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Vacation accrual and carryover policy

Vacation accrual and carryover policy

From Valencia Jones:

During our recent team meeting, a few colleagues had questions about the vacation accrual and carryover policy. Although they've reviewed the official guidelines, several felt that a simplified summary would help reinforce their understanding. I’ve drafted a few key points below that were reviewed and confirmed by our HR Business Partner, Julio Diaz, they accurately reflect the policy. 

Vacation Accrual & Carryover – Key Points

  • Vacation accrual is based on years of service and accumulates with each pay period.

  • Unused vacation can be carried over into the next year, up to a maximum of 1x your annual accrual.

  • On your next work anniversary, any vacation time over that 1x cap will be forfeited—so it’s best to use any excess time beforehand.

  • For employees with 1–10 years of service, the maximum carryover is 112.5 hours (based on a 37.5-hour workweek); for those with 10+ years, the cap is 150 hours.

Example 1:
A current employee has approximately 75 hours of accrued vacation and is approaching their 2-year work anniversary. Since they fall within the 1–10 years of service range and their schedule is based on a 37.5-hour workweek, any unused hours will carry over, provided the total does not exceed 112.5 hours.

Example 2 :

An employee has approximately 168 hours of accrued vacation and is approaching their 12-year work anniversary.  Since they fall within the 10+ years of service and assuming their schedule is based on a 37.5-hour workweek, any unused hours will carry over, provided the total does not exceed 150 hours.  In this example, the employee will have 18 vacation hours that will NOT carry over, so they should plan to use them before their annual work anniversary. 

Floating Holiday Reminder

Reminder to benefits-eligible staff to use their floating holiday (if you have not already) before June 30, 2025. This is a “use it or lose it" and does not carry over to the new fiscal year.

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