Time Off Benefits

Eligible full-time positions only, available after completion of 90-day probationary period.

 

Annual/Monthly rate vacation hours are earned monthly based on years of full-time service.

 

Full-Time Staff Vacation Benefits
First 3 Years of Employment	3rd Anniversary	5th Anniversary	10th Anniversary +
12 days/year at 8 hours/month	15 days/year at 10 hours/month	20 days/year at 13.3 hours/month	21 days/year at 14 hours/month

 

Full-time Administrator Vacation Benefits
First 10 Years of Employment		10th Anniversary +
20 days/year at 13.3 hours/month		21 days/year at 14 hours/month

 

• Vacation time off is available to full time staff and eligible faculty after new employee's probationary period.

• Vacation is earned monthly but can be borrowed from unearned time, up to your maximum annual accrual. 

• Vacation leave hours accrue on the last day of each month. An employee who is in a paid status on the last day of the month earns leave hours for that month. 

• Employees will submit their absence request for time off in Workday.  Vacation requests must be approved by the supervisor in advance of absence.  

• Providing quality academic and student services to our students is our priority and therefore, all staff and administrator requests for days off during the week before the semester begins and the first week of classes each semester should be very limited.

 

• Supervisors: Please work with your department to ensure proper coverage is provided during this time. 

• Employees: A written request with rationale from the employee must be submitted to and approved by the appropriate Vice President, then forwarded to the appropriate HR Consultant to be included in the personnel file before vacation leave is taken during those critical periods each semester.

•  Faculty, as well as all exempt staff and administrators, have the option to request available time off in half or whole day increments.  Any other scheduling arrangements should be made with their supervisor.  If you have any questions, feel free to contact your supervisor or HR.

 

• A maximum of three consecutive weeks' of vacation may be taken.

• Full-time employees can roll over a maximum of 120 hours of accrued, unused vacation hours each fiscal year. 

• Earned but unused vacation hours can be paid out at termination of full time employment, retirement, or status change to a non-benefits eligible position or a position that does not earn vacation hours. 

• In addition, up to a maximum of 80 hours rolled from the previous year can be paid at termination of employment, retirement, or status change to a non-benefits eligible position. 

• Borrowed Vacation hours that have been used but not yet earned must be repaid upon termination of employment or change to a non-benefits eligible position or a position that does not earn vacation hours. 

 

Grant-Funded Employees

To ensure sufficient funding to cover earned vacation balances, for employees in positions funded by a grant must use all earned vacation hours by the end of the grant funding year.  In the event that grant employment ends, payment for earned but unused vacation hours is contingent upon the availability of grant funds for such payment, and is not eligible to be paid from non-grant funds.

 The purpose of accrued/earned sick time is for full-time employee use when absence is due to the illness or related appointment of the employee or the employee’s minor/dependent child, or the employee’s spouse.

 

Sick Time Accrual Rate

12 days/year at 8 hours/month

 

• In the event of illness or any other unscheduled absence, the employee must contact the supervisor before their scheduled starting time, or as soon as possible, to notify the supervisor of the absence and advise the supervisor of the circumstances and the anticipated length of the absence. If more than three days is anticipated or if the employee has questions related to, they need to reach out to Benefits at (972) 599-3152.

 

• Employees will submit their absence request for time off in Workday.

• Employees may accrue up to 720 hours of sick time.

• Unused sick time is not payable at termination of employment or movement to a non-benefits eligible position.

 

• Extended Family Sick Time - up to a maximum of three days (24 hours) per fiscal year of accrued sick leave may be used for the illness, medical or dental appointments of extended family members, which includes mother, father, adult children, grandmother, grandfather, grandchildren, sister, brother and in-laws. Step and foster relationships of the above are included in the definition of extended family members.

 Eligible full-time positions only.  Available immediately upon hire.

 

Personal Leave Accrual Rate for Full-time Employees

3 days/year = 24 hours/year

 

• Faculty, as well as all exempt staff and administrators, have the option to request available time off in half or whole day increments.  Any other scheduling arrangements should be made with their supervisor.  If you have any questions, feel free to contact your supervisor or HR.

•  Twenty-four hours Personal Leave is available each September 1st to all full-time, benefits-eligible employees, including employees still in their 90-day probationary period*.
• Personal Days are not carried forward into the next fiscal year.
• Personal Leave is not payable at termination of employment or retirement.
• Employees will submit their absence request for time off in Workday.

 

* The number of personal days provided for new full-time employees during their first academic year will be prorated based on their hire date as follows:

 

Hire Month	Number of Personal Days for Academic Year
September, October, November, December	3
January, February, March, April	2
May, June, July, August	1

 

Available to full-time employees.

 

A full-time benefits-eligible employee will be granted up to 40 hours of paid bereavement leave upon the death of an employee's spouse, child, parent, or other person who occupies a position of similar importance in the employee's family in accordance with procedures.

 

A full-time benefits-eligible employee will be granted up to 24 hours of paid bereavement leave upon the death of other family members of the employee to include siblings, grandparents, grandchildren, parents-in-law, and siblings-in-law, or other person who occupies a position of similar importance in the employee's family in accordance with administrative regulations, including an employee's step and foster relationships of the above.

 

Bereavement leave will be noncumulative.

Court Appearances

The college provides paid leave to full-time or part-time Collin College employees summoned to jury duty, including grand jury service.  An employee's pay or leave balances will not be impacted.  Employees may keep any compensation the court provides.  Absence requests for time off should be completed to reflect scheduled work hours missed on that day(s) due to jury duty.  An employee who receives a summons to report for jury duty should inform his/her supervisor as soon as possible regarding the date and time required to report for jury duty. 

 

Employees will submit their absence request for time off in Workday. The jury summons form and/or jury duty attendance verification letter from the court clerk must be attached to the absence request for time off in Workday.

 

Compliance with Subpoenaed Court Appearance 

Absences due to compliance with a valid subpoena for College District-related business or for jury duty will be fully compensated by the College District and will not be deducted from the employee's pay or leave balance.

 

Absences due to compliance with a valid subpoena for personal business will be deducted from the employee's personal leave or vacation leave or result in loss of pay at the employee's daily rate for each day of work missed.

 

Employees will submit their absence request for time off in Workday. A copy of the subpoena must be attached to the absence request for time off in Workday.

 The purpose of Critical Illness Leave is to provide all full-time benefits eligible employees up to three days (24 hours) of leave with pay for when an immediate or other family member is critically ill. 

 

Immediate or other family member for this policy is defined as: the employee’s spouse, mother, father, sister, brother, children, grandparents, grandchildren, mother-in-law, father-in-law, sister-in-law, brother-in-law, or other person who occupies a position of similar position/role/standing in the family of the employee.  An employee's step and foster relationships with the above are included in the definition of immediate or other family member. [DEC(Local)]

 

Employees will submit their absence request for time off in Workday.

The Sick Leave Bank (also referred to as Sick Leave Pool, SLP) is an income replacement resource for full-time, non-grant employees who face a catastrophic injury/illness (as defined in DEC(LOCAL)) and who have exhausted all of their own available paid time off.  The bank exists due to donations from employees who have contributed hours from their unused sick time hours.

 

While separate forms are also required for documentation of leave of absence, to apply for paid leave hours from the Sick Leave Bank, the employee sends the following completed forms to Benefits:

1. Employee SLP Request form

2.Treating Physician - the SLP Medical Certification Form

 

SLP requests are eligible for an award if the employee meets all eligibility requirements, all required information is submitted, and if hours are available in the Bank. 

 

Hours are awarded based on a pre-approved table of diagnosis codes.  The maximum award is 200 hours per employee condition/cause.

 

Employees who would like to contribute to the SLP may do so when the request for donations is sent by the Human Resources Office.  Requests for donations are usually made annually and are based on the number of hours available at that time.

Please note, employees who are in grant-funded positions are not eligible for to receive hours from the Sick Leave Bank.

 Employees are expected to vote before or after working hours. If this is not possible because the polls are not open for at least two hours before or after the employee's scheduled work hours, the employee may request advance approval in writing from the immediate supervisor for the needed time off during working hours, not to exceed two hours. 

 

Non-exempt employees should submit their absence request for time off in Workday.