Each full-time employee of the city shall be entitled to vacation with pay in accordance with the following provisions:
(A) Vacation Accrual.
(1) Schedule of vacation computation.
(a) Beginning January 1, 2019, full-time non-probationary employees shall begin to earn and accrue vacation leave according to the following schedule:
Length of Service | Rate of Accrual per Regular Hour Worked | Yearly Accrual |
Hire date to less than 4 years | .038462 hours | 10 days |
4 or more years and less than 9 years | .057692 hours | 15 days |
9 years but less than 14 | .075923 hours | 20 days |
14 years but less than 18 | .088462 hours | 23 days |
18 years or more | .096154 hours | 25 days |
(b) This vacation accrual shall be posted to the employee’s balance at the completion of each pay period.
(c) During the course of a calendar year, if an employee completes the requisite number of years of service to move to the next higher level of vacation accrual, the employee shall begin earning vacation leave at the higher rate at the beginning of the pay period that includes the anniversary date to which the employee became eligible to earn vacation leave.
(d) The Appointing Authority shall have discretion to deviate from the above accrual schedule to increase vacation entitlement to address issues of recruitment and retention, provided that the yearly accrual shall not exceed 25 days.
(2) Unpaid leave. Vacation leave shall not accrue during any unpaid leave of the employee.
(3) Probationary employees. Newly-hired employees in a probationary period shall accrue vacation from the date of hire pursuant to the schedule set forth in division (A)(1) of this section. Probationary employees shall only be entitled to use vacation leave following the first six months of employment.
(4) Prior service. Vacation accrual shall be based upon the employee’s most recent date of full-time hire. Separate periods of employment with the city may not be combined together for vacation accrual purposes. Employees hired prior to June 24, 1987 who have prior service with a public entity within the state of Ohio shall be entitled to a maximum of one year of service credit towards vacation accrual. Prior public service for employees hired on or subsequent to June 24, 1987 shall not be recognized.
(5) Vacation leave balance. The official record of vacation leave shall be kept in Human Resources/Payroll. The unused accrued vacation leave balance will be reflected on an employee’s pay stub. However, the balance will reflect the amount of unused vacation leave at the conclusion of the pay period, which is the Saturday immediately prior to the payday on Friday.
(6) Minimum usage. Vacation leave must be used in an increment of one half-day or one full day.
(7) Application for vacation leave. An employee shall complete a Request for Leave Form specifying the date(s) and time(s) of the requested vacation. Such requests shall be submitted to the employee’s immediate supervisor as soon as reasonably possible. Vacation requests may be considered for approval by the supervisor following the consideration of such factors as volume of work within the department at the time of the request, staffing levels and the seniority of the employee making the request. All approved vacation leave requests should be forwarded to Human Resources as soon as reasonably possible for processing.
(8) Notification of use.
(a) Employees should attempt to provide advanced notice of vacation requests to their immediate supervisor according to the following schedule:
Length of Vacation Request | Advanced Notice to Supervisor |
1 day or less | 24 hours |
2 to 4 days | 1 week |
1 week | 30 days |
(b) Vacation requests submitted outside of this schedule shall be approved only at the discretion of the supervisor.
(9) Vacation leave accrual limits. An employee may accumulate vacation leave, but shall not exceed a balance that is two times his or her annual rate of accrual.
(10) Vacation usage. In any given calendar year, an employee may use vacation leave in an amount that exceeds his or her annual rate of accrual, provided that he or she has the appropriate balance of unused accumulated vacation leave.
(11) Separation of service.
(a) Any unused portion of vacation at the time of separation (i.e., resignation, retirement, removal, death) shall be paid to the employee at the wage rate earned at the time of separation. An employee who separates service prior to any retroactive pay adjustment shall be compensated at the rate of pay in effect at the time of separation.
(b) Probationary employees are not eligible to receive payment for any unused portion of vacation leave at the time of separation.
(B) Collective bargaining agreements. The provisions of divisions (A) of this section shall not apply to any city employees for whom vacation entitlement is set forth in a collective bargaining agreement.
(‘65 Code, § 139.06) (Am. Ord. 142-91, passed 12-17-91; Am. Ord. 00-056, passed 5-16-00; Am. Ord. 05-158, passed 12-20-05; Am. Ord. 06-064, passed 7-5-06; Am. Ord. 12-034, passed 5-15-12; Am. Ord. 19-005, passed 2-19-19)