Williams College Employee Handbook
Vacation Leave for Support Staff
Support staff in regular or term positions regularly scheduled to work at least half-time per week earn paid vacation leave.
Vacation Leave Availability
Vacation leave is accrued on a per pay period basis - 1/26th of your annual amount is earned each pay period.
The annual vacation accrual amount is based on your years of service. The vacation leave amounts listed are based on a full-time, twelve-month appointment. Vacation time will be prorated for appointments less than full-time.
Months of Service
Vacation Accrual per Year
0 to 35 months
36 to 83 months
84 months or more
NOTE: Staff in Dining Services and the Library should contact their supervisors about the specific vacation policies in their departments.
The maximum balance is two times your annual accrual (24 months of accrual). Once an individual's accrual has reached the maximum balance, vacation accrual will cease until their balance falls below the maximum. The vacation balance reflects the amount earned minus any time taken.
Staff can view their vacation balance in PeopleSoft Time and Labor and on their pay statement.
Vacation leave will not accrue when an employee is on short-term disability, parental leave, workers' compensation or an extended unpaid leave of absence (such as family medical leave or other unpaid leave). Employees who work less than 12 months of the year will earn their annual vacation accrual during the portion of the year when they are paid.
Earned and unused vacation leave will be paid out at the time of separation. Any negative vacation balance will be deducted from the final paycheck.
Vacation Leave Use
Vacation leave can be used before it is earned, allowing balances to go into the negative up to the annual accrual. Leave may not be borrowed from the next year, nor is payment in lieu of vacation permitted.
When using vacation time, an employee shall make a good faith effort to provide notice of this need to their supervisor in advance of the use of the vacation time. An employee shall comply with their department’s procedure for requesting and approving vacation time.
Vacation leave usage is reported in PeopleSoft Self-Service Time Reporting, with the exception of staff in Facilities.