252.06   VACATIONS.
   (a)   Employees Covered by Collective Bargaining Agreements. The accrual and use of vacation leave by employees covered by collective bargaining agreements shall be governed by the terms and conditions set forth in such collective bargaining agreements.
   (b)   Employees Not Covered by Collective Bargaining Agreements.
      (1)   Except as provided for in division (b)(2), below, all regular, full-time employees of the City not covered by collective bargaining agreements shall earn vacation leave based upon the following formula:
 
Weeks
Years of Employment
Hours Earned
2
After 1 year
.03846 hours for each hour in active pay status.
3
After 8 years
.05769 hours for each hour in active pay status.
4
After 15 years
.07692 hours for each hour in active pay status.
5
After 20 years
.09605 hours for each hour in active pay status.
 
      (2)   The Director of Public Safety/Service, Engineer and Superintendent of Water Plant, Distribution and Utilities for the City of Greenville shall earn vacation leave based upon the following formula:
 
Weeks
Years of Employment
Hours Earned
3
After 1 year
.05769 hours for each hour in active pay status.
4
After 8 years
.07692 hours for each hour in active pay status.
5
After 15 years
.09605 hours for each hour in active pay status.
 
      (3)   For purposes of divisions (b)(1) and (b)(2) above,"active pay status" shall mean all regularly scheduled hours actually worked by the employee plus any hours the employee is on an approved leave paid directly by the City (i.e. vacation, sick leave, personal leave, etc.), but excluding any additional hours worked outside the employee's regular work schedule or any time the employee is not being paid directly by the City.
   (c)   Part-Time Employees. Part-time employees are not entitled to vacation except where otherwise authorized by City ordinance. Where authorized, vacation accrual will be on a prorated basis. Part-time employees should check with the City Auditor to see if they are entitled to vacation leave.
   (d)   Utilization of Leave. Annual vacation leave shall be taken at such time as the department head or appointing authority approves and is subject to the department head's or appointing authority's administrative discretion. All vacation leave must be requested and authorized on a form designated by the City Auditor.
   During calendar year 1999, employees may utilize their vacation as it is accrued. However, effective January 1, 2000, each regular employee shall be credited with all unused vacation accrued in accordance with this policy through December 31, 1999, for use during calendar year 2000.
   Vacation credited to an employee's account on January 1 shall be for use during that same calendar year. Each January 1 thereafter, each regular employee's vacation account shall be credited with the appropriate number of weeks of vacation accrued during the previous calendar year for use during the current calendar year.
   Newly hired employees shall be credited with two weeks of vacation on January 1 following their most recent date of hire or upon completion of six months of service, whichever occurs later. Each January 1 thereafter, the employee's vacation account shall be credited with the appropriate number of weeks of vacation accrued during the previous calendar year for use during the current calendar year. Newly hired employees may schedule vacation as soon as it has been credited to their account, provided that each employee must repay such vacation time if the employee's employment is terminated for any reason prior to the employee completing one year of service with the City. Such repayment may be withheld from the employee's final paycheck or collected by other means if sufficient funds are not thus available.
   Effective January 1, 2000, no accrued vacation shall be used by any employee until such vacation has been credited to the employee's vacation account on January 1.
   Beginning in the year 2000, on January 1 of each year in which an employee will complete eight, 15 or 20 years of service, the employee shall be credited with one additional week of vacation at the start of that calendar year and begin accruing vacation for the following calendar year at the appropriate rate as specified in division (a) above. The employee shall repay the City for this additional week of vacation if the employee's employment is terminated for any reason prior to the employee actually completing the required years of service for the additional week of vacation. Such repayment may be withheld from the employee's final paycheck or collected by other means if sufficient funds are not thus available.
   (e)   Interpretation and Record. A calendar vacation week shall be considered as the amount of time an employee is normally scheduled to work during a seven-day period. Two calendar vacation weeks shall consist of ten working days for a full-time employee. Vacation leave shall not accrue during any non-pay status.
   (f)   Vacation Scheduling. Each employee entitled to vacation will schedule vacation through the department head, or the appointing authority if the employee reports directly to such official, according to the scheduling requirements of the department.
   Vacation shall be scheduled in full-day, half-day or one-hour increments subject to the staffing requirements of the employer as determined by the department head. All earned, but unused vacation leave, remaining at the end of a calendar year, which exists to the benefit of an affected employee in an amount of less than one full hour shall be resolved by way of cash equivalent payment by the City to the affected employee.
   (g)   Time Limit; Exceptions. Effective January 1, 2000, vacation leave credited to an employee's vacation account on January 1 shall be used by the employee prior to the end of the same calendar year or such vacation leave shall be deemed forfeited. Exceptions to this provision may be made only due to extenuating circumstances as recommended by the department head and approved by the Director of Public Safety and Service or the Mayor. Exceptions to this provision may be made only due to extenuating circumstances as recommended by the relevant department head and approved by the relevant appointing authority.
   (h)   Separation From Service. Upon separation from active service with the City, an employee shall be entitled to compensation for the prorated portion of any earned but unused vacation leave as allowable under the Ohio Revised Code at the time of separation. This provision shall not apply to those employees who have less than one year of service with the City.
   The vacation payable in accordance with this division shall include any unused vacation credited to the employee's account the previous January 1, plus the prorated portion of vacation earned from January 1 until the date of separation.
   (i)   Deceased Employee. In the case of the death of an employee who is on the City's payroll at the time of death, the prorated portion of any earned but unused vacation leave shall be paid in accordance with Ohio R.C. 2113.04 or to the estate of the deceased employee.
   The vacation payable in accordance with this division shall include any unused vacation credited to the employee's account the previous January 1, plus the prorated portion of vacation earned from January 1 until the date of death.
   (j)   Planning of Leave. Vacation must be planned as far in advance as possible so as not to interfere with the efficient operation of the department. The department head shall schedule vacations in accordance with the workload requirements of the department and may deny vacation requests if workload requirements so mandate. Employees who report directly to an appointing authority shall submit their vacation leave requests to such appointing authority for approval.
   (k)   Record of Leave. A record shall be maintained for each employee showing the balance of vacation leave credited to the employee's account for use during the current calendar year. Vacation credited to the employee's account for use during the current calendar year will be reported on an employee's paycheck each pay period. It is the responsibility of the employee to check these balances and to report any discrepancies to the department head or appointing authority within one month after receipt of the paycheck.
   (l)   Seniority Dates. Seniority for the purpose of calculating the amount of vacation an employee is entitled to shall be determined according to the total full-time prior service an employee has with the City of Greenville for those employees hired on or after July 5, 1987. Seniority for the purpose of calculating the amount of vacation an employee who was hired by the City of Greenville prior to July 5, 1987, is entitled to, shall include all previous full-time service with the City of Greenville, the State of Ohio or any other political subdivision thereof. In either case, prior service need not be continuous.
   Employees who have retired in accordance with the provisions of the PERS or any other retirement plan offered by the State of Ohio and who are hired by the City of Greenville on or after July 5, 1987, shall not have their prior service with the City, the State, or any political subdivision thereof, counted for the purpose of determining the amount of vacation leave the employee is entitled to. Vacation leave for such employees shall be based only upon the service the employee is currently accruing with the City of Greenville.
   (m)   Corrections in Vacation Balances. It is the responsibility of the City Auditor to make any necessary corrections in vacation balances within one month following notification by the department head or appointing authority that an error exists or to notify the employee that no change is warranted.
(Ord. 99-121.  Passed 10-5-99; Ord. 01-158.  Passed 11-6-01; Ord. 06-90.  Passed 7-11-06; Ord. 09-101.  Passed 11-3-09; Ord. 11-08.  Passed 1-18-11; Ord. 12-11.  Passed 2-7-12.)