Staff Vacation Policy (Salaried Employees)

Policy Category: 
Human Resources
Approved By: 
Effective Date: 
January 2012

1.  Policy 
Lakehead University strives to provide a healthy workplace that supports a work/life balance and provides employees with periods of uninterrupted time away from their jobs and work related duties. 
The purpose of this policy is to provide a consistent approach to managing vacation.  It is the responsibility of the employee and his/her supervisor to schedule and take vacation at a mutually agreeable time.  
2. Scope 
This policy applies to all full-time members of the university's non-unionized salaried staff (i.e. schedule II, technical and full-time salaried contract positions.)
3. Policy Guidelines 
3.1       For the purpose of this policy a vacation year runs from January 01 to December 31.
3.2       Staff members' annual vacation entitlements are calculated on the basis of their years of completed full-time, uninterrupted service with the University in accordance with the following; 
  • 1st to 8th years of completed service - 1.25 days/month (15 days/yr)
  •  8th year of completed service - 1.67 days/month (20 days/yr) 
  • 17 year completed service - 2.08 days/month (25 days/yr)
  • 25 year completed service - (1 additional day) 2.17 days/month (26 days/yr)
  • 26th year completed service - (1 additional day) 2.25 days/month (27 days/yr)
3.3       Vacation credits shall expire at the end of each calendar year (December 31).  
3.4       Vacation credits cannot be accumulated in one year for use in a subsequent       year.  In exceptional circumstances with prior approval of the employee's supervisor, vacation credits may be carried over. Requests to carry over such   credits must be made in writing to the supervisor and must indicate the specific reason for the carry-over. The written request and supervisor's endorsement must be submitted to Human Resources department prior to December 01, for the authorization by the Associate VP of Human Resources. 
3.5        Should the vacation carryover request be approved, the employee will exhaust the carry-over time identified in 3.4 in addition to her/his annual vacation allotment prior to December 31stof the following year. 
3.6        As vacation is earned on a monthly basis, it is not uncommon for vacation days accumulated in the latter months of the year to remain outstanding (untaken) as of December 31st.  Consequently, an employee may carry over 5 days of earned vacation credits at year-end without having to seek authorization per 3.4 above.  However, vacation carry-over at year-end as described in 3.6 above shall not exceed a total of 5 days. 
3.7        Employees having accumulated carry-over vacation credits prior to the implementation of the revised policy (January 1, 2012)   shall maintain those credits for subsequent use.  However, effective January 1, 2012  an employee with more than 5 days accumulated vacation credit will not be allowed to increase his/her carry-over total for any reason.  Department Supervision shall be expected to put a plan in place for employees which will systematically reduce existing carry-over entitlements. 
3.8          There shall be no remuneration in lieu of unused vacation.
3.9       At the request of the employee, vacation credits may be applied to absence due to illness after expiration of sick leave benefits.
3.10    Employees who leave the employment of the University shall receive pay in lieu of unused earned vacation.