HomeMy WebLinkAboutN-238 - Leave Donation by EmployeesCITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 238
Personnel Policies & Procedures
Subject: Leave Donation by City Employees
Revised 10117116
Approved _PK
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Initial Effective Date:
A_IJ_ril21 , 2014
The following Administrative Order is effective October 17, 2016 , and super sedes
Administrative Order No. 238 dated 4/21114.
I. PURPOSE:
This policy establishes the conditions under which City employees may donate earned
vacation leave for the benefit of another City employee. The policy further sets forth the
administrative procedures to be followed by payroll for the vacation leave donations a nd
implementing the pay out to the eligible employee.
II. DEPARTMENTS AFFECTED:
All
III. ATTACHMENTS:
Attachment 1 -Employee Request for Vacation Leave Transfer
IV. DEFINITIONS:
A. Eligible Employee: an eligible employee is one who suffers a personal or fami l y
emergency or illness, excluding elective leave such as bonding leave, etc., which
causes the employee to exhaust all accumul ated leave.
V. POLICY:
A. City of Pasco employees accrue sick leave to ensure that they receive regular
paychecks during personal and family illness. Sometimes extraordinary
circumstances, or an emergency, cause employees to expend all of their accrued
leave (sick, vacation, comp, holiday) and need additional time before
circumstances are resolved.
B. Although the City cannot provide additional paid leave to accommodate s uch a
need, an employee may donate vacation leave to an eligible employee.
C. Eligibility for the benefit of donated vacation leave by fellow City employees sha ll
be restricted to current regular full-time or part-time employees who have
completed their probationary period. In order to qualify, the employee must ha ve
exhausted all accumulated leave, including vacation , sick leave, comp time and
holiday leave.
D. A donation of vacation leave by co-workers for such an employee must be
exhausted prior to the date of retirement or the onset of disability allowance, as
might apply.
E. Any vacation leave donated under this policy shall count against the time granted
under the Family and Medical Leave policy, unless that benefit is exhausted.
F. All vacation leave donated by co-workers shall be transfen·ed to a special donation
bank for the benefiting employee.
G. Employees who have received an unsatisfactory rating for attendance during their
annual review or who have been counseled in writing that their attendance record
is unsatisfactory during the current evaluation period are ineligible to recei ve
donated vacation leave time. The City Manager may waive thi s section of the
policy when extenuating circumstances justify such consideration.
VI. PROCEDURE:
A. The eligible employee shall be required to provide appropriate medical
documentation of the necessity for the leave and the petiod of time which the
employee can reasonably expect to be absent due to the emergency or illness.
B. An employee may file a written request to donate vacation leave to an eligible
employee. The written request is to be made on the fmm: Employee R equest for
Vacation Leave Transfer (attached).
C. Human Resources shall review the request as submitted, verify eligibility of the
recipient employee, and leave availability of the donor employee and forward it to
the City Manager for approval.
D. The City Manager will review the request and render a decision approving or
disallowing the request. City Manager approval is required on the amount of
donated vacation leave, if any, which an employee may receive under this policy.
However, an employee shall not be permitted to use more than a total of sixty
days of donated vacation leave. The decision will be sent to Human Reso urces
for application.
E. If approved, Human Resources will collect the donation fonns received and
prepare a supplemental leave plan.
Administrative Order No. 238 -Leave Donation by City E mploye es
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F. Payroll will re-calculate the donated vacation leave of each donor to the gross
dollar amount based upon the donor 's hourly rate. The hourly rate for the
benefiting employee will be used to calculate his/her new donation bank balance .
Vacation leave time will be allotted proportionately from each of the don ors and
will only be drawn to meet the eligible employee's needs for the pay period(s) in
question.
G. Unused donated leave will be returned to the donors on a pro rata basis.
H. Donors may choose to remain anonymous or have the recipient infom1ed of their
donation.
Administrative Order No. 238 -Leave Donation by City Employees
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