--- title: "SparkWell Vacation Policy" slug: "sparkwell-vacation-policy" updated: 2025-10-22T21:11:55Z published: 2025-10-22T21:11:55Z canonical: "resourceportal.antientropy.org/sparkwell-vacation-policy" --- > ## Documentation Index > Fetch the complete documentation index at: https://resourceportal.antientropy.org/llms.txt > Use this file to discover all available pages before exploring further. # SparkWell Vacation Policy ### Who is this for? This content is designed for participants in Anti Entropy's SparkWell fiscal sponsorship program. While some context will be specific to SparkWell and may need more context, we've made these resources public because they may, nevertheless, be useful to others who may be founding or building an organization. ## 1. About this Policy 1.1. This policy sets out our arrangements for staff wishing to take vacations. 1.2. This policy covers all employees at all levels and grades, including full-time, part-time, permanent, and fixed-term employees, managers, directors, trainees, and remote workers. 1.3. This policy does not form part of any employee's employment contract, and we may amend it at any time. We may also vary the policy as appropriate in any case. 1.4. **Important Note:** Employees who are contracted under an Employer of Record (EOR), such as Deel, will need to follow the policies of the EOR provider and, where they differ, the EOR policy takes precedence. ## 2. Vacation Entitlement 2.1. The vacation year runs from January 1st to December 31st. If your employment starts or finishes partway through the vacation year, your vacation entitlement during that year shall be calculated on a pro-rata basis rounded up to the nearest half day. 2.2. Unless otherwise set out in your employment contract, you are entitled to 20 days paid vacation in each vacation year, or the pro-rata equivalent if you work part-time. In addition, you are entitled to take the usual public holidays in the US, including: - New Year's Day - MLK Day - President's Day - Memorial Day - Juneteenth - Independence Day - Labor Day - Columbus Day - Veterans Day - Thanksgiving Day - Christmas Eve - Christmas Day **Note**: If a public holiday falls on a weekend, it will be observed on the nearest weekday. 2.3. Except as set out in this policy, vacation entitlement must be taken during the vacation year in which it accrues. You may carry over 10 days' vacation to the following year. Any outstanding vacation beyond 10 days will be lost at the end of the vacation year if not taken, and you will not receive any payment in lieu. 2.4. Unused vacation can only be carried over to another vacation year: - In cases involving paid sick leave, as set out in this policy - In cases of family and medical leave, as set out in this policy - In any other case where your supervisor has given permission in writing - If otherwise required by law ## 3. Taking Vacation 3.1. All vacations must be approved in advance by your supervisor, with a minimum of 4 weeks' notice, to allow planning of coverage or work schedules where necessary. You should not make travel bookings until approval has been given. 3.2. **Request Process**: Submit vacation requests via email to your supervisor. Your supervisor will respond within 5 business days of submission. 3.3. We may require you to take (or not to take) vacation on particular dates, including when the business is closed, particularly busy, or during your notice period. 3.4. Vacation is not considered hours worked for purposes of calculating an employee's entitlement to overtime pay. 3.5. Employees must use vacation in a minimum increment of half days (four hours). ## 4. Sickness During Periods of Vacation 4.1. If you are sick or injured during a vacation period and would have been incapable of work, you may choose to treat the period of incapacity as paid sick leave and reclaim the affected days of vacation. 4.2. Approval of exchange of vacation for paid sick leave must be reviewed by your supervisor, as well as verification of illness for the specified time period. 4.3. Employees already on paid sick leave before a prearranged period of vacation may choose to cancel any days of vacation that coincide with the period of incapacity and treat them as paid sick leave. 4.4. Dishonest claims or other abuse of this policy will be treated as misconduct under our misconduct and discipline policy. ## 5. Long-term Sickness Absence and Vacation Entitlement 5.1. Vacation entitlement continues to accrue during periods of paid sick leave. 5.2. If you are on a period of paid sick leave which spans two vacation years, or if you return to work after sick leave so close to the end of the vacation year that you cannot reasonably take your remaining vacation, you may carry over unused vacation to the following leave year up to a maximum of 10 days (the same limit that applies to standard carryover under Section 2.3). 5.3. Any vacation carried over under this rule but not taken within 12 months of the end of the vacation year in which it accrued will be lost. 5.4. Alternatively, you can choose to take your paid vacation during your paid sick leave, in which case you will be paid at your normal rate. ## 6. Family Leave and Vacation Entitlement 6.1. Vacation entitlement continues to accrue during periods of family and medical leave. 6.2. If you are planning a period of family leave that is likely to last beyond the end of the vacation year, you should discuss your vacation plans with your supervisor with plenty of time before starting your family leave. Any vacation entitlement for the year that is not taken before starting your family leave can be carried over to the next vacation year with written approval from your supervisor. 6.3. For the avoidance of doubt, this covers your full vacation entitlement. 6.4. Any vacation carried over should be taken immediately before returning to work or within three months of returning to work after the family leave. 6.5. It is our intention that this policy shall not conflict with the governing law(s) of your state or the United States applicable federal law(s), including but not limited to the Family and Medical Leave Act, if applicable to the organization. ## 7. Arrangements on Termination 7.1. On termination of employment, you may be required to use any remaining vacation entitlement during your notice period. Alternatively, you will be paid in lieu of any accrued but untaken vacation entitlement for the current vacation year to date, plus any vacation permitted to be carried over from previous years under this policy or as required by law. 7.2. You are entitled to be paid at a rate of 1/260th of your annual basic salary for each day of untaken vacation entitlement. This calculation is based on 260 working days per year (52 weeks × 5 days).