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Serving Henderson and Transylvania Counties in Western North Carolina
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Policy TrackingDate
RevisedFebruary 1, 2017

  1. Amount Earned by Staff:

    Vacation leave is earned by all full-time staff members who have worked (or are on paid leave) for one-half or more of the regularly scheduled workdays in any month. The rate earned is based on the employee’s length of aggregate State service and the hours scheduled to work each week. Vacation leave for staff working 39.5 hours per week shall be computed at the following rates:

    Table 1 - Leave Credits
    Years of total state serviceHours granted
    each month
    Hours granted
    each year
    Days granted
    each year
    Less than 5 years9 hrs. 20 mins.11214
    5 but less than 10 years11 hrs. 20 mins.13617
    10 but less than 15 years13 hrs. 20 mins.16020
    15 but less than 20 years15 hrs. 20 mins.18423
    20 years or more17 hrs. 20 mins.20826

    Revised July 7, 2010; March 21, 2016, March 1, 2017
    [This revision shall become effective July 1, 2016 and new accrual rates for those affected employees shall begin at that time].

    Full-time staff will be granted one (1) “floating” leave day each academic year if the staff member participates in Saturday graduation. This day will be granted beginning July 1 following spring graduation, and will be applied during the College’s Staff Vacation Days in December of the following academic year. This “floating” day may be taken with the approval of the appropriate Vice President. The day must be taken as a complete day. The day does not accumulate, and it will not be paid out if it is not taken unless the staff member terminates within the applicable fiscal year.

  2. Amount Earned by Curriculum Faculty:

    Full-time curriculum faculty do not earn or accrue vacation leave. On the annual Academic Calendar, faculty are not required to work on designated “Faculty Leave Days.” Curriculum faculty members who have accumulated vacation leave earned prior to July 1, 1992, will receive a lump sum payment for this leave at the time of separation of employment. Payment shall not exceed a maximum of 240 hours. (See also Section 3.6.2 regarding Compensatory Time for curriculum faculty).

    Full-time curriculum faculty will be granted two (2) “floating” leave days each academic year. These days must be taken in the year in which they are granted, beginning July 1 of each year and ending June 30 of the following year. These “floating” days may be taken with the approval of the appropriate dean and the Vice President for Instruction. The days must be taken as complete days. The days may only be taken during class days or work days and may not be taken on graduation days. The days do not accumulate, and they will not be paid out if they are not taken.

    Full-time curriculum faculty will be granted one (1) “floating” leave day each academic year and are required to participate in May Saturday graduation. This day will be granted beginning July 1 following spring graduation, and must be taken before June 30 of the following year. This “floating” day may be taken with the approval of the appropriate dean and the Vice President for Instruction. The day must be taken as a complete day and may only be taken during class days or work days and may not be taken on graduation days. The day does not accumulate, and it will not be paid out if it is not taken.

    Curriculum deans may be asked to work on designated “Faculty Leave Days” to assist with student advising and registration or other college activities. If this occurs, the deans will be granted leave on alternate days during the year, such that they receive the same number of days off as other faculty. Deans may also request flexibility in scheduling their days off. Records of alternate days off for deans will be maintained by the Office for Instruction.
  3. Amount Earned by Non-curriculum Faculty:

    Non-curriculum (Economic and Workforce Development/Continuing Education) Faculty earn vacation leave in the same manner as full-time non-instructional employees (see Section Amount Earned by Staff above); however, such leave may only be taken when that faculty member’s classes are not in session or when vacation leave is used for other approved circumstances provided for in this section.
  4. Amount Earned by Part-time Employees:

    A part-time employee, who is under an annual contract, shall earn vacation leave on a pro-rata basis if working one-half or more of the scheduled work days in a month. The leave shall be computed as a percentage of total amounts earned by a full-time employee.
  5. Exceptions:

    Employees who meet stated qualifications may receive additional days of vacation leave, otherwise termed “bonus leave,” as authorized by the State Legislature pursuant to the enactment of an appropriations act.
  6. Maximum Accumulation: An employee may not accumulate more than 30 days of vacation leave, except pursuant to leave granted pursuant to section “E” above.
  7. Aggregate Service: Vacation leave credit may be given to employees who have had previous service with other agencies of the State of North Carolina. Approval and amounts of such credit will be considered on a case-by-case basis by the President, consistent with the provisions of the State Personnel Act.
  8. Advancement:
    1. In cases of emergencies or extended illnesses, Blue Ridge Community College may advance vacation leave not to exceed the amount an employee can earn during the current fiscal year or the difference between the amount of accumulated leave carried forward and the maximum allowable. If more leave is taken than can be credited during the calendar year, the balance above the amount that can be advanced shall be deducted in the next paycheck.
    2. New employees may be granted leave only as it is earned through the first six months' service. After six months, an employee may be advanced that amount of leave to be earned during the remainder of the fiscal year.
    3. In those cases of a medical condition, an employee may apply for or be nominated to become a recipient of leave transferred from the vacation leave or sick leave account of another employee. For purposes of this policy, medical condition means medical condition of an employee or a family member of such employee that is likely to require an employee's absence from duty for a prolonged period of time and to result in a substantial loss of income to the employee due to limited leave in the employee's leave account. The intent of this policy is to allow one employee to assist another in case of a crisis involving a serious or prolonged medical condition. It is not the intent of this policy to apply to incidental, normal, short-term medical conditions. The use of vacation or sick leave on a shared basis must be approved by the President. An employee who has a medical condition and who receives benefits from the Disability Income Plan of North Carolina (DIPNC) is not eligible to participate in the shared leave program.
  9. Scheduling Leave: If an employee has holiday compensatory time, overtime compensatory time, travel compensatory time, emergency closing compensatory time, it must be taken before vacation leave. Vacation leave may be used for the following:
    1. Vacation
    2. Periods of absence for personal reasons
    3. Absences due to adverse weather conditions
    4. Personal illness (in lieu of sick leave)
    5. Illness in the immediate family
    6. Time lost for late reporting (however, deductions should be made from the employee’s pay where excessive tardiness or absenteeism occurs)
    7. Donations to a Blue Ridge Community College employee who is an approved voluntary shared leave recipient (See Section 3.7.10 Family Shared Leave)
  10. Vacation leave shall be taken only when approved by the appropriate supervisor and Vice President. The College shall designate such time or times when vacation leave will least interfere with the efficient operation of the College, including days between academic terms.
  11. Vacation leave may be taken in units of no less than one hour.
  12. Unless designated as vacation leave or holidays, days between academic terms shall be treated as normal workdays.
  13. Leave Charges: Only scheduled work hours shall be charged in calculating the amount of leave taken. Saturdays, Sundays, and/or holidays are charged only if they are scheduled workdays.
  14. Vacation Leave Transferable: If a Blue Ridge Community College employee is hired by another institution within the North Carolina Community College System, the employee may request that rather than be paid for unused vacation leave (as provided for in Sub-section Q[1] below), the employee’s unused vacation leave be “transferred” to the new employing institution as a credit. These same provisions would similarly apply in cases where an employee from another institution with unused vacation leave is hired by Blue Ridge Community College. In either such case, each institution must approve the request in writing and the President of Blue Ridge Community College shall ultimately approve the request for the College.
  15. Vacation leave may be used in lieu of sick leave after all sick leave is exhausted.
  16. Vacation Leave Converted Into Sick Leave: An employee who has earned in excess of 30 days (240 hours) of vacation leave on June 30, shall convert the excess vacation leave to sick leave. The amount of vacation leave to be converted into sick leave will be determined by the number of days in excess of 30 less the number of vacation days the employee took during the year.
  17. Separation and Payment of Vacation Leave:
    1. Lump sum payment for vacation leave is made only at the time of separation. An employee shall be paid in a lump sum for accumulated leave not to exceed a maximum of 30 days when he or she is separated from the College because of a resignation, dismissal, reduction in force, death, service retirement, or leave without pay for military purposes. If the last day of terminal leave falls on the last workday in that month, he or she shall be paid for the remaining non-work days in that month. Employees retiring on disability retirement may exhaust vacation leave rather than being paid in a lump sum. Employment will not be continuous if the employee has worked out of state service for twelve (12) consecutive months.
    2. Should an employee be separated before he or she has earned all of the vacation leave taken, it will be necessary to make deductions from his or her final salary check for overdrawn leave on a calendar-day basis.
    3. Payment for vacation leave may be made on the regular payroll or on a supplemental payroll, reflecting the number of days of vacation leave and the amount of payment. A separate check must be issued for any travel due.
    4. A Retirement deduction shall be made from all terminal leave (final) payments.
    5. Receipt of lump sum leave payment and retirement benefits shall not be considered as dual compensation.
    6. In the case of a deceased employee, payment for unpaid salary, accrued vacation leave, and prior travel must be made, upon establishment of a valid claim, to the deceased employee's administrator or executor. In the absence of an administrator or executor, payment must be made to the Clerk of Superior Court of the county of the deceased employee's residence. (Ref. NC G.S. 26-68).