request leave without pay (LWOP) for up to two weeks. During any period of LWOP, the employee will be responsible for reimbursing the College for the employer-paid portion of their benefits. Exempt employees taking approved unpaid vacation must notify HR prior to the pay period during which the unpaid leave is taken. 

Consideration will be given to all requests for vacation time, and the staff member’s preference will be respected whenever practical.  However, supervisors may deny vacation leave requests which conflict with the operation of the department or if the staff member does not have vacation leave available.  

All supervisors have an obligation to ensure that a decision to deny vacation leave is done so in care of the operations of the department or in the case that leave has been exhausted.  Discriminatory application of this policy is not permitted and may be a violation of our Nondiscrimination Policy.  Concerns related to discriminatory conduct involving vacation denial should be reported to the Office of Civil Rights and Title IX. 

Time off during block breaks or before/after spring, fall, and winter break must be taken as vacation leave. 

Definitions

Benefit‑Eligible Staff 
Employees who meet the College’s eligibility criteria for benefits (including vacation accrual), typically measured by their employment status (full‑time or part‑time), duration (months of service), and whether they are hourly or exempt. Faculty, occasional, temporary, and student workers are explicitly not benefit‑eligible for vacation under this policy. 

• Termination of Employment / Separation 
  The end of an employee’s relationship with Colorado College (through resignation, dismissal, or other forms of separation). Upon separation, staff are paid out for all accrued, unused vacation leave.  

• Supervisor Approval 
  Permission granted by a staff member’s direct supervisor before taking vacation leave. All requests must be approved in advance, per the policy. Supervisors may deny requests only for operational reasons or due to lack of accrued leave.  

• Vacation Leave 
  Paid time off provided by the College for rest, refreshment, or elective, planned time off. It accrues from date of hire (for eligible staff), is subject to approval, cannot be used before accrued, and must be paid out at separation.  

• Work‑Full Time Equivalent (FTE) 
  The proportion of full‑time work that an employee performs. Vacation accruals for both hourly and exempt staff are prorated for less than full FTE status. For example, exempt staff working less than full time will accrue less vacation consistent with their part‑time status.