Total Service | Accumulation Pay Period for 40 Hour Work Week (when 26 pay periods per year) | Annual Credit | Eligible to Use Vacation | |
Payment Upon Separation** | ||||
Less Than: | ||||
180 Days | -0- | -0- | No* | No |
Completion of: | ||||
180 Days | -0- | 40 hours | No* | Yes |
More Than: | ||||
One Year | 3.1 hours | 80 hours | Yes | Yes |
Five Years | 4.6 hours | 120 hours | Yes | Yes |
Ten Years | 6.2 hours | 160 hours | Yes | Yes |
Fifteen Years | 7.7 hours | 200 hours | Yes | Yes |
* See 169.23(a)(3)
** See 169.23(d)
Vacation Leave accumulation shall be calculated based on Full-time employee’s paid hours. Employees are expected to work or use accumulated paid leave for the amount of hours the employee works per week. Any employee who does not work or use accumulated paid leave, as stated in the preceding sentence, shall have their vacation leave
prorated based on the hours actually worked and/or paid leave used.
(1) Prior service. Prior full-time service with the County of Summit, the State of Ohio, any political subdivision of the State of Ohio, or the Summit County Land Reutilization Corporation shall be used in determining service credit for purposes of vacation accumulation. However, no prior service credit shall be given to an employee who has retired in accordance with the provisions of any retirement plan offered by the State of Ohio for the purpose of computing vacation leave.
A. Documentation. An employee claiming prior service from the County of Summit, the State of Ohio, a political subdivision of the State of Ohio, or the Summit County Land Reutilization Corporation shall provide a signed document from prior employer(s) setting forth the dates of service, the hours worked and whether such service was part-time, full-time, seasonal or as an elected official. Retirement statements are not acceptable forms of documentation.
B. Part-Time Employment. Prior part-time service with the County of Summit, the State of Ohio, any political subdivision of the State of Ohio, or the Summit County Land Reutilization Corporation shall be used in determining service credit for purposes of vacation accumulation. Such prior service credit shall be prorated for all years in which the employee worked.
C. Calculation of Adjusted Service Date.
1. Employees with elected or full-time prior service or who were paid on a salary basis will have their adjusted service date calculated as their current hire date minus the total prior years, months and days of prior service.
2. Employees with part-time prior service will have their adjusted service date calculated as the total number of hours to equal the total days of prior service credit to which the employee is eligible. The adjusted service date will be calculated by counting back week days starting with the week day immediately prior to starting employment with the County of Summit.
(2) New employee. An employee with no prior service with the County of Summit, the State of Ohio, a political subdivision of the State of Ohio, or the Summit County Land Reutilization Corporation shall not be entitled to vacation leave until the completion of one (1) year of service. After the completion of one (1) year of service, such employee may use vacation as it is accrued.
(3) Prior service employee. An employee with approved and accepted prior service with the County of Summit, a political subdivision of the State of Ohio, or the Summit County Land Reutilization Corporation shall be entitled to use accrued vacation leave immediately upon full-time employment with the County of Summit.
(b) Use Of Vacation.
(1) Scheduling.
A. Vacation leave for more than five (5) consecutive working days shall be scheduled a minimum of fourteen (14) calendar days in advance.
B. Vacation leave for less than five (5) consecutive working days shall be scheduled a minimum of seven (7) calendar days in advance of the start of the vacation leave.
C. An employee may request non-scheduled vacation leave. Non- scheduled leave may be approved at the sole discretion of the appointing authority.
(2) Scheduling Conflicts. If a conflict occurs during the scheduling process, vacation shall be scheduled based upon seniority within the appointing authority's jurisdiction.
(3) Charging vacation leave. When vacation leave is used it shall be deducted from an employee's credit. Vacation leave can be used in minimum increments of one quarter hour.
(c) Maximum Accumulation. Vacation leave should be used during the year in which it is accrued. However, employees may carry over accrued vacation leave into the next year subject to the following:
(1) The maximum amount of vacation leave an employee may accumulate is three (3) times an employee's annual accrual rate.
(2) Employees forfeit their right to take or to be paid upon separation, for any vacation leave which is greater than the accrual for three (3) years.
Complete Years of Service | Maximum Accumulation |
1 but less than 5 | 240 |
5 but less than 10 | 360 |
10 but less than 15 | 480 |
15 or more | 600 |
(3) Effective April 4, 2005, employees who have reached the maximum accumulation set forth in Section 169.23(c)(1) shall be ineligible to carry over additional accrued vacation hours from one County fiscal year to the next as long as they are at the maximum accumulation. Employees who have reached the maximum accumulation shall however, continue to accrue additional vacation hours during the County fiscal year. An employee shall use all hours in excess of the maximum accumulation by December 31 of each year. On December 31 of each year, any remaining hours shall be forfeited.
(d) Payment Upon Separation. Upon separation from employment, an employee shall be paid for any accrued but unused vacation leave not in excess of the maximum accrual allowed. No payment shall be made to any employee having less than one (1) year of service at the time of separation.
(e) Vacation Cancellation. In the event of operational or emergency need, it may be necessary to cancel scheduled vacation leave. Such notice shall be given to the affected employee(s) as soon as practicable. Cancellation of vacation leave shall take place only when it would result in a manifest hardship on the department or another employee.
(f) Vacation/Sick Leave. If an employee, while on vacation leave, becomes otherwise eligible for sick leave, such employee shall, upon showing of proper evidence and approval of the appointing authority, be permitted to change such leave to sick leave.
(Ord. 2004-596. Adopted 2-14-05; Ord. 2011-380. Adopted 11-7-11; Ord. 2017-529. Adopted 12-12-17; Ord. 2022-310. Adopted 11-7-22.)