Skip to Main Navigation | Skip to Content




Human Resources

Administration 101
Warrensburg, MO 64093
Phone: 660.543.4255
Fax: 660.543.4200
Email our staff





vacation

402a Vacation Leave Procedures

Approval: Approved by the President on June 27, 2005

Authority: Board of Governors Policy 2.3.010

Responsibility: Director of Human Resources

A. Regular full-time employees in a 100% Full Time Equivalent position are eligible to earn and use vacation time.

B. Regular employees who occupy a .80 to .99 FTE position will receive the same vacation benefits on a pro-rated basis. For example, a .80 exempt employee with less than 5 years of service would earn 8 hours of vacation per month. Employees occupying less than a .80 FTE do not accrue vacation time. Maximum accrual levels will also be at the pro-rated rates. (Ex: 160 x .80 = 128)

Nonexempt (Hourly) Employees
Years of Eligible Service (As of Anniversary Date) Vacation Hours
(Semi-Monthly)
Vacation Days
(Per Year)
Maximum Accrual Rates
Less than 5 years 3 hours 20 minutes 10 days 160 hours
(20 days)
5 through 9 years 5 hours 15 days 240 hours
(30 days)
10 through 14 years 7 hours 21 days 336 hours
(42 days)
15 years and beyond 8 hours 24 days 384 hours
(48 days)


Exempt (Salaried) Employees
Years of Eligible Service (As of Anniversary Date) Vacation Hours
(Semi-Monthly)
Vacation Days
(Per Year)
Maximum Accrual Rates
Less than 5 years 5 hours 15 days 240 hours
(30 days)
5 through 9 years 6 hours 18 days 288 hours
(36 days)
10 through 14 years 7 hours 21 days 336 hours
(42 days)
15 years and beyond 8 hours 24 days 384 hours
(48 days)

C. Years of service in the above tables refer to continuous service. Accrual rates change on the employee's five-, ten-, and fifteen-year anniversary dates.

D. Vacation is credited at the conclusion of each semi-monthly pay period.

E. Vacation will not be earned for pay periods in which seven or more workdays are unpaid. The number of work days in a given pay period can range from 9 to 12 depending on the month. The following chart is based on a typical 8 hour per day, 40 hour per week position. It illustrates the minimum hours an employee would need to be in paid status in order to accrue vacation for that pay period.

Hours/Days in Pay Period
Minimum hours needed to be in paid
status in order to earn vacation
72 hours/9 working days
16 hours
80 hours/10 working days
24 hours
88 hours/11 working days
32 hours
96 hours/12 working days
40 hours

F. Vacation time must be earned and credited to the employee's vacation record before using it.

G. Vacation is paid at the employee's base pay rate at the time the vacation is taken.

H. In the event that available vacation is not used by the end of the anniversary year, it may be carried forward. Once unused vacation reaches the equivalent of two times the annual amount, further accumulation stops until vacation is used.

I. Upon termination of employment, employees (except probationary) will be paid all earned but unused vacation available to them. For probationary employees who do not satisfactorily complete the probationary period, no payment for accrued but unused vacation will be made upon termination of employment.

J. Supervisors must approve all requests for vacation (electronic or paper) for the absence to be valid. Exempt employees must submit requests only in half-day or whole-day increments. Nonexempt employee requests for leave must be in fifteen-minute increments.

K. Vacation constitutes hours worked in calculating overtime pay for nonexempt employees only.