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Administrative Manual - 207 Leaves of Absence

207.01 Vacation Leave

  1. POLICY

    JSA provides eligible employees with paid vacation time in the belief that time away from the Laboratory is beneficial both for JSA and for employees. Each eligible employee is encouraged to use the time allotted to him/her.

  2. ELIGIBILITY

    Regular, probationary, and term employees, who are scheduled to work 20 hours per week or more, receive vacation benefits.

  3. ACCRUAL
    1. The annual accrual rates for all full-time employees are as follows:
      Employee
      Status
      Hire
      Date
      Completed Years of Service
      Annual
      Accrual
      Rate

       

       

       

       

      Exempt

      Before 10/1/95

      0-10

      4 weeks

       

       

      10-20

      5 weeks

       

       

      20+

      6 weeks

       

       

       

       

      Exempt

      After 9/30/95

      0-2

      3 weeks

       

       

      2-10

      4 weeks

       

       

      10+

      5 weeks

       

       

       

       

      Nonexempt

      Before 10/1/89

      0-10

      4 weeks

       

       

      10-20

      5 weeks

       

       

      20+

      6 weeks

       

       

       

       

      Nonexempt

      From 10-1-89
      through 9-30-95

      0-10

      3 weeks

       

       

      10-20

      4 weeks

       

       

      20+

      5 weeks

       

       

       

       

      Nonexempt

      After 9/30/95

      0-1

      2 weeks

       

       

      1-10

      3 weeks

       

       

      10+

      4 weeks

    2. Part-time employees accrue vacation leave at the proportionate ratio of their regular work schedule and according to their date of hire.
    3. Employees accrue vacation leave by pay period. For new employees, accrual of vacation leave begins with the first day of employment.
    4. Vacation leave only accrues while an employee is in a work or JSA-paid leave status, except that employees on Workers’ Compensation, Short- Term or Long-Term Disability may supplement disability benefits with accrued vacation or sick leave, and vacation leave accrual will continue on the hours of paid leave the employee uses to supplement disability payments. In such instances, the employee’s total compensation (disability/Workers’ Compensation payments plus vacation or sick leave pay) may not exceed the employee’s basic salary (normal wages exclusive of shift differential, overtime, etc.) for each pay period. Vacation does not accrue during layoffs or unpaid absence, whether authorized or unauthorized.
    5. Employees on Inactive-Disability status (see Policy 206.01 A.13) will continue to accrue service credits to a maximum five-year accumulation. These credits will count solely toward retirement service and will have no impact on the vacation accrual rate.
    6. An employee who is laid off and subsequently reemployed within twelve months shall be considered to have had continuous employment for purposes of determining his/her "Hire Date". The "Hire Dates" of all other employees who separate from JSA and subsequently are reemployed shall be their rehire dates.
    7. All employees who separate from JSA and subsequently are reemployed shall have prior JSA service credited toward "Completed Years of Service". However, the rehire date shall be used to determine the vacation accrual rate.
    8. The maximum amount of accrued vacation which may be carried over from one calendar year to the next is:

      For employees hired before October 5, 2006:

      384 hours until December 31, 2011
      240 hours on January 1, 2012 and after

      For employees hired on or after October 5, 2006: 240 hours

      Pay in lieu of vacation shall not be granted for excess accruals, and any accrued vacation over the maximum accrual amount will be forfeited automatically as of midnight 31 December annually
  4. USE
    1. Approval

      Vacations are subject to the demands of operating requirements. Vacation time shall be scheduled in advance and approved by the supervisor. The supervisor’s approval may depend upon the work schedule and vacation plans of co-workers. Vacation scheduling conflicts are resolved on the basis of seniority or another fair and equitable system established by the supervisor.

    2. Availability

      Vacation leave shall not be used prior to the time it is fully earned. Vacation leave accruing during a pay period shall not be taken during that pay period.

    3. Lab-Initiated Closures

      At the Lab's discretion, for the days of a Lab-initiated closure that are not designated as holidays, employees shall use accrued vacation. If the employee has insufficient accrued and usable vacation leave, leave without pay shall be used.

  5. PAYMENT
    1. Vacation leave used during JSA employment is compensated at the employee's straight-time rate.
    2. Upon termination of employment, JSA shall compensate employees for unused earned vacation at their basic rate of pay. For employees hired before October 5, 2006 the maximum payout for vacation is 384 hours; on January 1, 2012 and after the maximum payout will be 240 hours. For employees hired on or after October 5, 2006 the maximum payout is 240 hours. Employees may not extend their employment by using vacation leave after they cease to be on work status. The amount to be paid is based on the employee's official attendance and leave records maintained by Payroll. If an employee has a negative accrual (has taken more vacation than he/she earned) the value of that amount of leave shall be payable to JSA as a deduction from final pay.


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