350-02
VACATION AND OTHER LEAVE BENEFITS - NON-REPRESENTED AND NON-OVERTIME ELIGIBLE EMPLOYEES

POLICY & PROCEDURE

Subject:

VACATION AND OTHER LEAVE BENEFITS – NON-REPRESENTED AND NON-OVERTIME ELIGIBLE EMPLOYEES

Index: HUMAN RESOURCES & RISK MANAGEMENT

Number: 350-02 (re-titled from "Executive Leave")

Effective Date

01/01/2009

Supersedes

10/15/2005

Page

1 of 3

Staff Contact

Nancy A. Carlson

Approved By

Denis Law

1.0 PURPOSE:

To establish uniform guidelines to be used to administer vacation and other leave benefits for employees who are not covered by a collective bargaining agreement and are not overtime eligible under the provisions of the Fair Labor Standards Act (FLSA 29 USC).

2.0 ORGANIZATIONS AFFECTED:

All departments and divisions.

3.0 REFERENCES:

City of Renton Policy & Procedure 330-07 Personal Holiday

City of Renton Policy & Procedure 330-12 Vacations

City of Renton Policy & Procedure 350-08 Sick Leave

City of Renton Policy & Procedure 350-09 Leaves of Absence

4.0 POLICY:

4.1     Accrual Rates:

Regular full-time non-represented and non-overtime eligible employees of the City of Renton shall be eligible for the following vacation credits:

Length of Service    Hours Per Pay Period        Accrual Per Year        Maximum Accrual

0 through 5 years            4 hours                             96 hours                               192 hours

6 through 10 years          6 hours                             144 hours                              288 hours

11 through 15 years        7 hours                             168 hours                              336 hours

16 through 20                  8 hours                             192 hours                              384 hours

21 +                                 9 hours                             216 hours                              432 hours

An employee covered by this policy shall begin accruing vacation on his or her hire date. Leave will post at the end of each pay period in which the employee is in a paid status at least half of his or her scheduled hours.

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

4.2.    Initial Accrual Rate:

At the time of hire a department administrator may grant up to six (6) years of service credit to an employee who is considered eligible under the terms of this policy for the sole purpose of determining the employee’s vacation accrual level. The decision to grant additional service credit shall be based on the number of years the individual has in his or her particular field or discipline as well as the difficulty in recruiting for the position.

At the time of hire or any time thereafter, the Mayor and the Chief Administrative Officer may grant additional years of service credit as deemed appropriate.

4.3    Maximum Accrual:

The maximum vacation hours an eligible employee under this policy may accumulate are equal to two (2) years at the employee’s current annual accrual rate. Administrators can accumulate a maximum of 432 hours.

4.4    Miscellaneous Provisions:

An employee who is terminated, laid off, retired, deceased or who resigns is eligible to receive payment for any earned but unused vacation credit.

Employees may not use vacation leave prior to the time it is posted to their vacation leave account. Hours submitted in excess of vacation accruals will be charged to one or more of the following accounts: personal holiday, management leave or absent (unpaid).

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 illness or disability.

4.5    Management Leave:

Effective January 1, 2009, and each January 1st thereafter while this policy is in effect, all non-represented employees that are non-overtime eligible shall be given a management leave bank of non-accruable management leave in the following amounts:

•    Administrators, Deputy Administrators, Directors, and the City Clerk: 56 hours

•    Managers, Analysts, Others: 40 hours

Non-accruable management leave is to be used within the calendar year that it is credited to the employee’s management leave bank. Management leave may not be “rolled over” from one year to the next. Any leave remaining at the end of the calendar year will be automatically deleted from the employees’ bank. Management leave may not be cashed out at the end of the year or at the time of separation from employment with the City. An employee covered by this policy will be granted management leave on his or her hire date, pro-rated based on the number of pay periods remaining in the year.

4.6    Additional Management Leave: Additional management leave may be granted to employees covered by this Policy at the discretion of the Mayor and/or Chief Administrative Officer.

4.7    Retroactivity:

Within 60 days from the date the Mayor approves this policy, the City will undertake a one-time review of eligible employees for the purpose of adjusting current accrual rates to comply with the intent of this policy. Any adjustments made will not be retroactive. All decisions shall be based on the employee’s position at the time of his or her original hire date.

5.0 DEFINITIONS:

5.1    Eligible Employee: A regular employee that is not represented by a collective bargaining agreement and is not overtime eligible.

5.2    The term “posted” shall be defined as hours recorded on an employee’s pay record. Posting occurs following the end of a pay period.

6.0 PROCEDURES:

To request the use of Management Leave, Personal Holiday or Vacation Leave covered by this Policy, employees are required to receive prior approval from their supervisor.