(Entire section replaced with employee handbook language)
Eligibility and Accrual. After satisfactory completion of the probationary period, all employees are eligible to request vacation leave. Unless otherwise set forth in a collective bargaining agreement or employment contract, employees shall accrue vacation according to the following:
(A) (1) FULL TIME EMPLOYEES. Regular employees working on average 40 hours or more per
week. When an employee has completed one year of uninterrupted employment, the base vacation accrual of 96 hours shall be credited on the first pay period of each year. After successfully completing the six-month probationary period, employee shall be credited the 24 hours that they have accrued during their probationary period. The length of service vacation shall be credited on the employee's anniversary date.
Uninterrupted Service | Vacation |
0 - less than one year | 4 hours/month |
After 1 year but less than 5 years | 8 hours/month |
After 5 years but less than 10 years | 120 hours/year |
After 10 years but less than 15 years | 136 hours/year |
After 15 but less than 25 years | 160 hours/year |
26+ years | 176 hours/year |
(B) Service credit. An employee of the city, who was formerly employed by the State of Ohio, a political subdivision thereof, or another public employer, is entitled to use such prior service for the exclusive purpose of computing an employee’s rate of vacation accrual based upon such prior service. Upon employment, each such full-time city employee requesting consideration under this section shall furnish the Personnel Department with certification of the period of time of such previous employment.
(C) Scheduling and approval. Vacation scheduling is subject to the Department/Division Head and the operational needs of the various departments/divisions.
(1) Vacation requests must be filed with the Department/Division Head before vacation is taken. Employees must follow proper notice requirements as designated by the department/division rules and regulations.
(2) Any holidays that occur during a vacation period are not counted as vacation time.
(3) Sick leave will not be approved for illnesses occurring while on vacation status. Unused sick leave accumulations may not be converted to vacation leave.
(D) Maximum vacation accrual. Staff members may accrue vacation up to two times their annual accrual rate. Staff members may not carry a vacation balance in excess of two times their annual accrual rate beyond December 31 of each year. If a staff member has accrued vacation in excess of two times their annual rate, the staff member’s vacation balance will be revised effective January 1 of each year to reflect a balance not to exceed two times the annual accrual rate.
(1) Staff members may submit an excess vacation time carryover request form to the Personnel Department no later than October 1 of each year to request permission to carryover vacation hours in excess of two times the annual rate. The request will include the following information:
(a) Amount of vacation hours to be carried over;
(b) The amount of vacation hours used in the current year; and
(c) The specific reason why the staff member is unable to consume the excess vacation.
(2) Upon receipt of the excess vacation time carryover request form, the staff member’s supervisory chain will take the following actions:
(a) Validate the request based on operational reasons; or
(b) Jointly develop a vacation use plan with the staff member to ensure that the excess vacation is consumed prior to December 31. Any excess vacation carryover must be approved by the City Manager.
(3) For existing staff members who have in excess of the maximum accrual amount, year-end vacation balances may not exceed the balance accrued at the time this policy is adopted.
(E) Payment for unused vacation leave.
(1) An employee who has been employed by the city for a period of at least one year and who resigns, retires, goes on disability, or dies is entitled to compensation at his or her current rate of pay for any earned but unused vacation leave to his or her credit at the time of separation, provided that the following has occurred:
(a) The employee has successfully passed the probationary period;
(b) The employee is not dismissed for cause;
(c) The employee gave at least two weeks notice of resignation; and
(d) The employee has returned all city property and completed an exit interview.
(2) The employee will be compensated for unused vacation accrued at their monthly rate for the months worked during the calendar year that the employee terminates employment. Employee will not be reimbursed for vacation time that was credited the first pay period of that year in advance of what would have been accrued monthly for the months actually worked. Unused vacation time that was carried over from previous years in accordance with Section 400 of this policy.
(F) Vacation buy back. An employee may request additional vacation pay in lieu of taking vacation leave. Approval of vacation buy back is subject to the following conditions:
(1) Employee shall have completed at least seven years of service.
(2) Employee shall have already taken a minimum of 50% of their annual vacation accrual for the calendar year, and all personal days.
(3) Employees not otherwise covered by a collective bargaining agreement may apply for a maximum of seven days of vacation pay each year in lieu of taking vacation.
(4) Vacation buy back must be requested by October 1 each year.
(Ord. 6140, passed 11-24-87; Am. Ord. 6477, passed 2-13-90; Am. Ord. 6535, passed 10-9-90; Am. Ord. 6689, passed 1-28-92; Am. Ord. 6830, passed 4-13-93; Am. Ord. 7152, passed 12-26-95; Am. Ord. 7744, 12-28-99; Am. Ord. 8837, passed 9-23-03; Am. Ord. 9052, passed 12-14-04; Am. Ord. 2010-071, passed 6-22-10; Am. Ord. 2021-112, passed 12-14-21)