Employee Benefits and Policies Manual
All full and part-time employees are eligible for paid vacation time. Vacation time is earned in one fiscal
year (July 1st through June 30th) and taken the following fiscal year. Vacation allowance is computed
each June 30th and must be taken during the next twelve months. Only in exceptional circumstances
are requests for vacation time to be carried over granted. Any requests for exceptions must be in
writing, and are subject to the approval of a Supervisor and the Vice President for Human Resources.
Non-Exempt (Hourly) Staff....................................................................................................................... 1
Exempt (Salaried) Staff............................................................................................................................. 2
Part Time Non-Exempt (Hourly) and Exempt (Salaried) Staff ................................................................ 2
Part Time Non-Exempt (Hourly) .............................................................................................................. 2
Part Time Exempt (Salaried) .................................................................................................................... 3
Vacation Matrix ........................................................................................................................................ 3
Scheduling of Vacations ........................................................................................................................... 3
Holiday During Vacation .......................................................................................................................... 4
Non-Exempt (Hourly) Staff
Both full and part time non-exempt staff are entitled to paid vacation as shown in the following table.
Vacation pay is based upon a standard work week and regular base earnings at the time vacation is
taken. Length of continuous service is determined as of July 1st.
Length of Service as of July 1st
1 year but less than 5
5 years but less than 10
10 years but less than 25
25 years or more
Amount of Paid Vacation
2 weeks (10 days)
3 weeks (15 days)
4 weeks (20 days)
5 weeks (25 days)
Eligible employees hired on or before the fifteenth (15th) of the month will be credited with a full month
of service. Employees hired on or after the sixteenth (16th) of the month are not credited with a month
of service for that month.
1. Employees who have not completed one year of service on July 1st will receive a prorated share
of vacation based on the number of full months of service, or major fraction thereof, up through
June 30th.
2. Employees who have not completed their fifth (5th), tenth (10th) or 25th year by July 1st will be
given a prorated share of vacation for their additional week based on the number of full months
of service. In subsequent years employees will be credited with the entire week.
Months of Service x 10 = days’ vacation (to nearest whole day)
12
Example: Mary is a full time non-exempt (hourly) employee hired on November 15, 2014. On July 1,
2015, Mary will be given a total of seven (7) days’ vacation to be taken during the 2015-16 fiscal year.
8 months x 10 = 7 days of prorated vacation
12
On July 1, 2016, Mary will be given a total of 10 days to be taken during the 2016-2017 fiscal year
Exempt (Salaried) Staff
Exempt staff is eligible for 20 vacation days per fiscal year. Employees with twenty-five (25) or more
years of service are eligible for 25 vacation days per fiscal year.
Employees who have not completed one year of service on July 1st will receive a prorated share of
vacation based on the number of full months of service, or major fraction thereof, up to June 30.
This is computed as follows:
Months of Service x 20 = days’ vacation (to nearest whole day)
12
Example: Robert is a full time exempt (salary) employee hired on November 15, 2014. On July 1, 2015,
Robert will be given a total of thirteen (13) days’ vacation to be taken during the 2015-2016 fiscal year.
8 months x 20= 13 days of prorated vacation
12
On July 1, 2016, Robert will be given a total of 20 days to be taken during the 2016-2017 fiscal year
Part Time Non-Exempt (Hourly) and Exempt (Salaried) Staff
Part time Non-Exempt and Exempt Staff are entitled to prorated vacation. Vacation time is accrued
based on the employee’s regular work hours. Please contact the Payroll Office for an accurate vacation
accrual. Vacation is computed as follows:
Part Time Non-Exempt (Hourly)
20 hours x 40 weeks
x 75 hours (10 days) = 31 vacation hours
37.5 hours x 52 weeks
30 hours x 52 weeks
x 150 hours (20 days) = 120 vacation hours
37.5 hours x 52 weeks
Part Time Exempt (Salaried)
130 hours x 12 months x 160 hours (20 days) = 120 vacation hours
40 hours x 52 weeks
Vacation Matrix
The following matrix was created to assist in determining the amount of vacation available to a new WPI
employee on July 1st of the following year.
Hire Date
Admin
Staff (80 hrs) Staff (75 hrs) P.T Staff (60 hrs) P.T. Staff (40 hrs)
hours days hours days hours days hours
days
hours
days
July 1 to July 15
160 20
80
10
75
10
60
10
40
10
July 16 to August 15
147 18
73
9
69
9
55
9
37
9
August 16 to September 15
133 17
67
8
63
8
50
8
33
8
September 16 to October 15
120 15
60
8
56
8
45
8
30
8
October 16 to November 15
107 13
53
7
50
7
40
7
27
7
November 16 to December 15 93
12
47
6
44
6
35
6
23
6
December 16 to January 15
80
10
40
5
38
5
30
5
20
5
January 16 to February 15
67
8
33
4
31
4
25
4
17
4
Hire Date
Admin
Staff (80 hrs) Staff (75 hrs) P.T Staff (60 hrs) P.T. Staff (40 hrs)
hours days hours days hours days hours
days
hours
days
February 16 to March 15
53
7
27
3
25
3
20
3
13
3
March 16 to April 15
40
5
20
3
19
3
15
3
10
3
April 16 to May 15
27
3
13
2
13
2
10
2
7
2
May 16 to June 15
June 1st – June 30
13
2
0 0
7
0
1
0
6
1
5
1
3
1
0
0
0
0
0
0
Scheduling of Vacations
Prior to requesting vacation leave, an employee should check to determine his or her current balance.
Supervisors have responsibility for coordinating and approving vacation schedules of their employees,
following employees' preferences whenever work requirements in the department permit. The amount
of vacation to be taken in any one period of time should be discussed well in advance with the
supervisor, to allow adequate time to plan for work coverage.
The employee is responsible for checking the number of vacation days accrued and then seeking
permission from the supervisor for vacation. Generally, the supervisor is responsible for recording the
number of approved vacation days taken
While the vacation benefit is the same for nearly all eligible WPI employees, the method for keeping
track of vacation differs according to employee type. Regardless of vacation tracking method, all
employees are expected to get approval from their supervisors before making vacation plans.
Holiday During Vacation
If a recognized Institute holiday falls on an employee's regularly scheduled workday during his or her
vacation, the day is paid as a holiday and is not counted against vacation balances.