Effective January 1, 2024, the accumulation of vacation time shall be as follows.
(a) Full-time salaried employees (salary groups E-1 through E-5 and L-1 through L-4) shall be entitled to annual vacation with pay in accordance with the following table:
Length of Service | Accrual Rate per Pay Period | Yearly Accrual | Maximum Accrual Allowance |
Less than 19 years | 7.7 hours (0.09625 per regular compensated hour) | 200 hours/25 days | 400 hours/50 days |
19 but less than 24 years | 9.2 hours (0.115 per regular compensated hour) | 240 hours/30 days | 480 hours/60 days |
24 years or more | 10.8 hours (0.135 per regular compensated hour) | 280 hours/35 days | 560 hours/70 days |
(b) Full-time classified and unclassified hourly employees (Administrative Groups 1 through 15) shall be entitled to annual vacation with pay in accordance with the following table:
Length of Service | Accrual Rate per Pay Period | Yearly Accrual | Maximum Accrual Allowance |
Less than 4 years | 4.6 hours (0.0575 per regular compensated hour) | 120 hours/15 days | 240 hours/30 days |
4 but less than 9 years | 6.2 hours (0.0775 per regular compensated hour) | 160 hours/20 days | 320 hours/40 days |
9 but less than 19 years | 7.7 hours (0.09625 per regular compensated hour) | 200 hours/25 days | 400 hours/50 days |
19 but less than 24 years | 9.2 hours (0.115 per regular compensated hour) | 240 hours/30 days | 480 hours/60 days |
24 years or more | 10.8 hours (0.135 per regular compensated hour) | 280 hours/35 days | 560 hours/70 days |
(c) In addition to the above, after one full calendar year of service, the employee shall be entitled to one (1) full additional discretionary vacation day. Police Deputy Chiefs shall be entitled to two (2) full additional discretionary vacation days. The additional discretionary vacation day(s) will be added to the employee's vacation leave balance on January 1st of each calendar year.
(d) Vacation Accrual.
1. Vacation time is accrued during the time the employee is in active pay status, which includes holiday time, sick time, vacation time, and compensatory time, but is not accrued when working overtime or while on unpaid leave.
2. Vacation time earned while on regular pay is credited to the employee's vacation bank upon the completion of the pay period and is not usable until credited.
3. Once an employee's vacation time balance reaches the maximum accrual allowance, no further vacation leave will accrue until the balance drops below the maximum amount.
4. Part time employees shall earn vacation time on a pro-rated basis in accordance with the provisions herein and pursuant to any applicable administrative policy and procedure.
(e) Pursuant to the above subsections, vacation time will now accrue based on employment status, years of service, and hours worked in the pay period. However, the employee's vacation time that the employee earned in 2023 under the previous vacation accrual method will be put into the employee's vacation bank on January 1, 2024.
(f) Employees shall be allowed to schedule and take vacations as provided herein and in accordance with existing departmental procedures.
(g) During the first calendar year of employment, newly hired employees shall be allowed to advance vacation days from their vacation bank. Those who begin employment on or between January 1 and June 30 shall be allowed to advance up to ten (10) vacation days. Those who begin employment on or between July 1 and December 1 shall be allowed to advance up to five (5) vacation days. Employees electing to advance vacation days will have their accrual rate per pay period reduced by the same number of days/hours which were advanced. The following provisions apply to this advancement:
1. This subsection shall only apply to employees in the calendar year (January 1 through December 31) in which they were hired. It shall not apply to employees who were hired in previous years.
2. Eligible employees must inform their supervisor and Division/Department head in writing that they are electing to utilize this benefit and how many days/hours they are advancing. Employees may make multiple written requests, if necessary, to advance vacation days; however, they may not advance more days than they are entitled to according to the above provision.
3. Vacation time advanced under this subsection must be scheduled and taken in accordance with existing Divisional/Departmental procedures.
4. Employees shall not be allowed to be paid in cash for advanced vacation time.
5. In instances where a newly hired employee requests to advance vacation days and their employment is severed, any days/hours that were taken but not earned in accordance with 2101.36(a) or (b) above, shall be deducted from the employee's severance or final paycheck.
(h) For purposes of determining years of service, employment with any State of Ohio agency, political subdivision of the State of Ohio, or municipality in the State of Ohio is to be counted after receipt of verifiable documentation.
3. The following situations are not eligible for prior service credit for vacation:
a. Any student employment, unless the employment resulted in credit from an Ohio Retirement System;
b. Employment with other states; and,
c. Pursuant to Ohio Revised Code section 9.44(c), retirement in accordance with the provisions of any retirement plan offered by the state, shall not have their prior service counted for determining eligibility for vacation.
4. It is the responsibility of the new employee to obtain documentation verifying prior service.
a. To request credit for prior service, employees must provide the Department of Human Resources with a written request and supporting documentation.
b. Current employees of the City of Toledo have until June 30, 2024 to provide proof of prior service credit for vacation eligibility. Failure to provide verifiable documentation by the deadline shall result in denial of prior service credit.
c. New employees shall have six (6) months from their hire date to provide proof of prior service credit for vacation eligibility. Failure to provide verifiable documentation by the deadline shall result in denial of prior service credit.
d. Any granted credit for prior service shall take effect during the first pay period that begins immediately following the date the Director of the Department of Human Resources approves granting credit for that prior service. At no time will retroactive accruals be credited.
e. Unused vacation time from other jurisdictions will not be recognized by the City.
f. All requests for prior service credit will be verified by the Department of Human Resources. Any submission of fraudulent documentation will result in discipline up to and including termination.
(Ord. 599-23. Passed 11-21- 23; Ord. 122-24. Passed 4-10-24.)