Staff HR Policy D-719.01 (Renumbered from D-719.02)
Institutional Effectiveness Criterion: Culture

Vacation Procedure

Staff appointed on a full-time (40 hour/week) regular basis will accrue 20 days or 160 hours per year (6.16 hours biweekly). Staff working 7.5 hours per day will accrue 20 days or 150 hours per year (5.78 hours biweekly). Part-time regular or limited contract employees will accrue time on a pro-rated basis, based on their appointment percentage.


Vacation time may be accrued up to twice the annual limit.

Employees who reach the maximum allowed accrual will begin to accrue time again when the balance falls below the maximum allowed accrual. The accrual will be added into the balance biweekly (the last day of the pay period). Holiday pay is counted as time worked for the purpose of accruing vacation leave. Vacation time does not accrue when an employee is on Short-Term Disability.


The use of vacation time will be requested by the employee in advance and must be approved in advance by the immediate supervisor, and will be granted based on the staffing and operational needs of the College. Time may be used and reported in quarter hour increments, and reported to the Business Office after all signatures are obtained on the absence reporting slip or other approved means of reporting time. Employees who fail to report their time within 30 calendar days may be subject to disciplinary action.

In the case, where an employee takes vacation leave and does not have enough time accrued to cover the leave, the remaining time will be unpaid leave.


Employees are only allowed to go into arrears with preapproval from Human Resources under the following circumstances:

  • moving time for new employees
  • sickness of employee and/or family before sick leave accumulation
  • use of vacation time during the first year of employment before vacation time is accumulated

Under the specific circumstances above, the employee may take up to a negative ten days of their vacation time.


Upon leaving employment with NMC, the last day of work shall be considered the termination date. The employee will be paid in a lump sum for unused accrued vacation on the next regular payroll date up to a maximum of twice the annual accrual.

If any provision(s) of this policy or set of bylaws conflicts with laws applicable to Northwestern Michigan College, including the Community College Act of 1966, the Freedom of Information Act, or the Open Meetings Act, as each may be amended from time to time, such laws shall control and supersede such provision(s).

Reviewed and Revised on 1/15/10
Revised on 3/3/15
Revised and renumbered on 8/16/15
Revised on 2/24/17