Policies and Procedures

Transcription

1 Policies and Procedures EMPLOYEES POLICY - VACATION MANAGEMENT 1. Policy Statement 1.1 This policy applies to the Alberta Union of Provincial Employees (AUPE) members, Exempt Support Staff, Administrative Professional Officers, and Executive Directors. 1.2 In the interests of work-life balance and fiscal responsibility, employees in all groups should be supported in and encouraged to use their earned vacation time in accordance with the relevant agreement/manual. Employees must report their vacations in a timely manner and schedule vacation to accommodate operational requirements of the department. 1.3 At any time, employees should not have a vacation balance of more than that accrued over fifteen (15) months, unless it is specifically approved by the Senior Supervisor as an exception, and a plan is in place for its use. 1.4 For the purposes of this policy, the following positions shall be designated Senior Supervisor : President Vice-Presidents Associate Vice-Presidents Deans University Librarian Executive Directors Associate Deans Associate University Librarians Registrar 2. Preamble 2.1 The University recognises the important role and the valuable contributions its employees make towards the success of the University. To support the continued well-being of its employees, the University seeks to nurture a workplace culture where work-life balance is promoted and employees are encouraged and enabled to take their earned vacation time on an annual basis. 2.2 Full utilization of available vacation entitlements reduces the University s vacation liability. Vacation liability affects the University s net asset position and can AUTHORITY: RESPONSIBILITY: EFFECTIVE DATE: Board of Governors Associate Vice-President (Human Resources) May 17, 2012

2 3. Policy hinder certain financial initiatives in pursuit of our strategic objectives. Therefore, it requires effective management. 2.3 In addition to recognising the importance of employee well-being, it is in the interests of the University and individual faculties/school and departments to promote enhanced accountability and cross training of position responsibilities, which will enable faculties/school and departments to make alternate arrangements to cover the responsibilities of employees on vacation. 3.1 It is the responsibility of the Supervisor to manage vacation accruals overall for the employees under their supervision. 3.2 It is the responsibility of the employee to schedule annual vacation, report vacation taken, and manage his or her own vacation balance so as to comply with this policy. 3.3 No employee should have more than fifteen (15) months vacation accrual at any time, unless it is specifically approved by the Senior Supervisor as an exception. 3.4 Exceptions may only arise from unusual or special circumstances, such as an extended absence due to approved personal or professional leaves. 3.5 Approvals for exceptions must be accompanied by a plan to utilize the excess vacation prior to the end of the following vacation year. 3.6 An employee shall not receive pay in lieu of vacation, except upon termination or upon mutual agreement between the Vice President (Finance & Administration) and the Employee. 2

3 APPENDIX A - VACATION MANAGEMENT PROCEDURES 1. Proactive Management 1.1 Supervisors are encouraged to proactively work with employees to ensure that they are regularly taking vacation time, and to schedule and assign workloads in such a way that the ability of employees to accomplish their work goals is not adversely affected by taking their earned vacation. This may be accomplished by cross training employees within faculties/school/departments, adjusting deadlines, or other means. Employees are strongly encouraged to take their full annual vacation accrual each year. 2. Procedures for Managing Excessive Vacation Balances 2.1 Excessive Vacation Balances shall be defined as any vacation balance of more than that accrued for fifteen (15) months (See schedule in Appendix B.) 2.2 In April and October of each year, Human Resources will remind supervisors to check the BANNER system iweb report of vacation balances of employees in their faculties/school/departments who have an excessive vacation balance, as well as the accrued vacation balances of all employees they supervise. 2.3 Should an employee have an excessive vacation balance, the supervisor needs to address the matter formally, and in a timely manner. The recommended process is to: Meet with the employee and discuss options with him/her to reduce the vacation balance so that it is no longer excessive. If necessary, the supervisor will present options to the employee, who must make a choice between the options or suggest an acceptable alternative that can be implemented before the end of that vacation year (June 30). If a reasonable vacation plan is not received from the employee within two (2) weeks of the meeting, the supervisor will consult with Human Resources and the employee, and schedule the employee s vacation with a minimum of one month s notice, and in accordance with the relevant collective agreement or handbook. 2.4 Supervisors will work with their employees to ensure an employee s work responsibilities and assignments will be covered by another employee during his/her absence. Where that is not possible, supervisors will assist employees, upon return, with their scheduling of responsibilities and assignments, in order to manage the accumulated work. 2.5 Except when employment terminates, vacation balances are rarely paid out. The Associate Vice President (Human Resources) has the authority to approve the payout of vacation balances in the following cases: a. An employee resigns or retires; b. An employee is laid off or terminated; c. An appointment is concluded; d. A change in status results in an employee transferring from an appointment where the employee is entitled to accrue vacation to an appointment where the employee receives vacation pay as a percentage; e. An employee with a serious illness is not expected to return to work based on medical evidence, and the position is deemed vacant by the Employer; f. An employee commences Long Term Disability, at which time s/he: o Will be paid out any excessive vacation balance; o May apply to be paid out any remaining vacation balance;

4 4 g. The employee moves to a position governed under the Faculty Handbook or the Sessional Handbook. In the rare circumstance where a vacation payout other than those listed above occurs, it is subject to the approval of the Employee, the appropriate Senior Supervisor, the Associate Vice President (Human Resources) and the Vice President (Finance & Administration) for these exceptions. 2.6 At least once per year, the Associate Vice President (Human Resources) will review a list of all employees who have an excessive vacation balance greater than one year s entitlement. If necessary, those employees supervisors will be requested by the Associate Vice President (Human Resources) to manage those vacation balances in accordance with the Vacation Management policy. In cases where these procedures are in conflict with the applicable collective agreement or employee manual, the agreement or manual will prevail.

5 5 APPENDIX B - EXCESSIVE VACATION BALANCES Vacation Accrual Rate in Days/Year Excessive Balance (in days)