PE 419 - Leave

Approval of vacation scheduling must be secured from the -immediate supervisor. Any absences of more than five (5) days must also require the approval of the employee’s Senior Leadership Team member. The minimum charge against vacation time will be -15 minutes or multiples thereof.

An employee accrues vacation on a monthly basis throughout the fiscal year. Vacation that is to be accrued for the year may be used in advance. If the employee leaves employment prior to accruing vacation which they have used, an equivalent number of hours pay will be subtracted from their remaining salary. Vacation that is earned, if not taken during the budget year in which it is earned, must be taken during the next budget year.

Pay for accrued vacation will be granted to each employee upon termination. Upon retirement, any unused vacation shall be paid to the employee through the special pay deferral plan that utilizes IRS Code Section 403(b). Upon the death of an employee, the unused vacation shall be paid on the employee’s final paycheck.

Contracted Personnel

Commencing with the first day of the month in which employment begins, and up to and including the final full month of continuous full-time employment, vacation shall be accrued at the rate of 13.3 hours per month, 160 hours of vacation per year.

Regular full-time employees as defined in Board Policy 430 who are employed for less than 40 hours of work per week shall receive a prorated share of the above-mentioned monthly vacation accrual.

Approval of vacation scheduling must be secured from the immediate supervisor, as appropriate. The minimum charge against vacation time will be 15 minutes or multiples thereof.

An employee accrues vacation on a monthly basis throughout the fiscal year. Vacation that is to be accrued for the year may be used in advance. If the employee leaves employment prior to accruing vacation which they have used, an equivalent number of hours pay will be subtracted from their remaining salary.

Vacation that is earned, if not taken during the fiscal year in which it is earned, will be forfeited with the exception of 40 hours per fiscal year which may be carried over (“banked”) annually.

Effective July 1, 2017, banked vacation hours will be capped at a maximum of 400 hours.

Employees with balances in excess of 400 hours will be grandfathered and balances will remain as banked, but no additional carryover hours will be allowed until the banked vacation balance is below 400 hours.

Pay for accrued vacation will be granted each employee upon termination. Upon retirement, any unused vacation shall be paid to the employee through the special pay deferral plan that utilizes IRS Code Section 403(b). Upon the death of an employee, the unused vacation shall be paid on the employee’s final paycheck.

Holiday Leave

Regular full-time employees, as defined in Board Policy 430 and excluding employees covered under a collective bargaining agreement, will receive a minimum of ten (10) paid holidays per year. Determination of holidays will be by the Executive Officer and will conform as nearly as possible to national holidays. When a holiday falls on a weekend, the closest weekday will be considered a holiday unless circumstances warrant a change.


Bereavement Leave

Regular full-time employees, as defined in Board Policy 430 and excluding employees covered under a collective bargaining agreement, may be granted bereavement leave as described below. Leave for those employees covered under a collective bargaining agreement will be administered
according to the terms of the contract.

In the event of the death of a member of the employee’s immediate family, an employee may be granted up to five days of bereavement leave per occurrence, with full pay subject to the approval of the Executive Officer. Immediate family shall be interpreted as father, mother, son, daughter, wife, husband, stepchild, grandmother, grandfather, brother, sister, grandchild, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, and any other member of the immediate household.

The employee shall complete a request for paid bereavement and receive approval. In the case of unusual circumstances, the Director of Human Resources may require proof of death.


Discretionary/Personal Leave

Regular full-time employees, as defined in Board Policy 430 and excluding employees covered under a collective bargaining agreement, may be granted up to two (2) days of discretionary/personal leave per fiscal year for the purposes of attending to personal affairs.

Discretionary/personal leave for those employees covered under a collective bargaining agreement will be administered according to the terms of the contract.
Employees must secure prior approval of their immediate supervisor before such leave may be taken. A request for personal leave shall be made at least one week in advance of the day or days for which such leave is desired. Said leave shall not be cumulative and will terminate upon termination, retirement or death.

Leave for Jury Duty

Regular full-time employees will be excused for jury duty. Employees must submit a copy of juror notice to their supervisor.

DATE OF ADOPTION: 11/15/93
REVISED: 9/15/97; 3/10/03; 10/18/04; 4/16/12; 7/18/16; 12/10/18; 08/21/23
REVIEWED: 5/15/00; 12/18/06
LEGAL REFERENCE: (Code of Iowa) 260C.1
RELATED ADMINISTRATIVE PROCEDURES: