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19-R-166 - Vacation Leave PolicyRESOLUTION NO. 19 -R -166 A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS APPROVING EMPLOYEE POLICY RELATED TO VACATION LEAVE AND OTHER MATTERS IN CONNECTION THEREWITH WHEREAS, the City staff of the City of Schertz (the "City ") has determined that this policy required revision to reflect current processes and comply with Local Government Code Local Government Code Chapter 142, Section 0013; and WHEREAS, the City Charter, Section 6.02 Operational and Personnel Policies states that personnel policies which affect the budget and employee discipline and/or adverse actions shall be approved by the City Council; WHEREAS, the City Council has determined that it is in the best interest of the City to approve this policy attached hereto as Exhibit A; therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS THAT: Section 1. The City Council hereby approves the Vacation Leave Policy as set forth as Exhibit A. Section 2. The recitals contained in the preamble hereof are hereby found to be true, and such recitals are hereby made a part of this Resolution for all purposes and are adopted as a part of the judgment and findings of the City Council. Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with any provision of this Resolution are hereby repealed to the extent of such conflict, and the provisions of this Resolution shall be and remain controlling as to the matters resolved herein. Section 4. This Resolution shall be construed and enforced in accordance with the laws of the State of Texas and the United States of America. Section 5. If any provision of this Resolution or the application thereof to any person or circumstance shall be held to be invalid, the remainder of this Resolution and the application of such provision to other persons and circumstances shall nevertheless be valid, and the City Council hereby declares that this Resolution would have been enacted without such invalid provision. Section 6. It is officially found, determined, and declared that the meeting at which this Resolution is adopted was open to the public and public notice of the time, place, and subject matter of the public business to be considered at such meeting, including this Resolution, was given, all as required by Chapter 551, Texas Government Code, as amended. Section 7. This Resolution shall be in force and effect from and after its final passage, and it is so resolved. PASSED AND ADOPTED, this Yd day of December, 2019. ATTEST- f ^+ � A i dun Secretary CITY OF SCHERTZ, TEXAS a Gutierrez Vacation Leave Policy Exhibit A A -1 SCHIE RTZ COMMUNITY CITY OF SCHERTZ EMPLOYEE HANDBOOK Vacation Leave PREPARED BY: Human Resources APPROVED BY: City Council DATE APPROVED: 12/3/2019 EFFECTIVE DATE: 12/3/2019 REPLACES VERSION: 4.3.2 Annual Vacation Leave Purpose: This policy provides guidance on eligibility for vacation leave and accrual rates for City employees. Policy: All full -time employees who have completed six (6) months of their probationary period are entitled to paid vacation time. Probationary employees accrue leave. but are unable to use it until completion of probation. Temporary and part-time employees are not entitled to vacation leave. If a holiday occurs during an employee's vacation, that holiday is not chargeable as vacation time. It counts as a paid holiday. Employees who experience illness or injury during their vacation may request that the time of illness be charged as sick leave. Medical documentation may be required upon request. Vacation accrual for eligible employees begins on their date of employment in a full -time position. Vacation time is accrued per pay period based on the chart below and may not exceed the maximum allowable as listed. On September 30 of each year, all accrued vacation time in excess of the amount authorized will be dropped from the vacation leave roster. Year of service is equal to total number of years with the City of Schertz. # Hours Per Year Maximum Hours Allowed To Accrue Fire Protection Personnel assigned to Operations and EMS Personnel assigned to 24 -hour shifts': During 1st year of service 144 - 2 —10 years of service 180 _ 360 11+ years of service 240 480 Licensed Peace Officers(Sworn Officers)/Fire Protection Personnel assigned to Admin2 /EMS Admin3/EMS Personnel assigned to 12 -hour shifts": During 1 st year of service 2 —10 years of service 96 - 120 240 11+ years of service 160 320 All other Full -Time Employees: 0 — 5 years of service 96 - 6 —10 years of service 11+ ears of service 120 240 160 320 'A day for a 24 -hour shift employee is defined as 12 hours. 2 Definitions for "Fire Protection Personnel' and "Licensed Peace Officer" can be found in Section 142.010 in the Local Texas Government Code. 'EMS Admin does not include the Administrative Assistant and the Billing Office. 4 A day for a 12 -hour shift employee is defined as 8 hours. PO n SCHHEIRTZ CITY OF SCHERTZ EMPLOYEE HANDBOOK If an employee is called to work during his or her vacation, the employee will receive his or her regular pay rate, and the vacation will be rescheduled for a later date. Requests for vacation leave will be approved by the Department Head or designee. Upon separation, an employee will receive pay for his or her unused vacation time. Pay for unused vacation time is limited to the maximum authorized accrual level. The amount payable is based on the employee's hourly salary in effect at the time of separation. The payout will be made at the employee's regular rate and shall not include any special forms of compensation such as bonuses, shift differentials, or incentives. For all "40 hour" employees whose wages are expressed in the form of an annual salary, the employee's regular rate will be determined by dividing the annual salary by 2080 hours. For all fire department employees who work 24 hour shifts and whose wages are expressed in the form of an annual salary, the employee's regular rate will be determined by dividing the annual salary by 2,756 hours. For all EMS employees who work 24 hour shifts and whose wages are expressed in the form of an annual salary, the employee's regular rate will be determined by dividing the annual salary by 2,912 hours. CURRENT POLICY 4.3.2 Annual Vacation Leave All full -time employees who have completed six (6) months of their probationary period are entitled to paid vacation time. Probationary employees accrue leave, but are unable to use it until completion of probation. Temporary and part -time ^a pr-eb +i^n^r °mployees with less than six (6) months of emple mefA are not entitled to vacation leave. . If a holiday occurs during an employee's vacation, that holiday is not chargeable as vacation time. It counts as a paid holiday. Employees who are eenfined to be`' as ^ result „f xperience illness or injury during their vacation and ho seeui-7e raedieal deeumeata4ien of the illness or- may request that the time of illness be charged as sick leave. Medical documentation maw be require d R -,on. request, est. Nr Vacation accrual for regular eligible employees begins on their date of employment in a full -time L)os� ition ., ` , the emplayee A441 have lea-v_e employee's back to the date of original emple5qnent, the b ig of the . Vacation time is accrued per pay period based on the chart below and may,, not exceed the maximum allowable as listed. , uniulated a4 the rate of 1 day for each menth of ser-Wee for- empleyees w410 fi-ve, A-F less years 0 P,Antinueus employffient, 1.25 days f0F eoaeah ffi-ein-th of se-Pl4eea, for- emplayee-S v.;ith ssix thfough ten years e eentifiaeus empleyFaefit and 1.66 days fef eaeb menth of seizviee for- empleyeeas wit-h- 4 If or- more year- aeeuffmlated at the rate of 10 hours fer- earh month of seFviee for- employees with five or- less years e eontinuous emplernent and 16 houfs for- eaeh month of sen4ee fer- employees wM 11 ef more years e eontinuous emple�ment. Aeefued vaeation time m 1 14- - e- M i M -4-1 M - a 11 w A, -Rh- 1 e s ha; A q-;- h- R_ J_ ev n September 30 of each year, all accrued vacation time in excess of the amount authorized will be dropped from the vacation leave roster. Doi`' • °^*ions may be *^''°" ^ ^, -d-in g to the following sehe',•' °: Employees will be to se-40--tet dheiff- vaeation period based on the DepaAmm-1-t-all Ifead and- employee's length of so;F1,J_v_--e_ vVit-h-iffn- their- Dep—a4-mants. The sekedule_ *411 be peswd within the DepaAffiePA. If an employee is called to work during his or her vacation, the employee will receive his or her regular pay rate, and the vacation will be rescheduled for a later date. 1.A requests for- vacation le v-- i1 ,fs° ° (2) # Hours Per Year Maximum Hours Allowed To Accrue Fire: Durin 1st year of service 120 - 2 — 10 years of service 144 288 11+ ears of service 192 384 Police: During 1st year of service 96 - 2 —10 years of service 120 240 11+ years of service 160 320 EMS: 0 — 5 years of service 120 - 6 -10 years of service 144 288 11+ years of service 192 384 All other Full -Time Employees: 0 - 5 years of service 96 - 6 -10 years of service 120 240 11+ years of service 160 320 Employees will be to se-40--tet dheiff- vaeation period based on the DepaAmm-1-t-all Ifead and- employee's length of so;F1,J_v_--e_ vVit-h-iffn- their- Dep—a4-mants. The sekedule_ *411 be peswd within the DepaAffiePA. If an employee is called to work during his or her vacation, the employee will receive his or her regular pay rate, and the vacation will be rescheduled for a later date. 1.A requests for- vacation le v-- i1 ,fs° ° (2) CURRENT POLICY re d-i�Requests for vacation leave will be approved by the Department Head or designieein e*eess ef three days will be submitted to the next highest authority for review and final app%val. Depai4fneft4 heads and supervisors have the authority to give fina4 appf:eval to vaeation leave requests of two (2) days o less. Upon separation, 0. n employee, a.. ati- will receive tefmm -a' pay for his or her unused vacation time. Te�j!ay for unused vacation time is limited to the maximum authorized accrual level. The amount payable is based on the employee's hourly salary in effect at the time of teFminatie separation Lew., . The payout will be made at the employee's regular rate and shall not include any special forms of compensation such as bonuses, shift differentials, or incentives. For all "40 hour" employees whose wages are expressed in the form of an annual salary, the employee's regular rate will be determined by dividing the annual salary by 2080 hours. For all fire department employees who work 24 hour shifts and whose wages are expressed in the form of an annual salary, the employee's regular rate will be determined by dividing the annual salary by 2,756 hours. For all EMS employees who work 24 hour shifts and whose wages are expressed in the form of an annual salary, the employee's regular rate will be determined by dividing the annual salary by 2,912 hours.