Human Resources Policy Manual Section Number 7.

1
Description: Vacation
Effective Date: April 1, 2009 Page 1 of 4
Last Revision Date:

Purpose
The purpose of the policy is to outline:
• Eligibility requirements.
• Annual vacation entitlements, and
• Vacation scheduling.

Who Is Eligible for Vacation?

• All regular full-time salaried employees and full-time hourly employees (defined
as working forty hours per week, fifty two weeks per year) are eligible for annual
vacation privileges as of April 1 of each year.
• Part-time employees (regular and drivers) are not eligible for annual vacation
privileges.

Annual Vacation Entitlements

The amount of vacation entitlement is based on the employee’s length of service with:
• The Company, and
• Any company acquired by First Student.
The vacation year is the company’s fiscal year, typically April 1 through March 31. As of
April 1, employees are granted vacation eligibility based on years of service. For the
purpose of vacation eligibility, all anniversary dates during the vacation year are
considered on April 1 (anniversary dates are “pulled forward”).
The following table illustrates the amount of vacation time the employee is entitled to
based upon years of service completed at the employee’s anniversary date.

Total Years of Service Annual Vacation Entitlement

1 through 4 years 2 weeks - 10 days
5 through 9 years 3 weeks - 15 days
10+ years 4 weeks - 20 days

CONFIDENTIAL
This Manual is the property of First Student, and the information contained herein may not be reproduced in any form without the
expressed written permission of First Student.
If you can’t do it Safely, don’t do it.
Human Resources Policy Manual Section Number 7.1
Description: Vacation
Effective Date: April 1, 2009 Page 2 of 4
Last Revision Date:

Employees will earn and take vacation days from April 1 through March 31. Days
earned per month will be based on years of service completed during the vacation year.
Monthly vacation days earned are as follows:

.8 days per month for 1-4 years of service (10 vacation days/12 months)

1.25 days per month for 5-9 years of service (15 vacations days/12 months)

1.67 days per month for 10 and more years of service (20 vacation days/12
months)

Employees may elect to use all or part of their annualized vacation eligibility on
April 1 (i.e. they can “borrow” vacation days not yet earned). Should the
employee terminate before he/she qualifies for the full vacation amount, then the
employee would be required to reimburse the company for the
“borrowed/advanced” days. This amount would be deducted from the
employee’s final check.

Employees are encouraged to take at least five consecutive vacation days

annually. Other days may be taken in smaller increments, but not less than one
day.

Terminated Employees
Terminated employees (voluntary or involuntary) are paid for unused accrued vacation.
An employee who is terminated for reason of gross misconduct (theft, embezzlement,
assault) is not entitled to vacation pay.
Terminated Salaried Employees
Terminated salaried employees will receive unused accrued vacation days paid in a
daily computation. Daily vacation pay for salaried employees is based on the
employee’s annual salary ÷ 260 working days per year.

Terminated Hourly Employees

The calculation for unused vacation payments to terminated hourly employees will be
paid using the hourly rate times 8 hours per day.

CONFIDENTIAL
This Manual is the property of First Student, and the information contained herein may not be reproduced in any form without the
expressed written permission of First Student.
If you can’t do it Safely, don’t do it.
Human Resources Policy Manual Section Number 7.1
Description: Vacation
Effective Date: April 1, 2009 Page 3 of 4
Last Revision Date:

New Hires
After three months of employment new hires will earn one vacation day per month of
employment to a maximum of five days. These days must be taken before March 31
during their first year of service. On April 1 they will qualify for 10 days of vacation.

Employees Promoted to Full-Time Classification

All employees promoted to regular, full-time classifications are eligible for annual
vacation privileges. For vacation eligibility in their first year of promotion, the employee
will begin earning one day of vacation per month to a maximum of five days to be taken
before March 31.
Employees promoted from part-time positions to full time positions will earn vacation
from the date of promotion to full-time status.

Vacation Pay
Vacation pay is based upon employee status and paid as shown in this table.

Salaried Employees Hourly Employees

Regular salary is paid in full. Current hourly rate is paid for
number of hours regularly
scheduled in workweek.

Employees may not:

‰ Be paid for any vacation time earned but not taken at year end.
(Employees where state law rejects the “use it or lose it”, up to 2
weeks may be carried over), nor
‰ Defer vacation to future years.
Exception: California law allows for the carryover of unused
vacation days from one year to the next. Total carryover days plus
annual entitlement cannot exceed 1.75 times an employee’s annual
entitlement.
Example: If an employee is entitled to 10 days annually, the total
number of days carried over cannot exceed 7.5 days (1.75 X 10).
The 7.5 carryover days plus the 10 days of annual entitlement

CONFIDENTIAL
This Manual is the property of First Student, and the information contained herein may not be reproduced in any form without the
expressed written permission of First Student.
If you can’t do it Safely, don’t do it.
Human Resources Policy Manual Section Number 7.1
Description: Vacation
Effective Date: April 1, 2009 Page 4 of 4
Last Revision Date:

equals 17.5 days of vacation that the employee is entitled to

because of the carryover from the previous year.

Vacation Schedules
Each employee should submit a written vacation request for the coming vacation year to
the location Supervisor for approval prior to April 1.
The location Supervisor is responsible for coordinating vacation schedules for his/her
employees. Employees should request vacations during the early summer months so
that the location is not understaffed in periods of peak activity.
Vacation Conflicts
First Student employees should not take vacation during the annual school start-up from
August 17 to September 30.
All vacation requests are subject to approval by the employee’s immediate supervisor.
Interrupted Vacation
If, due to an extreme emergency, management deems it necessary to interrupt an
employee’s vacation, the employee will be reimbursed for:
• All expenses incurred in returning to work, and
• Reasonable expenses incurred in returning to the vacation location.
The employee may reschedule the unused vacation for a later date.

CONFIDENTIAL
This Manual is the property of First Student, and the information contained herein may not be reproduced in any form without the
expressed written permission of First Student.
If you can’t do it Safely, don’t do it.