To: Paul Smith’s College staff

Delivered: August 26, 2020

Dear Colleagues:

During the College campus closure two policy changes to vacation leave were made for the roll-over and payout provisions. The updated policy is below.

Vacation Leave Rollover

For the remainder of FY 20 and FY 21, an automatic rollover of no more than 10 days (80 hours) of unused annual leave will be permitted by the College. An additional up to 10 days (80 hours) may be requested for rollover if unusual and extraordinary business needs of the College prevent the employee’s use of the vacation, as attested by the employee’s supervisor, area Cabinet member and President.

The maximum rollover is 20 days and must be used within five months of the anniversary date or forfeited.

Vacation Leave Payout

Effective July 1, 2020

As vacation is granted in one lump sum at an employee’s anniversary date but not necessarily earned for the year, vacation leave payouts due to separation from service will be limited to the amount earned per pay period to separation date. In the final year of service, your vacation pay-out will be based on your accrual rate, for your specific position, and the number of pay periods worked during the final anniversary year.

For example, a full-time 12- month employee earns vacation leave at the rate of 6.67 hours/pay. So if an employee leaves 4 pay periods after their anniversary date, they will have earned 26.68 hours of leave payout if no leave has been used.

Please let me know if you have questions.

Gwen