c) After three months of satisfactory service, an employee can apply for the prorated number of vacation leave hours earned up to that point. With the department head's approval, employees may take any part of their leave entitlement on more than one occasion provided the employee has completed three months of service.
When an official holiday falls during an employee's vacation leave, on a day or days, which would normally have been working days, the annual leave period is decreased by the holiday period.
Periods of unforeseen in-patient hospitalization or sick leave which is incapacitating occurring during vacation leave may be compensated by the use of sick leave. To be eligible for consideration, the employee must have been admitted as an in-patient and produce authenticated medical reports showing the number of days of admission in a hospital, certified by competent medical officers and endorsed by the KSU Health Services Department.
Employees must formally notify the University in advance and as soon as possible if their return from leave is delayed because of sickness, which entails hospital admission. Overnight stays, in these circumstances must be supported by medical certificates and the question of whether the period of absence is to be paid or unpaid will be determined in each individual case by KSU in consultation with OHR and the appropriate department.
Vacation days replaced by sick days will be added back to the employees' vacation leave balance.
Subject to the operational needs of the university, it is important for employees to utilize their vacation leave for periodic rest and relaxation; however, all accrued vacation leave in excess of the carry over allowance as of June 30th of any year will be converted to Sick Leave. This means that the accrued vacation leave in excess of thirty-five (35) days {forty (40) days for employees with more than 15 years of service}, will be converted to Sick Leave by the appropriate number of excess days.
All employees are required to resume work on their scheduled day of return from vacation leave. Late resumption of work without notification and prior approval by the department head will be regarded as an unexcused absence from work without pay and may be the subject of disciplinary action, up to and including dismissal.