Time Off Policy

Please note: Union employees are covered to the extent listed in their collective bargaining agreements.

Vacation Policy

The University’s vacation policy for all full time administrators (including executives) who commence work on or after January 1, 1995 was revised effective September 1, 2002 to include non-union clericals and is detailed below. All vacation earned must be taken by August 31 of the academic year in which it is earned.

Vacation days may not be paid out if not taken in the vacation year earned. Vacation may be carried over with written approval by the appropriate Department Head and is limited to a maximum of 5 days. All vacation carry-over must be pre-approved and taken by October 1st or it will be forfeited. Unused carryover vacation days will not be paid out at termination of employment.

All full-time and part-time non-union employees (scheduled to work 25 hours or more per week on a regular basis) are eligible for vacation benefits. Vacation for union represented employees is covered in the collective bargaining agreements.

Eligible employees are entitled to vacation time off with pay based upon full months of service as follows:

Part-time non-union employees receive a prorated percentage of vacation time based upon their work schedule and their date of hire.

All requests to use vacation time must be made in writing in advance and approved in writing by the Department Head/Dean.  It is the employee’s responsibility to learn the department’s requirements as to how much advance notice is needed.

Employees who leave the employ of Adelphi University for any reason shall be entitled to be paid for accrued but unused vacation days only if adequate notice is provided with the exception of unused carryover vacation days.

When more than one employee in a department requests the same vacation period, where possible, the employee with the most service should be given preference.

Vacation time must be taken by August 31^st of the academic year in which it was earned.

In the case of death of an employee, payment for the accrued, unused vacation time shall be made to the estate of the deceased employee, with the exception of unused carryover vacation days.

Days Off During Vacation

1. If an officially observed holiday falls during an employee’s vacation, that day will not be charged as vacation time.
2. If a death in the immediate family occurs when an employee is on vacation, the allotted time provided under the Bereavement Leave will not be charged as vacation time.
3. No allowances will be made for periods of sickness occurring during vacations; however, an exception will be made when an employee is confined to a hospital.  In this case, vacation days will not be charged against the period of such hospitalization and subsequent recovery time immediately following such.
4. Extra days off will not be granted for special office closings or early dismissal such as, but not limited to, storms, power failures, etc. occurring during the employee’s vacation.

Vacation Pay

1. Vacation pay is calculated on the basis of an employee’s regular rate of pay and work week in effect at the time the vacation is taken.
2. Payment in lieu of vacation not taken shall not be permitted except in case of termination of employment, resignation, retirement or death of the employee.
3. Due to the fact that the University provides employees with direct deposit into their checking accounts, vacation pay advances will not be given.
4. It is the direct responsibility of each manager to ensure that all employees take their accrued vacation time and that the office has adequate coverage.
5. To assist the University in maintaining accurate records, employees are required to complete a Monthly Attendance Form or a Bi-Weekly Attendance Sheet. This form must be approved by the employee’s manager and submitted to the Office of Human Resources.
6. Absences for vacation should be reported on the Attendance Sheets, and Monthly Vacation Form as “V” along with the dates vacation was taken.

Carryover Vacation Days

Vacation may not be carried over without written approval by the appropriate Executive Leadership member. All vacation carry-over must be pre-approved and normally taken by October 1st or will be forfeited. Unused carryover vacation days will not be paid out at termination of employment.

Employees who leave the employ of Adelphi University for any reason shall be entitled to be paid for accrued but unused vacation days only if adequate notice is provided, with the exception of unused carryover vacation days.

In the case of death of an employee, payment for the accrued, unused vacation time shall be made to the estate of the deceased employee, with the exception of unused carryover vacation days.

Personal Day Policy

Administrators and non-union clericals are entitled to four (4) Personal days per academic year (September 1st through August 31st). Employees with less than one year of service accrue one (1) Personal day for each three months of completed service, up to a maximum of four (4) Personal days per academic year. Personal days cannot be carried over to subsequent years.

Sick Leave Policy

Sick time can be utilized for the following reasons:

• Employee’s mental or physical illness, or injury, or diagnosis, care, treatment, or preventive care for employee’s mental or physical illness or injury;
• A family member’s (defined below) mental or physical illness or injury or diagnosis, care, treatment, or preventive care for a covered family member’s mental or physical illness or injury;
• Absences related to employee’s status as a victim of domestic violence, family offense, sexual offense, stalking, or human trafficking; or
• Absences related to a family member’s status as a victim of domestic violence, family offense, sexual offense, stalking, or human trafficking.

The minimum amount of sick time that can be utilized is either ½ day for full and part-time employees or for students and hourly employees, the scheduled shift for that day, whichever is the lesser figure. Employees will be paid their normal rate of pay for any paid leave time under this law, or the applicable minimum wage rate, whichever is greater.

Employees may not exceed the allotted sick days in an academic year or they may face disciplinary action. Those who do exceed the accrued allotment will not receive pay for any additional days of absence, except for short-term disability. Employees who abuse the sick leave policy, for example, taking frequent Friday and/or Monday absences, may be subject to discipline, up to, and including, termination of employment.

Full-Time Non-Union Employees

Full-time non-union employees with greater than one (1) year of service will be credited with ten (10) sick days at the beginning of the academic year. New employees with less than one (1) year of service and employees who work less than a 12-month basis will accrue up to ten (10) sick days per academic year, accumulated at .83 days per month, paid at full base salary. Up to seven (7) unused sick days may be carried over into the following academic year, but in no event shall the total sick days exceed seventeen (17) days during any one academic year, including those carried over from the previous year. Unused sick days are not payable upon termination of employment.

Part-Time Non-Union, Hourly and Student Employees

Part-time, hourly and student employees will accrue one (1) hour of sick time for every thirty (30) hours worked, to a maximum of fifty-six (56) hours per year. Up to fifty-six (56) hours of sick time may be carried over into the following academic year, but in no event shall the total sick days to be taken exceed fifty-six (56) hours during any one academic year. Unused sick days are not payable upon termination of employment.

Paid Time Off During an Emergency Closing

For Non-Union Employees

In the event of a scheduled vacation day, sick day, floating holiday, or personal day on a day which was subsequently designated by the University as an emergency closing, the employee will NOT be charged for the day as originally approved. The employee’s timesheet will reflect the emergency closing (e.g., a snow day, flood, etc.) for the day, or portion of the day (.5) in the event of a delayed opening or early closure.

For Union Employees

In the event of an emergency closing, the applicable Collective Bargaining Agreement (CBA) will supersede University policy. Union employees should refer to their CBA for further details on emergency closings.

Disability

Full-time and part-time employees who take more than five (5) days or forty (40) hours of sick time consecutively must contact the Benefits area of Human Resources (humanres@adelphi.edu) to file for short-term disability.

Definitions

Family Member: Includes an employee’s child (biological, adopted, step, or foster child, a legal ward, or a child of an employee standing in loco parentis), spouse, domestic partner, parent (biological, foster, step, adoptive, legal guardian, or person who stood in loco parentis when the employee was a minor child), sibling, grandchild, or grandparent, and the child or parent of an employee’s spouse or domestic partner.

Procedures

Sick time must be documented on the employee attendance report/timesheet as “S.”

Accrual During Leave Policy

No time (i.e. sick, personal and/or vacation) will accrue during any leave time (including disability leave).