Our vacation plan is designed to provide employees with the opportunity to rest and get away from the everyday routine. For that reason, the College believes it is important to take a vacation when it is earned and encourages its employees to do so. All benefit-eligible employees are granted vacation time after their introductory period; however, their time will begin accruing from their date of hire. Vacation leave may not be used until it has been accrued. For planning purposes, vacation leave earned during the prior accrual year (July 1 - June 30) that exceeds the carry-over limit and is not used on or before August 31st will expire on September 1st each year. Vacation pay will not be counted as "time worked" for purposes of calculating overtime pay.
Vacation Leave is accrued beginning with the first pay period of employment. Vacation can not be used until after a new employee has completed their introductory period (90 days of employment). This period may be extended based on the discretion of the supervisor.
Vacation requests must be approved by supervisors two weeks in advance of the proposed vacation. Approval for all vacation requests is at the discretion of supervisors, based on the business needs of the College. To satisfy employee preferences, as well as to meet the staffing needs of our College, employees should submit vacation requests well in advance. Requests will be granted on a seniority basis, subject to factors such as staffing requirements, workflow, and business needs.
If an employee leaves the College, they will be paid for any unused earned vacation, computed at the rate of pay earned upon separation. If a holiday falls within an approved vacation period, it will not count against the vacation allotment. Employees are not eligible to use vacation and/or personal leave during the last two weeks of employment after an employee has given a notice of resignation. Use of sick leave during this period may require supporting medical documentation.
Full-Time Exempt Employees
Vacation leave is accrued on a per pay period basis for a total of 20 days per year.
Full-Time Non-Exempt Employees
Non-exempt employees will earn vacation leave based on the number of years of continuous employment with the College. Accruals will be calculated in our electronic timekeeping system on an hourly basis equivalent to the employee's standard work week.
(i.e Employee's normal workweek is 5 days at 7 hours per day would receive 140 hours of vacation)
Vacation leave accrual schedule for non-exempt employees is provided as follows:
|Years of Full-Time Service||Number of Weeks Per Year||Carry Over Limit|
|up to 1 year||2 weeks||1 week|
|> 1 year but < 2 years||3 weeks||2 weeks|
|> 2 years||4 weeks||2 weeks|
Part-Time employees: Part-time and temporary employees are not eligible for vacation leave.
Sick leave is accrued on a per pay period basis up to two weeks per fiscal year beginning from your date of hire. Sick leave may not be used until it has been accrued and the employee has successfully completed the introductory period (90 days). An employee is allowed to carry over a maximum of two (2) weeks from the previous year to accumulate a maximum of four (4) weeks of sick leave in any given year. Sick pay will not be counted as "time worked" for purposes of calculating overtime pay.
Employees who are absent due to illness or injury for three or more consecutive workdays must provide a doctor's certificate to Human Resources to support an absence. All supervisors will be required to track this leave in the electronic timekeeping system documenting the use of sick leave for all employees.
The College retains the right to review how an employee is using sick leave. A pattern of using sick leave on days preceding or following scheduled time off is an indication of possible misuse of sick leave. In such circumstances, the College may require additional documentation to verify the legitimacy of the absence. While on vacation, days on which the employee is confined to a hospital or a residence because of illness or injury may be charged to sick leave. A certificate from the attending physician is required.
Employees are expected to call their immediate supervisor on each occasion of absence from work. While emergency situations may occur, it is expected that an employee calls in before the start of the employee's regular scheduled shift. Accumulated sick leave will not be paid to terminating employees at the time of separation.
Part-Time Employees: Part-time employees and temporary employees are eligible for Sick and Safe Leave.
Sick and Safe Leave
Sick and Safe Leave provides the employee the opportunity to take paid time off to tend to their health and well-being or that of their family member. For the purposes of this policy, a family member includes a spouse, domestic partner, child, parent, grandparent, grandchild, or sibling. These include biological, adoptive, foster, step-relationships, as well as physical and legal guardianships.
Sick and Safe Leave applies to employees who do not have other MICA sponsored leave available. Employees who work more than 24 hours a pay period are eligible to accrue Sick and Safe Leave. This leave is accrued on a per pay period basis each accrual year (July 1 to June 30) beginning from the employee’s date of hire.
Full-Time faculty are also covered by this policy.
Accruing Sick and Safe Leave
Employees accrue sick and safe leave in any pay period in which they work 24 hours or more. An employee in this category will earn one (1) hour of leave for every 30 hours worked, up to a maximum of 40 hours per year. If an employee works less than 24 hours in a pay period, they are not eligible to accrue leave. An employee is allowed to carry over a maximum of 40 hours from the previous year and accumulate a maximum of 64 hours of sick and safe leave in any given year. The year, for the purposes of this policy, begins on July 1 and ends on June 30.
An employee is eligible to carry over earned but unused sick and safe leave based on their employment category. Any sick and safe leave that exceeds the limits and is not utilized by June 30 will expire as of July 1 each year.
Utilizing Sick and Safe Leave
An employee is eligible to use their accrued sick and safe leave beginning 106 calendar days (approximately 3.5 months) after the employee’s hire date. Sick pay will not be counted as "time worked" for purposes of calculating overtime pay.
Sick and Safe leave may be used for the following purposes:
- To care for or treat the employee’s own mental or physical illness, injury, or condition;
- To obtain preventative medical care for the employee or the employee’s family member;
- To care for a family member with a mental or physical illness, injury, or condition;
- For parental (maternity or paternity); or
- For absences due to domestic violence, sexual assault, or stalking committed against the employee or the employee’s family member. Examples include securing assistance such as:
(1) to obtain medical or mental health attention;
(2) to obtain services from a victim services organization;
(3) for legal services or proceedings; or
(4) because the employee has temporarily relocated as a result of domestic violence, sexual assault, or stalking.
An employee must utilize all accrued leave before utilizing leave without pay. Accumulated sick leave will not be paid to employees at the time of separation of employment.
Requesting Sick and Safe Leave
Employees are expected to notify their immediate supervisor on each occasion of absence from work using the established procedures in the department. If an absence is foreseeable, the employee should provide reasonable advance notice given the circumstances. For example, an employee should notify their supervisor of an upcoming medical appointment, scheduled procedure, or a court date as soon as it is scheduled so the department can prepare accordingly. A supervisor may deny a request for a foreseeable absence if the employee does not provide reasonable advance notice and the absence will cause a disruption.
It is the supervisor’s responsibility to determine coverage for the person’s absence. A supervisor cannot require an eligible employee requesting leave under this policy to search for or find another person to cover their absence.
While emergency situations may occur, it is expected that an employee calls in before the start of their regularly scheduled start time (beginning of shift) or as soon as practical.
If an employee needs to use leave for purposes covered under this policy while they are utilizing vacation leave, they may request to substitute their vacation leave with sick and safe leave. The employee will need to submit appropriate documentation as outlined in this policy.
Leave for employees is tracked. Supervisors are required to maintain accurate records of leave utilization for all employees. For questions related to this system, please contact the Director of Payroll.
Employees who are absent for three or more consecutive workdays must provide documentation to Human Resources to support their absence. Please contact Human Resources should you have any questions or concerns regarding the type of documentation needed. The reason for utilizing will be held confidential between you and Human Resources.
Separation of Employment and Rehires
Accumulated sick leave will not be paid to employees at the time of separation of employment. Employees must provide documentation for all absences that occur after they have provided notice of resignation.
Employees rehired within 37 weeks after separating from MICA will have any earned and unused sick and safe leave reinstated into their leave banks. Employees will need to wait the 106 day introductory period before they are eligible to use accrued leave. The introductory period is waived for employees with no break in service.
Misuse of Leave
The College retains the right to review how an employee is using sick leave. For example, a pattern of using sick leave on days preceding or following scheduled time off may be an indication of possible misuse of sick leave. In such circumstances, the College may require additional documentation to verify the legitimacy of the absence.
All benefit-eligible employees are eligible for four (4) personal days for special situations that may arise, over which the employee has no control. The personal days are determined by the employee whether a particular situation is serious enough to warrant the use of a personal day. The employee will be required to notify their supervisor immediately when the need arises. Personal days are accrued on July 1st of each year. Personal days can be carried over on July 1st of each year but must be used on or before August 31 or they will expire and will not be paid to terminating employees at the time of separation.
During an employee's first year of employment Personal Days will be provided as indicated below:
|Hired||Number of Days Provided|
|July 1 - September 30||4|
|October 1 - December 31||3|
|January 1 - March 31||2|
|April 1 - June 30||1|
Part-Time Employees: Part-time and temporary employees are not eligible for personal leave.
Whenever employees are required to work on any day they are entitled to observe as a legal holiday as designated by the College, shall receive Holiday Pay. Holiday pay is the equivalent hours worked on that holiday, paid at the regular rate of pay in addition to the regularly earned hours worked. These Holidays include:
- New Year's Day
- Martin Luther King's Birthday
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Friday after Thanksgiving
- Christmas Eve Day
- Christmas Day
All employees are eligible for ten (10) paid holidays in each calendar year immediately. The usual practice is that if a holiday falls on a Saturday, the College will be closed on the preceding Friday. If a holiday falls on a Sunday, the College will be closed on the following Monday. Additionally, the College may designate additional holidays and/or days when the College closes early, as well as modify the holiday schedule as deemed appropriate. If Christmas Day falls on a Sunday, the college will be closed the following Monday and Tuesday.
The College reserves the right to schedule employees to work on any holiday to meet business and student needs. A non-exempt employee who is required to work a holiday will receive holiday pay in addition to regular pay for the hours worked on the holiday.
A paid holiday does not count as a day worked in calculating overtime for the week. Paid holidays that fall during an employee's scheduled vacation will not be counted against the individual's vacation allotment. Non-exempt employees must work the scheduled workday before and the scheduled workday after the holiday in order to be paid for the holiday, unless the holiday is taken as part of a scheduled vacation or otherwise approved in advance by your supervisor and management.
Part-Time Employees: Part-time employees in departments that work a standard 35-hour week receive 3 1/2 hours of holiday pay for each of the MICA holidays, provided the employee works the week in which the holiday falls. Part-time employees in departments that work a standard 40-hour week like Facilities Management, Building Services and Campus Safety, receive 4 hours of holiday pay for each of the MICA holidays, provided the employee works the week in which the holiday falls.
Winter Recess Week
Winter Recess refers to the closing of the College’s academic and administrative offices between December 24 and New Year’s Day. Winter Recess days are not holidays but are floating days provided in addition to the already scheduled College holidays. This is done in recognition of the season and to give the community time to rest and re-energize while letting go of some stress.
The goal of Winter Recess is to close the College. However, a few areas of the College provide critical, essential services and therefore will not close during the Winter Recess. Those areas will maintain appropriate levels of staffing for operations and continuity of service during this period. Employees in those areas who are not able to be off during the Winter Recess period will be allowed to take the equivalent number of Winter Recess days off prior to the end of that fiscal year.
All MICA benefits-eligible, full and part-time, staff are eligible to participate in Winter Recess.
Student RA’s who are hired to work and support students in winter break housing will be paid for hours worked but are not eligible for an equivalent number of Winter Recess days. All other students are not eligible and should not be scheduled to work during the Winter Recess period.
Temporary and casual employees are not eligible and should not be scheduled to work during the Winter Recess period.
Essential employees provide services that relate directly to the health, safety, and welfare of the MICA community and ensure the continuity of key operations. Employees in the following areas have been classified as essential during the Winter Recess: Facilities Management, Building Services and Campus Safety. Some employees in the Registrar’s Office, Open Studies, Student Affairs, and Advancement may also be deemed essential by their managers.
Employees not designated as essential may not work during the Winter Recess.
Pay and Recording time in Workday
- Employees must be in a full-time benefits-eligible position in order to receive pay for time not working during Winter Recess.
- Employees in regularly scheduled part-time positions will receive pay for time not worked during Winter Recess on a prorated basis.
- Part-time employees in departments that work a standard 35-hour week will receive 3.5 hours of pay for each MICA Winter Recess day.
- Part-time employees in departments that work a standard 40-hour week (Facilities Management, Building Services and Campus Safety) will receive 4 hours of pay for each MICA Winter Recess day.
- All employees who are eligible for paid Winter Recess will have floating days (Winter Recess days) added in Workday. If you do not work during Winter Recess, then you will enter these floating days in Workday.
- If you are an essential employee and work during the Winter Recess, you will enter your hours worked as you normally do.
- Employees MAY NOT use a floating holiday (Winter Recess Day) on a day that they also work.
Please note: Floating holidays will expire at the end of the Fiscal year on May 31, will not roll over to the following fiscal year, will have no cash value and will not be paid out in lieu of using them or at separation of employment.