Vacation Accrual and Scheduling Overview

Vacation Accrual and Scheduling

• Work Week Variations: Different work week structures (48 hours, 42 hours, other) have distinct vacation accrual charts.
• Accrual Charts: Different accrual charts are based on the weekly working hours.
• 48-hour work week: 5, 6, then .5 increments until 8.5 vacation days are granted per pay-period in 7 steps.
• 42-hour work week: Starts at 105 vacation days and adds 21, then 11, 10, 11, 10, 11 vacation days increments up towards 179 days, in 7 steps.
• Other Employees: Employees outside the 42-hour work week start with 13 vacation days, and add 2 then 1 in 7 steps until 20 vacation days are reached per pay period.

Paid Leave and Accruals

• Paid Leave Inclusion: Paid leave includes sick leave, holidays, funeral leave, jury duty, and disability leave.
• Out-of-Pay Status: Accruals are prorated based on hours worked within a pay period if the employee is out of pay status (sick leave, holidays, funeral leave, jury duty, disability leave).
• Half Pay Period Exclusion: Vacation accrual is not given for more than half of any bi-weekly pay period if the employee is out of pay status.
• Job-Related Disability: Employees on leave due to job-related disability do not accrue vacation benefits after the first 30 days.

Vacation Scheduling

• 24-Hour Shift Employees: Vacation scheduling begins from the first Kelly day cycle after December 31st and ends on the December 31st cycle one year later.
• Employee Limit: The number of employees allowed off vacation at a time is calculated by multiplying the total battalion personnel by 12, dividing by the total shifts in the annual cycle (excluding Kelly days), and rounding up to the next whole number. (If the result is greater than 5, round up).
• Battalion Chief and EMS Captain: A minimum of two slots are required for battalion chief and EMS captain in the vacation schedule.
• Vacation Scheduling Restrictions: Employees may not schedule vacation time exceeding their accrued vacation days, including any banked leave.
• Selection Process: Fire rescue administrator and the union president will determine vacation selection process and implementation dates for the 42 hour employee group.

Communication Center

• Vacation Selection Period: Communication center employees select vacation during the month of November according to seniority within their classification.
• Vacation Request Procedures: The vacation period begins from the first pay period that includes January 1st and ends on the pay period that includes the next January 1st.
• Multiple Requests: Communications employees may submit 3 first round requests for a minimum of 3 consecutive shifts. Second-round requests are also permitted.
• Probationary Employees: Communications probationary employees employed longer than 9 months can submit one first-round vacation request provided they have enough accrued leave and it does not violate their first year employment terms.
• Maximum Vacation Days: Communications center employees may not select more than 21 consecutive working days in a vacation year. This can be waived with Deputy Chief approval.
• Communication Supervisor and Assistant: The communication supervisor and assistant supervisor may not take vacation on the same day

Vacation Payouts

• Maximum Payouts: Payouts capped at specific numbers for non-24-hour shift employees depending on their weekly work hours. These payouts are on April 15th. For example, vacation pay cap values for a certain number of shifts are listed.

Vacation Cancellations

• 24-Hour Shift Employees: Need at least 19 hours notice.
• Other Employees: Need at least 3 business days' notice.

Emergency Leave

• Approval Process: Emergency leave is subject to District Chief or on-call District Chief approvals. Approvals aren't allowed to be unreasonably denied.
• Charging Method: Emergency leave is charged as actual time used in quarter-hour increments to the appropriate leave balance (sick, reserve vacation, and vacation).
• Sick Leave Override: If the emergency leave reason is a qualified use for sick leave, it is charged to employee sick leave, else it's charged against reserve vacation banks first and then regular vacation banks.

Other Vacation Stipulations

• Minimum Vacation Time: Vacation time can be taken in minimum 2 hour increments thereafter.
• AOA Exclusion: AOA (Activities of Appreciation) is not counted against the vacation schedule.
• Carryover: Non-24 hour shift employee vacation carryover is permissible.
• Transfer/Promotion/Demotion: If an employee transfers, is demoted, or is promoted, their vacation selection will be transferred accordingly.

Vacation Exemptions

• Drop/Retirement: Employees who are retiring or entering a drop status (within the following 12 months) are exempt from the April 15th vacation sweep to allow for the maximum vacation buy-out prior to their retirement or drop.

Communication Timeoffs

• Minimum Staffing: On shifts with 3 or more employees above the department minimum, up to 2 employees may be on vacation. On shifts with fewer than 3 employees above minimum staffing however, 1 person is allowed to take planned leave.

First/Second/Third Round Vacations

• First Round Minimum: Minimum of 4 or more consecutive shifts, can include Kelly days. If not met, the Battalion Chief will select via seniority to meet the requirement.
• Second Round Minimum: Minimum of 3 or more consecutive shifts, within 14 days.
• Third Round/First-Come-First-Serve: If more than 1 person requests the same day, seniority determines scheduling, no more than 10 shifts (20 days for non-24 hour).
• Time Freezing: Pre-approved vacation time remains frozen if employees are out of work during the approval period.
• Third Round Communications Restrictions: Third round vacation requests are only for full duty employees, except in emergencies approved by the Division Chief.
• Third Round Communication Emergency Approvals: Emergency Third Round vacation picks are approved by the Division chief.

Leave Cutoff and Bonus

• November 1st Cutoff: After November 1st, employees receive a bonus of any remaining sick leave time for the year, charged at an hourly rate equal to their current pay rate including permanent assignments.
• Bonus Payment: Bonuses are paid on the first payday in December. Any unused sick leave before November 1st is deducted from the following year's sick leave allotment.