(a) Eligible Employees. Full-time regular employees are eligible to earn vacation leave hours in accordance with the schedule noted below.
(b) Benefit.
(1) On January I of each year full-time employees shall be credited with vacation time earned from the previous calendar year according to this schedule:
COLUMN 1 | COLUMN 2 | COLUMN 3** |
Full-time Employee’s Current Year of Employment | Maximum Days Earned from Current Year Employment | Maximum Days Available to Take During Current Year of Employment |
Year Hired (Year 0) | Calculation (See Section 147.13(b)(2)) | 0 |
1 | 10 | Calculation (See Section 147.13(b)(2)) |
2, or 3 | 10 | 10 |
4 | 15 | 10 |
5, 6, 7, 8 | 15 | 15 |
9 | 20 | 15 |
10, 11, 12, or 13 | 20 | 20 |
14 | 25 | 20 |
15, 16, 17, 18, 19, 20 | 25 | 25 |
21 | 30 | 25 |
22 and after | 30 | 30 |
**The maximum days available listed in Column 3 are those days earned in the prior
calendar year by the employee.
(2) A newly hired full-time employee may earn a maximum of five (5) vacation days from the first day of employment through December 31 of the year hired (Year 0) using the following calculation:
One-half (½) day earned per each full month worked (up to a maximum of five (5) days)
Days earned from the above calculation) may not be utilized until January 1 of the following calendar year (Year 1 ). For example, a new full-time employee hired September 1 who works through December 31 of that calendar year will have earned two (2) vacation days for use after January 1. Beginning January 1, this employee will then be moved to Year 1 under the table above and the maximum days to be earned in Year 1 (to be used in Year 2) will be ten (10), with the days available for the employee to use in Year 1 equal to the number earned in Year 0.
(3) In any calendar year, a full-time employee may only take those vacation days earned in the prior calendar year. Under no circumstances shall an employee be allowed to take vacation days earned in the current calendar year during the current calendar year.
(4) Prior full-time service with the State of Ohio or any political subdivision thereof shall be deemed to be prior service with Orange Village in calculating the amount of the employee's vacation only.
A. For example, an employee hired with four (4) years of full-time prior service with another political subdivision will be placed at Year 4 on the table above on his/her date of hire. The employee will be credited on his/her date of hire with days in Year 3 (Column 3) using the following formula:
# of maximum days in Year 3 (Column 3) divided by twelve (12) multiplied by the number of full months in the current calendar year from date of hire through December 31. This will be the number of days of vacation a new hire with prior service would receive in the year hired.
B. During Year 4, the employee will be able to earn (Column 2) the maximum number of days available for Year 5.
(c) Use of Vacation Leave.
(1) Vacation leave may be used starting January 1 of the calendar year after it is accrued. Use of vacation leave shall be in minimum increments of four (4) hours and is subject to the approval of the employee's Department Head and the Mayor or his/her designee.
(2) Requests for vacation leave must be submitted via Time Off Policy Form or on the appropriate leave form to the Department Head in a reasonable time frame prior to the day(s) requested off.
(3) Vacation leave may be denied during a specific period if the workload dictates.
(4) All vacation time shall be taken at a time approved by the Mayor or his/her designee.
(5) Vacation time cannot be accumulated and must be taken by December 31 of the year after it is earned. In the event of a hardship, as reasonably defined by the Mayor or his/her designee, unused vacation time may be paid to the employee at the employee's usual hourly rate in the year in which it should have been taken or the vacation may be rolled over into the following calendar year as approved by the Mayor or his/her designee so long as it is used in the first quarter of the following year.
(d) Payment for Unused Vacation Leave at Time of Termination.
(1) Upon separation from employment for any reason other than a disciplinary termination for cause, each full-time employee may be paid a proration for earned and unused vacation time available in the current year (Column 3), and a pro-rated percentage of vacation time earned for the subsequent year (Column 2), based upon the full months actually worked in the current year through the date of separation in accordance with the table above. If an employee voluntarily terminates employment the employee must give fourteen (14) days written notice to receive the accumulated vacation pay or it is forfeited.
A. For example, if an employee in Year 4 under the table above resigns effective March 1, they shall be entitled to be paid the number of unused vacation days earned the prior calendar year (from Column 3) plus the number of vacation days earned from January 1 through February 28 prorated based on the table above (Column 2) (i.e., two and one-half (2.5) days).
(2) Upon a disciplinary termination for cause, each full-time employee shall be entitled to payment for earned and unused vacation time available in the current year (Column 3).
A. For example, if an employee in Year 4 is terminated for cause effective March 1, they shall be entitled to be paid for the number of unused vacation days earned the prior calendar year (from Column 3).
(3) In the event of the termination of employment with the Village for any reason except for cause, each full-time employee may be paid a proration of accrued vacation time based upon the full months actually worked during the year of termination.
(Ord. 2023-19. Passed 11-8-23.)