CITY OF LODI                                       

                         ADMINISTRATIVE POLICY AND PROCEDURE MANUAL

 

 

 

 

 

SUBJECT:                                          :           VACATION LEAVE – Policy

 

DATE ISSUED:                                 :           October 1, 2004

 

SECTION:                                          :           V

 

 

 

SECTION 1:                                       PURPOSE

 

                                                            The purpose of this policy is to provide guidance in the implementation of vacation leave.

 

 

SECTION 2:                                       ELIGIBILITY

 

                                                            Each probationary and regular full-time employee in the classified service earns vacation benefits in accordance with his/her length of continuous service and in accordance with the provisions of approved memorandum of understanding or management pay plan.

 

                                                            Provisional, temporary, part-time, seasonal, or emergency employees shall not accrue vacation.

 

 

SECTION 3:                                       ACCRUAL

 

                                                            Vacation benefits are earned in accordance with an employee's appropriate memorandum of understanding or statement of benefits.

 

                                                            Employees earn full vacation leave credits for any pay period in which they are in a full pay status for the equivalent of one-half or more of their regularly scheduled work hours.  Hours of vacation leave are credited at the approved rate in accordance with the terms of the appropriate memorandum of understanding.

 

                                                            The maximum amount of unused vacation hours that an employee may accrue, at any give time is twice the employee’s annual vacation entitlement.  Whenever an employee’s unused, accrued vacation has reached this maximum accrual amount, the employee shall stop accruing any additional vacation.  Accrual will automatically resume once the employee uses some vacation and the accrual balance falls below the maximum accrual amount.

 

Under extenuating circumstances, requests to accrue vacation leave over the maximum may be authorized by the City Manager.  Requests must be;  a) submitted in writing, b) include justification for the exception, and c) be recommended for approval by the Department Head.  The City Manager has sole discretion to approve or deny such requests.

 

 

 

SECTION 4:                                       SCHEDULING

 

                                                            Dates of vacation may be requested by the employee, but are subject to the approval of the Department Head.  Approval of vacation leave is at the discretion of the Department Head given considerations such as departmental procedures for request and approval, workloads, scheduling, seniority, and in accordance with terms of the appropriate memorandum of understanding.

 

 

 

SECTION 5:                                       UTILIZATION

 

                                                            After six (6) months of continuous service, an employee may request utilization of vacation leave.

 

                                                            Vacation leave may be taken in quarter hour increments.  Employees are not permitted to take vacation leave in excess of their accumulated balance.

 

                                                            Employees on vacation leave shall be considered in full-pay status, and continue to accrue seniority, sick leave, and vacation leave credit.

 

SECTION 6:                                       HOLIDAYS FALLING DURING VACATION

 

                                                            When a holiday or day observed in lieu of a holiday occurs on a day on which an employee is taking vacation such employee shall not be charged as using vacation for that day.  The employee's compensation for that day shall be holiday and he/she shall not be paid or charged for vacation.

 

 

 

SECTION 7:                                       ILLNESS OR ACCIDENT DURING VACATION

 

                                                            An illness or accident during a regularly approved and scheduled vacation period may be converted to sick leave when the following action is taken:

 

                                                            The employee, immediately upon return to duty, submits to his/her Department Head a written request for sick leave and, if requested, a written statement signed by the employee's attending physician certifying to the nature and dates of the employee's physical disability.

 

 

SECTION 8:                                       COMPENSATION FOR VACATION LEAVE UPON SEPARATION FROM SERVICE

 

                                                            An employee who leaves City employment shall be compensated at his/her current rate of pay for vacation accrued but not taken up to the date of termination.

 

                                                            Employees planning their resignation or retirement may request permission to take a terminal vacation to the limit of their accumulated vacation leave balances.  Such planning involves the submission of a written request to the Department Head for approval.

 

 

SECTION 9:                                       CHARGEABLE ABSENCES TO VACATION LEAVE

 

                                                            Other than for the purposes of taking a vacation, an employee may elect to charge an approved leave of absence to vacation leave.  Such absences are subject to approval from an employee's Department Head, and in accordance with the City of Lodi Administrative Policy and Procedure for Leave of Absence and the appropriate memorandum of understanding.