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Regular full-time regular and part-time staff employees in positions budgeted for 1000 hours per year are eligible for vacation leave accruals.

New employees must begin before the 15th of the month to accrue pro-rated vacation for the first month of employment. Otherwise, accruals begin the following month.


Salaried (exempt) Employees

Vacation Accruals for Salaried (exempt) employees (with the exception of Fellows and CAC Advisors) accrue 20 days vacation per year. The accrual for each completed month of service is 1.67 days/month. Davidson College Fellows and CAC Advisors accrue vacation at a rate of 10 days per year or .83 days for each completed month of service.

Hourly (non-exempt) Employees

Eligible non-exempt employees accrue vacation time as follows:

Years of Service Yearly Vacation Accrual Per Pay Period Accrual
Less than 5 10 days .39 days
5 but less than 8 12 days .46 days
8 but less than 10 15 days .58 days
10 but less than 15 17 days .65 days
15 or more 20 days .77 days

Example: 40 Hour Work Week

Years of Service Yearly Vacation Accrual Per Pay Period Accrual
Less than 5 80 hours 3.08 hours
5 but less than 8 96 hours 3.69 hours
8 but less than 10 120 hours 4.62 hours
10 but less than 15 136 hours 5.23 hours
15 or more 160 hours 6.16 hours

Example: 37.5 Hour Work Week

Years of Service Yearly Vacation Accrual Per Pay Period Accrual
Less than 5 75 hours 2.89 hours
5 but less than 8 90 hours 3.46 hours
8 but less than 10 112.5 hours 4.33 hours
10 but less than 15 127.5 hours 4.90 hours
15 or more 150 hours 5.77 hours

Vacation is accrued per pay period. Employees are eligible to request all or part of the vacation time accrued after it is earned.

Employees do not accrue vacation during periods of leave without pay, or during Worker's Compensation, unpaid FMLA or Short-Term Disability Leave. In other words, the above accrual rates assume the employee works his or her full work week (for example 40 hours per week, 37.5 hours per week, 30 hours per week, etc.).

Vacation, sick leave and personal leave are considered time off with pay and will be added to hours worked to determine vacation accruals. Overtime and time worked in addition to regular budgeted work week hours will not increase vacation accruals.

Maximum Vacation Balance

Because the college believes that individuals should take vacation for their own welfare, accrued vacation is limited to a maximum of two (2) times the employee's annual accrual. Any vacation accrual over this limit will be lost.

Scheduling Vacation

Although the college seeks to schedule vacations at the times sought by staff members, it is not always possible to do so and accommodate the department's work cycle. Arrangements to take vacation must be made with the supervisor prior to use. Due to specific operational needs, some college departments may adopt specific guidelines for requesting and scheduling vacation (for example a department may adopt a guideline requesting two weeks prior notification and approval for normal vacation requests). Any staff member who believes that he or she has been unfairly prevented from taking vacation should discuss the issue with the second level supervisor; likewise, supervisors should counsel staff members not taking advantage of the vacation benefit.

Recording Vacation Leave for Hourly (non-exempt) Employees​

Hourly employees should record vacation leave through Time Clock Plus. The system will automatically deduct the time accordingly.

​Recording Vacation Leave for Salaried (exempt) Employees​​

Salaried employees should record days of vacation leave in whole day increments through the Banner Self Service leave report every month. Failure to record vacation days each month may negatively impact an employee's leave accruals and payout at termination and could result in disciplinary action for the​ employee and the supervisor.

Payout at Termination

Employees voluntarily leaving regular college employment will be paid for any unused vacation accruals (but never exceeding two times the annual accrual), subject to the following notice provisions. Employees must work a notice period of 2 weeks for hourly paid employees and 30 days for salaried employees. No unscheduled vacations are permitted during the notice period. All leave reports must be completed and approved on time each month for an employee to receive the vacation payout. Employees whose employment is terminated by the college will not be paid for any unused vacation accruals.

Exceptions for Exempt Coaches in Athletics

Due to the fact that most exempt coaches in athletics work irregular hours, including nights and weekends and extensive travel for matches and recruiting, the Athletics department has a departmental vacation policy that differs from the standard Davidson College vacation policy.

Most exempt coaches in Athletics accrue vacation days according to the same schedule as other exempt Davidson College employees and are also required to report their vacation days in a monthly leave report in Banner Self Service. However, most exempt coaches in the Athletics departments do not roll over vacation from year to year. Vacation accruals will be erased at the end of July, and start over for the following year on August 1. Payout of accrued vacation for employees leaving during that annual cycle will be processed as for all other college employees.

This policy allows the employees flexibility to run athletics camps in the summer without being required to use vacation to cover those days.

This policy does not apply to non-exempt employees in the Athletics department or exempt employees in Athletics who are not coaches. Vacations for non-coaches will be according to the standard Davidson College vacation policy.

Questions regarding this policy should be directed to Human Resources at 704-894-2213.