Interpreting a Policy Memo with Conflicting Clauses
A workplace memo states: "Employees may carry up to 10 days of unused vacation into the next calendar year. Carryover must be used by March 31 or it is forfeited. Requests for carryover use in Q1 are approved on a first-come basis; no more than two employees per team may be on vacation in the same week. Exceptions to the March 31 forfeiture require director approval and must be requested in writing before March 1."
An employee, Priya, has 12 unused days on December 31. She submits a written exception request on February 20 asking to use 4 carryover days in April. Her teammate also requested the same April week, and a third teammate requested a different April week.
1. How many of Priya's 12 days carry over, and what happens to the rest?
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The cap is 10 days carryover. Priya has 12 unused days, so 10 carry over and 2 are not carried (they are lost at year-end under the stated cap - the memo provides no payout or extension for amounts above 10).
The 10 carried days are then subject to the March 31 use-or-forfeit rule unless an approved exception applies.
2. Evaluate Priya's April request. Does her written exception request satisfy the memo's requirements, and can the April week be approved under the team limit?
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Two separate tests:
Timing/format of exception: The memo requires a written request before March 1 for exceptions to the March 31 forfeiture. Priya submitted February 20 in writing - this meets the timing and format requirement. Approval still rests with the director; submission alone is not approval.
Team coverage limit: No more than two employees per team may be on vacation the same week. Priya and one teammate want the same April week (2 people - within limit), and a third wants a different week. So the same-week count is 2, which is allowed.
Judgment: Priya's request is procedurally valid and the week is not over-subscribed, but April use of carryover depends on the director granting the exception before March 1. If the director does not approve, the 10 carryover days are forfeited March 31 regardless of her February submission.