HomeMy WebLinkAboutN-249 - Vacation Leave (2)CITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 249
Personnel Policies & Procedures
Subject: Vacation Leave
Initial Effective Date:November 22, 1993
Revised
12/28/09
1/6/10
10/26/1
Approved
GC
GC
The following Administrative Order is effective October 26, 2014 and supersedes Administrative
Order No. 249 dated 1/6/10 and 12/28/09, and all other administrative orders dealing with
vacation leave including Administrative Order No. 27, dated 7/1/81, and Administrative Order
No. 72, § VI.
This Administrative Order is issued to establish a policy and expectations regarding the
accrual and use of vacation leave.
II. DEPARTMENTS AFFECTED:
All
III. ATTACHMENTS:
1. Absence Report Form
IV. POLICY:
1. For all non-exempt, benefitted employees:
A. Non -represented employees shall earn vacation leave at rates noted in Appendix
A. Represented employees shall earn vacation leave as noted in the applicable
collective bargaining agreement. Benefitted part time employees shall earn
vacation leave on a pro rata basis depending upon their individual FTE status.
Maximum accrual of vacation leave is noted in Appendix A and in applicable
collective bargaining agreements.
B. Vacation is available to use after completion of the probationary period.
C. Vacation hours accrued over the maximum limit will be lost to the employee.
D. Employee vacations are to be scheduled at times when they will constitute
minimum conflicts with the work schedule. Department directors have the
authority to deny vacation requests based upon department work needs.
E. Vacation leave use is subject to the employee's accrued vacation leave, unless an
unpaid vacation is approved by the department director. Vacation leave is to be
used in no less than quarter-hour increments and documented on the employee's
time sheet in quarter-hour increments.
F. If an employee is absent for reasons of illness or injury and has exhausted his/her
sick leave bank, vacation leave hours will be used to cover the absence.
G. All employees shall request the use of vacation time on the Absence Report form
(copy attached) in advance of the proposed vacation absence.
H. Originals of the completed/approved Absence Report forms are to be kept in the
department.
2. For all exempt, benefitted employees:
A. All of the above noted policy regulations apply with the exception of the
timesheet documentation of vacation leave use.
i. Exempt employees who are absent a full working day for personal reasons
shall record eight (8) hours of vacation leave used for each full day of
absence.
ii. Partial day absences. Exempt employees absent less than eight (8) hours in a
working day shall note their time sheets as a full work day (8 hours worked).
Administrative Order No. 249 — Vacation Leave
Page 2
Appendix A
Department Directors
Days per year 24
Accrual per pay period 7.38 hours
Maximum accrual 288 hours
Division Manama
Days per year 21
Accrual per pay period 6.46 hours
Maximum accrual 252 hours
Reeular, non -represented emDlovees (including exempt, non -management employees
Administrative Order No. 249 — Vacation Leave
Page 3
0-5 yrs
6th yr
10, yr
15`h yr
Days per year
12
15
18
20.4
Accrual per pay period
3.7 hrs
4.62 hrs
5.54 hrs
6.28 hrs
Maximum accrual
144 hrs
180 hrs
216 hrs
244.8 hrs
Administrative Order No. 249 — Vacation Leave
Page 3
Name
From
To
"tom
CITY OF PASCO
ABSENCE REPORT
Dept.
Month
Division
Day
Year
Month Day Year
Number of work days Number of work hours
REASON FOR ABSENCE
(Check one)
❑ Vacation
❑ Floating Holiday
❑ Jury Duty
❑ Leave without Pay*
❑ Accident on Duty (attach incident report)
❑ Military*
❑ Sick Leave
❑ Accident off Duty (explain below)
❑ Bereavement
❑ Illness/Self
❑ Comp. Time
❑ Other
❑ Illness/Family
❑ Flex Time
(If sick leave use is greater than 3
days, contact Human Resources)
Reported to By phone By messenger Other means Date Time
EXPLANATION/COMMENTS:
Requested by:
Approved by:
Approved by:
(Attach additional sheet ifnecessary)
Employee
Division Manager
Department Director
Date
Date
Date
Absence Report Form must be attached to timesheet for use by manager; original to be retained in
department.
*Absence Report Form must be completed and original forwarded to Human Resources.
10/27/14