HomeMy WebLinkAboutN-249 - Vacation LeaveCITY 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
10/26/14
4/11/16
Approved
GC
GC
DZ
The following Administrative Order is effective April 11, 2016, and supersedes Administrative
Order No. 249 dated 10/26/14, 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.
I. PURPOSE:
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. This section shall
not apply to the City Manager, Deputy City Manager and Department Directors,
who shall provide notice of vacation leaves to the City Manager (or, in the case of
the City Manager, to the Deputy City Manager), together with naming the
employee designated to act in the absence of any Director, in the case of absences
from the City which exceed 24 hours.
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
Regular. non -represented emvlovees (including exempt, non -management emDlovees
Administrative Order No. 249 — Vacation Leave
Page 3
0-5 yrs
6th yr
10th yr
15, 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
Number of work days
AM/PM
CITY OF PASCO
ABSENCE REPORT
Dept. Division
Month
Day
Month Day
Number of work hours
Attachment No. 1
Year
Year
❑ Jury Duty
❑ Military*
❑ Bereavement
❑ Other
Reported to Byphone By messenger Other means Date Time
EXPLANATION/COMMENTS:
Requested by:
(Attach additional sheet ifnecessary)
Employee
Approved by:
Division Manager
Approved by:
Date
Date
Department Director 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.
02/17/16
REASON FOR ABSENCE
(Check one)
❑ Vacation
❑ Floating Holiday
❑ Leave without Pay*
❑ Accident on Duty (attach incident report)
❑ Sick Leave
❑ Accident off Duty (explain below)
❑ Illness/Self
❑ Comp. Time
❑ Illness/Family
❑ Flex Time
(If sick leave use is greater than 3
days, contact Hunan Resources)
Attachment No. 1
Year
Year
❑ Jury Duty
❑ Military*
❑ Bereavement
❑ Other
Reported to Byphone By messenger Other means Date Time
EXPLANATION/COMMENTS:
Requested by:
(Attach additional sheet ifnecessary)
Employee
Approved by:
Division Manager
Approved by:
Date
Date
Department Director 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.
02/17/16