Policy 900 - Time Off and Leaves (Revised 09.2026).docx

Policy 900: Time Off and Leaves
Effective Date: December 1, 2024, updated July 1, 2026
General The City provides different types of time off to support the
Provisions well-being and work-life balance of its employees. All full-
time and part-time employees are eligible for leave as
outlined in this policy, while temporary and probationary
employees may have limited access.
This provision coordinates with other leave types to ensure
compliance with federal and state laws.
Policy The purpose of this policy is to outline the policies for City
employees to accrue, request and take time off, ensuring a
fair and consistent approach while maintaining operational
efficiency.
Vacation Vacation
Vacation Leave is provided to employees to ensure the
mental and physical health and well-being of both the
employee and the organization.
Accrual
Vacation leave accruals begin on the first day of
employment and are based on tenure and employment
status. Employees may only use vacation once it has
accrued. Full-time employees accrue vacation on the
following basis:
Vacation Hours Vacation Hours
Completed
Earned per Pay Earned per Pay
Years of
Period (40-hour Work Period (56-hour Work
Service
Week) Week)
3.693 hours (96 hours 5.170 hours (134.4
0-2
annually) hours annually)
4.308 hours (112 6.031 hours (156.8
3-4
hours annually) hours annually)
4.924 hours (128 6.893 hours (179.2
5-6
hours annually) hours annually)
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5.539 hours (144 7.754 hours (201.6
7-8
hours annually) hours annually)
9-10 6.154 hours (160 8.616 hours (224
hours annually) hours annually)
6.770 hours (176 9.477 hours (246.4
11-14
hours annually) hours annually)
7.385 hours (192 10.339 hours (268.8
15-19
hours annually) hours annually)
8.000 hours (208 11.200 hours (291.2
20 or more
hours annually) hours annually)
Completed years of service are defined by the employee’s
ASRS or PSPRS seniority dates. Consideration may be made
for credited years of service with other public sector
retirement systems or as part of an executive compensation
program.
Regular part-time employees scheduled to work less than a
full forty-hour work week will receive a prorated vacation
time based on the typical number of hours scheduled to
work.
Vacation leave includes all periods of approved absence
with pay, which are not chargeable to another category of
leave. Ineligible uses of other forms of leave may
administratively be offset by vacation leave.
Vacation Cash-Out
Any time of the year, subject to availability of funds as
determined in the sole discretion of the City, employees
may be eligible to cash out a portion of available vacation
hours.
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Sick Leave Accrual
Sick leave is provided as income protection for City
employees. Sick leave accruals shall begin on the
employee’s first day of employment. Employees accrue sick
leave on the following basis:
Maximum
Employee Type Accrual Accrual of
Hours
Full-time Regular 3.70 hours per
480 hours
Employees pay period
24-Hour Shift Employees 5.18 hours per 672 hours
pay period
Regular Part-time Prorated based
Employees (working 20 or on a 40-hour 480 hours
more hours per week) work week
Temporary employees or part-time employees working less
than 20 hours per week accrue sick leave on the following
basis:
Accrual per Pay
Maximum Maximum
Employee Period per Pay
Accrual of Annual
Type Period Hours
Hours Usage
Worked
Part-time 0.034 hours per
40 hours 40 hours
Employees hour worked
Attendance Incentive Program (Sick Leave Cash Out)
Any time of the year, subject to availability of funds as
determined in the sole discretion of the City, employees
may be eligible to cash out a portion of available sick hours
at 50% of their value.
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Holidays Designated Holidays
Holiday Date
New Year’s Day January 1st
Martin Luther King Jr. Day 3rd Monday in January
President’s Day 3rd Monday in February
Memorial Day Last Monday in May
Juneteenth June 19th
Independence Day July 4th
Labor Day 1st Monday in September
Veteran’s Day November 11th
Thanksgiving Day 4th Thursday in November
Day after Thanksgiving 4th Friday in November
Christmas Day December 25th
Floating Holiday Hours
In addition to the 11-designated Holidays, employees
receive 24 floating holiday hours (33.6 floating holiday hours
for 2912 shift employees) annually.
Holidays are defined as 8-hours (11.2 for 56-hour fire
employees) of paid time off for each holiday. Employees
may designate any time off as Holiday hours, however
employees that work alternative schedules must use their
floating holiday hours to fill the gap between their regular
schedule and the 8-hours of holiday pay.
New Hires will receive a prorated holiday balance based
upon start date. All employees working a 40-hour week
receive 112 holiday hours each fiscal year, while those
scheduled for 24-hour shifts receive 156.8 holiday hours. New
hires are granted a prorated holiday hour balance based
on their start date.
At the beginning of each fiscal year, the City awards
employees their entire annual holiday leave balance,
allowing them the flexibility to use these hours at any point
throughout the year. If an employee leaves the City before
the fiscal year ends and has used more holiday hours than
they were entitled to, the excess holiday hours taken will be
subtracted from their remaining vacation balance and
reflected in their final paycheck
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Holiday hours are prorated for regular part-time employees
based on their part-time status.
Holidays Observed (City administrative offices are closed)
If a holiday falls on Saturday, the holiday will be observed on
the preceding Friday. If a holiday falls on a Sunday, the
holiday will be observed on the following Monday.
All Holiday hours must be used no later than June 19th of
each fiscal year. Any unused Holiday hours will be forfeited.
Holiday Worked
The non-exempt employee may, in addition to the Holiday
hours worked, claim Holiday hours for the Holiday
(observed) or save the Holiday hours for use on another day
off work (floating holiday).
Exempt employees scheduled to work on a City Holiday
may claim Holiday hours (observed) or save the Holiday
hours for use on another day off work (floating holiday).
Other Leave The City shall provide a mechanism for the following types
Categories of additional leave to be available to employees:
1. Military Leave
2. FMLA
3. Funeral or Bereavement Leave
4. Jury Duty Leave
5. Election Leave
6. Injury Leave
7. Administrative Leave
8. Crime Victims Leave
9. Fatigue Leave
10. Parental Leave
11. Industrial Leave to Attend Off-Duty Appointments
12. Unpaid Leaves of Absence
Absent An employee absent from duty for any period of time
without without authorization may be subject to disciplinary action
Authorized up to and including termination of employment.
Leave
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