330-12
VACATIONS

POLICY & PROCEDURE

Subject:

VACATIONS

Index: HUMAN RESOURCES & RISK MANAGEMENT

Number: 330-12

Effective Date

1/1/2009

Supersedes

10/15/2005

Page

1 of 2

Staff Contact

Nancy A. Carlson

Approved By

Denis Law

1.0 PURPOSE

To establish uniform guidelines used to administer vacation benefits for eligible City employees, who are not covered by City of Renton Policy & Procedure 350-02.

2.0 ORGANIZATIONS AFFECTED

All departments and divisions.

3.0 REFERENCES

Current Collective Bargaining Agreements

Policy & Procedure 330-11 - Types of Employment, Pay, Benefits & Retirement

Policy & Procedure 320-02 - Overtime/Compensatory Time Eligibility (FLSA)

Policy & Procedure 330-07 - Holidays

Policy & Procedure 330-07 - Personal Holiday

Policy & Procedure 330-05 - Flexible Work Schedule

Policy & Procedure 350-02 – Vacation and Other Leave Benefits – Non- Represented and Non-Overtime Eligible Employees

Policy & Procedure 350-07 - Military Leave

Policy & Procedure 350-08 - Sick Leave

Policy & Procedure 350-09 - Leaves of Absence

Policy & Procedure 350-05 - Jury/Court Duty

Policy & Procedure 350-01 - Bereavement Leave

Policy & Procedure 350-03 - Family Medical Leave Act/Washington Family Care Act

Renton Policy & Procedure 370-11 - Orientation Period

Policy & Procedure 310-04 - Employee Termination and Out Process

4.0 POLICY

4.1    Unless otherwise specified in the applicable collective bargaining agreement, regular full time employees of the City of Renton shall be eligible for the following vacation credits:

Length of Service            Monthly Accrual    Hours per Year

0 through 5 years            8 hours            96 hours

6 through 10 years            12 hours        144 hours

11 through 15 years            14 hours        168 hours

16 through 20 years            16 hours        192 hours

21 through subsequent        18 hours        216 hours

4.2    Beginning with the pay period following six months of service, eligible employees will have 52 hours of vacation posted to their vacation balance. Thereafter monthly/annual accruals shall be in accordance with the schedule outlined above.

4.3    Regular part-time employees may be eligible for vacation benefits at a pro-rated amount based on the number of hours scheduled for their position.

4.4    The maximum vacation credits an employee may accumulate is equal to (2) two years' at the employee’s current annual accrual limit.

4.5    Vacations can be taken in no less than one hour increments.

4.6    Vacation credits continue to accrue during an employee's temporary absence provided the employee remains on the payroll in a paid status for at least one half their scheduled hours in any pay period.

4.7    Employees who are terminated, laid off, retired, deceased or who resign after six months of service are eligible to receive payment for any earned but unused vacation credit.

4.8    Hours submitted in excess of vacation accruals will be charged to one or more of the following accounts: personal holiday, compensatory time or absent (unpaid).

4.9    Sick leave may be taken in lieu of vacation time when an employee is on vacation and becomes sick or hospitalized. A doctor’s certificate of the illness may be required of the employee to substantiate such sickness or disability.

5.0 DEFINITIONS

The term “posted” shall be defined as hours recorded on employee pay records.

6.0 PROCEDURE

6.1    Requests for vacation must be pre-approved by an employee’s supervisor before use of vacation is permitted. The approved forms will be forwarded to Payroll.

6.2    Taking leave without pre-approval may result in the denial of such leave and/or disciplinary action up to and including termination.