Vacation Policy - Exempt Staff

Royal Roads University Policy

First implemented: 
October 21, 2004
June 2, 2014
Approved By: 
Office of Oversight: 
Human Resources

Policy Statement

Vacation time provides employees with a period of earned rest and relaxation, away from the responsibilities of the workplace for an uninterrupted period of time, while continuing to receive normal remuneration and benefits.

It is the Royal Roads University policy that employees are entitled to take vacation in the year that it is earned. The purpose of this policy statement is to provide a consistent approach to managing vacation; it is the joint responsibility of an employee and their supervisor to ensure that vacation leave is scheduled and taken at a mutually agreeable time.

Grandparent Clause

As at March 29, 2014, employees who accumulated banks of unused vacation credits will have these banks frozen, subject to no further accumulation of unused vacation, and valued at their March 29, 2014 rate of pay.

Employees affected by this grandparent policy will be encouraged to draw down on their frozen vacation bank, in addition to meeting the requirements of this policy statement.

Except on termination of employment, employees will not be paid out for vacation credits earned and accumulated prior to March 29, 2014.

Vacation Year and Use of Entitlement

The vacation year shall mean the 12-month period from April 1st to March 31 st, to coincide with the fiscal year. Accrual of vacation credits (calculated and recorded in hours, not days) commences on the first day of employment as a regular employee.

Employees may utilize vacation credits in advance of earning them with the understanding that their vacation balance cannot be negative at the end of the vacation (fiscal) year. Should such a situation arise, upon termination of employment the value of any unearned vacation credits taken will be recovered by the university.

Vacation Scheduling

Employees are required to plan their vacation, with the approval of their supervisor and the supervisor must ensure that annual vacation is taken. Supervisors shall use discretion in scheduling vacation. Factors to be considered may include the occurrence of peak workload periods and other circumstances relevant to operational requirements or service and an employee’s personal situation or request.

The utilization of vacation credits shall be recorded by forwarding completed and approved leave requests form to the Payroll department prior to taking the time off. As noted above, vacation time will recorded as the number of total hours off, not days.

Vacation Entitlements

Within the framework of the terms and conditions of the university’s employee groups, eligible employees are provided with additional vacation credits at certain milestones of their employment relationship with the university. These additional vacation days are granted on an individual’s anniversary date.

NON-MANAGEMENT EMPLOYEES (Grades 1,2,3 and some Grade 4 positions)
Employees who are eligible for overtime

Years of continuous service as a regular employeeAnnual accrual rate
0 years to and including 4 years15 days
After 4 years to and including 9 years (i.e. - beginning the 5th year)20 days
After 9 years (i.e. - beginning the 10th year)25 days
Regular Part-Time - pro-rated based on time workedpro-rated as above
Casual and TemporaryPercentage of pay as per
Employment Standards Act
Management (Grade 4+ positions)
Employees who are not eligible for overtime
Years of continuous service as a regular employeeAnnual accrual rate
0 years to and including 9 years20 days
After 9 years (i.e. - beginning the 10th year)25 days

Supplementary Agreements

The above vacation entitlements are based on a seven and a half (7.5) hour workday. Employees who are on a flexible work arrangement (i.e. – compressed work week and flex days) must note that the number of total hours of vacation entitlement remains the same, but the number of actual days off would change.

Employees hired before the introduction of the above-noted accrual rates and who already accrue vacation at a higher rate, shall continue in the plan offered when they were appointed.

Vacation Pay upon Termination of Employment

An employee terminating employment shall be paid out for any remaining vacation balance earned during the current fiscal year at the employee’s current wage or salary rate on the final pay.

As noted above, any banked vacation earned prior to March 29, 2014 shall be paid out at the employee’s rate of pay as of March 29, 2014.

Royal Roads University shall recover from any monies owed to the employee, an amount equivalent to unearned vacation credits taken by the employee.


Supervisors will be accountable for the day-to-day management and application of this policy, and must recognize its potential to result in a fiscal liability for the university. Accountability will form part of performance management goals associated with human and financial resource accountabilities.

The RRU Vice President & Chief Financial Officer ensures the appropriate rigor and due diligence in terms of articulating this policy, as well as subsequent revisions, and will ensure alignment with the university’s financial sustainability objectives.

The Associate Vice President Human Resources will ensure that that all university employees are aware of and understand the implications of this policy and related procedures. The AVP HR will monitor compliance with the policy to ensure consistency in practice, and will sponsor revisions when necessary.

The university’s Payroll department will record and track all vacation credits through the university’s HR/payroll system (Avanti).