1. Purpose
The purpo
se of the policy is to provide instructions regarding the management of
vacation carry-over for all full-time Administrative, Support Staff and Academic
(non-teaching) employees.
2. Application and Scope
The policy applies to all full-time Administrative, Support Staff and Academic (non-
teaching) employees of Mohawk College.
3. Definitions
“Accrued Vacation Days” number of days earned during the vacation plan year
based on Administrative Terms and Conditions, Support Staff and Academic
Collective Agreements.
“Employees” for the purpose of this policy, employees refers to full-time
Administrative, Support Staff and Academic (non-teaching) employees.
“Fiscal year-end” March 31
st
of each year.
“Leave reporting system” system within Banner to record, submit and track
leave information.
“Plan year” The period during which vacation credits are earned and utilized.
Vacation days must be earned prior to usage for all Support Staff. Administrative
and Academic (non-teaching) employees accrue and take vacation days within the
same plan year. The plan year for each group is as follows:
Administrative and Academic (non-teaching) employees: September 1 to
August 31.
Support Staff: July 1 to June 30.
“Vacation carry-over” number of days not used within that plan year.
“Vacation carry-over request form” a form to request vacation carry-over.
Policy Number: CS-1314-2014
Policy Title: Vacation Carry-Over for Administrative, Support
Staff and Academic (Non-Teaching)
Policy Owner: Chief Human Resources Officer
Effective Date: April 23, 2014
Revision Date: October 16, 2019
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4. Principles
The College recognizes its responsibility to create and maintain a supportive
environment that enables employees to achieve work-life balance and maintain
physical and mental health and well-being. One of the ways to achieve this is by
ensuring employees use their annual vacation allotment within the timeframe for
which it is intended. The College also recognizes the need to maintain a specific and
consistent process for managing vacation carry-over and the related liability.
5. Accountability and Compliance
5.1 Accountability Framework
This policy has been approved by the Senior Leadership Team.
5.2 Compliance
The Chief Human Resources Officer is authorized to ensure that the information
within this policy is applied and that all actions comply with relevant legislation,
terms and conditions, policies and Collective Agreements.
6. Roles and Responsibilities
To ensure compliance with this policy and create a supportive environment that
encourages a work-life balance, the following responsibilities have been assigned to
managers, employees and the Human Resources Department:
6.1 Management
Provide opportunities for employees to take earned vacation throughout the
plan year.
Ensure a departmental protocol aligned with the Collective Agreements or
Administrative Terms and Conditions, for requesting, scheduling, tracking
and recording vacation time in the leave reporting system is in place and
communicated to employees.
Monitor vacation balances to ensure employees are taking and reporting
earned vacation days throughout the plan year within the leave reporting
system. Report all discrepancies for vacation balances to Human Resources.
Review vacation balances in the leave reporting system prior to approving
requests to confirm there are sufficient days available in vacation balances.
Ensure employees complete a vacation carry-over request form for carry-
over greater than 15 days, 30 days prior to the next plan year. Ensure the
carry-over request form includes a plan to use the vacation carry-over by
fiscal year-end and is approved by the Vice President.
Consider carry-over requests and provide decisions for carry-over within two
weeks of receiving the form in writing to the employee. Submit requests
greater than 15 days to appropriate Vice President for approval within two
weeks of the next plan year.
Submit all vacation carry-over request forms to Human Resources (approved
and denied) one week prior to the next plan year to ensure accuracy in the
leave reporting system.
Liaise with employees and Human Resources if carry-over cannot be taken
prior to fiscal year-end and develop a plan for vacation carry-over (i.e.
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extension for the vacation carry-over, mandatory scheduled vacation by
manager or removal of days).
Provide on-going support to employees for using vacation carry-over and
hold them accountable for using the time prior to fiscal year-end.
Review requests for vacation carry-over extensions after fiscal year-end with
Human Resources. Ensure all requests are submitted on the Vacation Carry-
Over Request Form – Fiscal Year-end and extension requests greater than 15
days are approved by the appropriate Vice President. Submit all forms to
Human Resources to ensure the employee’s balance in the leave reporting
system is accurate.
6.2 Employees
Request vacation in accordance with department protocols, appropriate
Collective Agreements and Administrative Terms and Conditions.
Commit to taking earned vacation throughout the plan year when possible
and record all vacation time in the leave reporting system on a monthly basis
for manager approval.
Maintain a positive balance of vacation days and review balance with
manager in the leave reporting system on a monthly basis. Report all
discrepancies to Human Resources.
Request vacation carry-over 30 days prior to the end of the plan year for
amounts greater than 15 days by completing a Vacation Carry-Over Request
Form. Include a plan to take all vacation carry-over prior to fiscal year-end
on the form and submit it to manager and Vice President for approval.
Commit to taking approved vacation carry-over, when possible, prior to fiscal
year-end.
Liaise with management and Human Resources if carry-over cannot be taken
prior to fiscal year-end and submit a Vacation Carry-Over Request Form –
Fiscal Year-end to develop a plan for the time (i.e. extension for the vacation
carry-over, mandatory scheduled vacation by manager or removal of days).
6.3 Human Resources Department
Request vacation carry-over plans and approval forms from Departments
before each plan year (June for Support Staff and August for Administrative
and Faculty (Non-Teaching) of each year).
Monitor the usage of carry-over days to ensure employees have the support
required to use their vacation days.
Update vacation entitlements, time and or carry-over in the leave reporting
system when applicable: remove, adjust, maintain or apply vacation time or
carry-over to balances at the beginning of plan years and at fiscal year-end.
Calculate prorated vacation entitlements for new hires, leave of absences
etc., and notify Payroll when required. Apply all updates in the leave
reporting system and notify employees / managers when adjustments have
occurred if required.
Review and approve in conjunction with management all plans for carry-over
at fiscal year-end and coordinate the process for updating balances in the
leave reporting system to reflect extension for the vacation carry-over,
mandatory scheduled vacation by manager or removal of days.
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Liaise with management and employees if carry-over cannot be taken prior
to fiscal year-end and ensure a Vacation Carry-Over Request Form – Fiscal
Year-end is submitted to develop a plan for carry-over (i.e. extension for the
vacation carry-over, mandatory scheduled vacation by manager or removal
of days).
7. Vacation Carry-Over Guidelines
An Administrative, Support Staff or Academic (non-teaching) employee can carry-
over up to 15 days of vacation into a new plan year and all approved carry-over
must be used prior to fiscal year-end.
7.1 Vacation Carry-Over Greater than 15 days
When an employee has carry-over greater than 15 days, it must be reviewed and
approved by their immediate manager and appropriate Vice President. Vacation
carry-over requests for more than 15 days must be submitted 30 days prior to the
next plan year and must be documented on the Vacation Carryover Request Form.
All requests for vacation carry-over will be considered on an individual basis within
two weeks of receiving the form and a plan to use the carry-over days must be
noted by the employee on the form.
If vacation carry-over requests are not approved, the manager will notify the
employee as to why the vacation carry-over request has been denied in writing
within two weeks of receiving the request. Requests for vacation carry-over shall
not be unreasonably denied. If the request is not approved by management, a
mandatory meeting will be scheduled between the employee and manager to
discuss the following options: extension for the vacation carry-over, mandatory
scheduled vacation by manager or removal of days.
Approved carry-over must be taken by the employee prior to fiscal year-end and if
carry-over remains by this deadline, a mandatory meeting will be scheduled with
the employee and manager to develop a plan for the time based on the following
options: extension for the vacation carry-over, mandatory scheduled vacation by
manager or removal of days. All plans for remaining carry-over at fiscal year-end
must be documented on the Vacation Carry-Over Request Form – Fiscal Year-end
and extension requests greater than 15 days will require approval from the
appropriate Vice President.
All vacation carry-over request forms (approved or denied) need to be submitted to
Human Resources one week prior to the next plan year in order to maintain or
update the vacation carry-over balance within the leave reporting system. If the
request form is not received by Human Resources, the carry-over days will be
removed from the employee’s balance until the form has been received and
approved by management.
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8. Revision Date
8.1 Policy Revision Date
October 2024
8.2 Responsibility
The Chief Human Resources Officer will review this policy every 5 years or earlier
where required.
9. Attachments
Attachment 1 - Vacation Carry-Over Request Form
Attachment 2 - Vacation Carry-Over Request Form – Fiscal Year-end
10. Specific Links
Administrative Terms and Conditions of Employment
Support Staff Collective Agreement
Academic Collective Agreement
Vacation Carry-Over – Resource Guide for Employees and Managers
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Vacation Carry-Over Request Form (Fiscal Year-End)
Employee Name and Employee ID:
Manager Name:
Position Title:
Department and Campus:
Vacation year:
From:
To:
Date of carry-over request:
Employment Group:
Administrative Staff
Support Staff
Academic (non-teaching)
Vacation carry-over request (amount of days):
Reason for vacation carry-over at fiscal year-end:
Please select one of the following options for requested vacation carry-over at fiscal year-end:
Vacation carry-over will be removed from the employee’s balance as of fiscal year-end.
Vacation carry-over request has been approved by management and Vice President (if applicable greater than 15 days):
Yes No (If no, please provide rationale below):
Employee Signature
Date
Manager Signature
Date
Vice President Signature
Date
This form does not apply to Academic (teaching) employees.
For Administrative, Support and Academic
(Non-Teaching) Employees Only
This form is to only be completed if vacation carry-over is remaining at Fiscal Year-End.
Please complete and sign this form electronically and route final form to Human Resources by email (Time.Attendance@MohawkCollege.ca)
An extension has been provided by management and the appropriate Vice President for the employee to use the carry-over by:
Management has scheduled mandatory vacation for the employee. Please provide schedule below.
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Vacation Carry-Over Request Form
Employee Name and Employee ID:
Manager Name:
Position Title:
Department and Campus:
Vacation year:
From:
To:
Date of carry-over request:
Employment Group:
Administrative employee
Support employee
Academic (non-teaching)
Vacation carry-over request (amount of days):
Reason for vacation carry-over:
If request is approved, I agree to take all of my vacation carry-over
by fiscal year-end.
Yes No
If no i
s selected, please provide rationale below and this will be
considered during the approval process with management:
Plan to take vacation carry-over
(please document a plan and schedule to take all vacation carry-over):
Brief description:
Schedule of vacation carry-over:
From: To:
From: To:
From: To:
Vacation carry-over request has been approved by Management and Vice President:
Yes No (If no, please provide rationale below):
Employee Signature Date
Manager Signature Date
Vice President Signature Date
For Administrative, Support and Academic
(Non-Teaching) Employees Only
This form is to only be completed for vacation carry-over greater than 15 days. Carry-over less than 15 days does not require a form.
Please complete and sign this form electronically and route final form to Human Resources by email (Time.Attendance@MohawkCollege.ca)
This form does not apply to Academic (teaching) employees.
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