4.16 Vacation/Personal Leave Policy

I. Policy

Full-time instructors on 10-month contracts do not accrue vacation leave. Full-time instructors are entitled to a maximum of four personal leave days during the 10-month contract period. When a designated holiday falls outside of the 10-month contract period, a faculty member may take that earned holiday on the date specified on the College calendar as a floating holiday for faculty or may take the holiday at another time. Personal leave days and substitute holidays may be taken with the supervisor's approval and do not accrue. (Approved by Cabinet on April 28, 2003)

Effective January 1, 2003, eligible full-time employees shall accrue vacation leave in accordance with the following schedule:

Years of Total State Service Hours Granted Each Month Hours Granted Each Year Days Granted Each Year

Less than 5 years

10 hrs. 120 15
5 but less than 10 yrs.

11 hrs. 10 minutes


16 3/4

10 but less than 15 yrs.

13 hrs. 10 minutes


19 3/4

15 but less than 20 yrs.

15 hrs. 10 minutes


22 3/4

20 years or more

17 hrs. 10 minutes


25 3/4

A full month of credit is given for total state service, if the appointment is regular, full-time and the employee is in pay status for one-half or more of the regularly scheduled workdays and holidays in the pay period, or if the employee is on authorized military leave. Employees may also transfer credit for state service as provided for through the Office of State Personnel. (Approved by Cabinet on June 17, 2002.)

The total vacation leave accumulated over any number of years may not exceed 240 hours (30 days). At the conclusion of each College leave year, a full-time employee who has accumulated in excess of 240 hours will have the excess leave converted to sick leave.

The administration is authorized to develop and publish regulations required by the above policy.

II. Regulations

A. Each employee's vacation schedule shall be approved in advance by the immediate administrator.  Vacation leave accrues at the end of the month and is not available for use until the following month or later.

B. Ordinarily, full-time instructors will take leave during the periods designated for that purpose in the instructional calendar. Deviations from that schedule must be requested in advance of the planned leave and have the written authorization of the immediate administrator.

C. The following restrictions apply to employee vacation leaves:

1. Leave will ordinarily not be approved for full-time instructors during the academic year when the employee's classes are scheduled or on the work day immediately prior to the instructor's first day of classes.

2. In exceptional circumstances, the immediate administrator may waive these restrictions.

D. Normally vacation leave is not advanced; however, with the approval of the immediate administrator a full-time employee may be advanced up to 80 hours of vacation leave. Such an advance will be repaid by vacation leave earned by the employee upon his/her return.

E. Upon termination of full-time employment, reimbursement for any unused vacation leave, but not to exceed a maximum of 240 hours, shall be added to the employee's final pay at the employee's regular rate of pay in effect upon the last day actually worked, and in like manner, reimbursement to the College for any advance of leave not repaid shall be deducted from the employee's final paycheck.

F. CPCC does not accept transfer of unused vacation/bonus leave earned at another North Carolina agency for previous employment. At the employee's request, CPCC will transfer an unused vacation/bonus leave balance to the new employing agency in accordance with the agency's policies and procedures. A written notification of acceptance from the agency is required.

G. An employee earns sick leave and vacation leave while absent during a paid vacation leave, during an education leave with pay, and while absent on accrued (paid) sick leave. An employee does not earn sick leave or vacation leave during any unpaid leave or while receiving salary continuation or disability pay after accrued sick leave is exhausted.

Approved by Board of Trustees on November 11, 1994; January 8, 2003
Approved by Cabinet on June 17, 2002; April 28, 2003; January 7, 2008