Classified civil service employees, probationary employees, and full-time unclassified civil service employees (with the exception of seasonal employees) earn 10 hours of vacation leave per fully completed calendar month during their first 10 years of service. After 10 years of service, these employees accumulate 14 hours of vacation leave per fully completed calendar month of service. However, a new full-time employee (with the exception of seasonal employees) whose employment date is after the first of the month shall earn 2.5 hours of vacation leave for each one full week of service during the first month of employment not to exceed 10 hours. Thereafter, vacation accrual shall be as stated above.
Part-time employees who have worked for the city for 24 continuous months will earn vacation leave at a rate of five hours per month.
Vacation leave will be credited on the first paycheck of each month for the prior month (e.g. first paycheck in June for the month of May).
Vacation usage
Vacation may be used only upon the supervisor's approval of the prior written request of the employee; however, verbal approval may be accepted for unexpected circumstances. It may be used in any increment. Vacation leave will not be granted in excess of vacation credit earned by service prior to the starting date of leave. It will be scheduled with regard to operating requirements, seniority of the employee, and as much as possible, with the written request of the employee. No refund of vacation time will be allowed for illness incurred while on vacation leave. Vacation leave cannot be transferred from one employee to another.
Classified civil service employees will earn vacation leave during their probationary periods, but will not be authorized to use it until they complete their probation; provided, however, that the following probationary employees may use vacation leave.
- Those with immediate prior city service and no break in service.
- Those who exhaust sick leave and who can provide a doctor's excuse substantiating the need for leave.
- Those who are appointed to new positions during their probationary periods after six months of city service so long as the supervisor certifies to the director that the employee's service is satisfactory.
Vacation carry forward
Full-time employees may carry over up to 336 hours of vacation leave into the next calendar year. Any vacation hours accumulated in excess of 336 hours will be lost at the beginning of the next calendar year.
The chief administrative officer (CAO) may, upon request, extend the deadline for vacation carryover to the end of a fiscal year. Said extension shall only be granted in cases where employees are unable to use their leave time due to weather, work demands, or other extenuating circumstances as determined by the CAO. Approved extensions shall be submitted in writing to Accounting with a copy sent to the CAO. An employee who is granted an extension but separates from service prior to the end of the fiscal year shall be paid for no more than 336 hours.
Part-time employees may not carry over vacation from one calendar year to the next.
Vacation payout
A full-time employee who separates from service prior to Dec. 31, 2023, shall be paid for all accumulated vacation leave. That is, if an employee separates on or before Dec. 30, 2023, they will receive a payout for all accumulated vacation hours, even those in excess of 336 hours. On and after Dec. 31, 2023, any vacation hours accumulated in excess of 336 hours will be lost and upon separation from service, full-time employees will be paid for no more than 336 hours of accumulated vacation leave at their current hourly rate.
Part-time employees will not be paid for any accumulated vacation at the time of separation from government service.
Reference:
Code of Ordinances, Sec. 21-33. – Vacation leave.
Code of Ordinances, Sec. 22-59. – Benefits.