5338 Policy – Vacation–Annual (Twelve-Month) Certificated and Classified Administrators

This policy shall apply only to annual (twelve-month) certificated and classified administrators (Bellingham Administrators’ Organization, Executive Team and Non-Represented Directors) as specified below.

Unless otherwise provided by individual employment contract, annual (twelve-month) certificated and classified administrators shall accrue annual vacation, exclusive of legal holidays, at the rate of 25 days per year.

Vacation leave for annual (twelve-month), part-time (less than 1.00 FTE) administrators shall be computed on a pro rata basis.

For employees working in a vacation-eligible position prior to July 1, 2016, vacation days may not be accumulated in an amount exceeding two (2) times the employee’s annual entitlement.  Excess vacation days shall be lost.  A carryover of more than two (2) times the employee’s annual entitlement may be permitted in unusual circumstances with the express written consent of the superintendent or designee.

For employees covered in this policy and who were hired or began work in a vacation-eligible position after June 30, 2016, vacation days may not be accumulated in an amount to exceed forty (40) days.   A carryover of more than forty (40) days may be permitted in unusual circumstances with the express written consent of the superintendent or designee.

Annually in June, annual Executive Team administrators may cash out up to three (3) days of their accumulated vacation balance.  Payroll must be notified by May 31 of the administrator’s intent to cash out vacation.  The district will develop a form to document and process this request.

Vacation leave must be approved in advance by the employee’s immediate supervisor.  Leave may be granted or denied consistent with the operational needs of the district, as determined by the district at the district’s discretion.

For employees working in a vacation-eligible position prior to July 1, 2016, unused vacation days will be compensated upon termination/retirement/death at the then-applicable salary rate, e.g., 1/actual number of workdays, to the extent consistent with law and without causing the district a financial penalty.

For employees covered in this policy who were hired or began work in a vacation-eligible position after June 30, 2016, unused vacation days will be compensated up to a maximum of thirty (30) days upon termination/retirement/death at the then-applicable salary rate, e.g., 1/actual number of workdays, to the extent consistent with law and without causing the district a financial penalty.

When a situation arises while an employee is on paid vacation leave for which the employee is entitled to other leave (e.g., illness, injury, bereavement), the employee may be granted such leave, in lieu of the approved vacation leave, provided that the employee submits a request and supporting documentation acceptable to the district within fourteen (14) days after returning to work.  Such request shall indicate the type of leave requested and the circumstances requiring change in leave status.

Approved By: Greg Baker
Adopted: 07/18/02
Adopted/Revised: 10/27/11, 06/20/16
Last Updated: 06/29/17
Revised: 06/29/17
Approved: Superintendent Approved
Legal References: Content
 

AGO 1976 No. 10  Accumulation of sick leave while on leave

RCW 28A.400.300     Hiring and discharging of employees – Written leave policies – Seniority and leave benefits of employees transferring between school districts and other educational employers.

WAC 415-108-510     Treatment of cash payments made in lieu of unused leave—First-in-first-out account method for determining when leave earned—Forms of leave deemed excess compensation—Conversions

WAC 415-112-415     Are cash-outs for annual leave and personal leave included in earnable compensation and/or average final compensation?