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HomeMy WebLinkAboutUnrepresented Management Employees - Paid Time Off Policy 2022City of Yakima Paid Time Off (PTO) Policy for Unrepresented Management Employees. Effective January 1, 2022 Authorized by the City Manager By: IItha2-Z. Robert Harrison, City Manager Date CITY CONTRACT Na RESOLUTION NO;.� 1 PAID TIME OFF (PTO) The City recognizes the many diverse needs of employees for time off from work. In consideration of these diverse needs, a PTO plan has been developed to provide employees with a single bank of time for any purpose when scheduled in advance or at times when unforeseen circumstances cause an unscheduled absence. Eligibility Employees that are members of the Unrepresented Management Group on December 1, 2014 and employees which transfer into the Unrepresented Management Group on or after December 1, 2014 through promotion, demotion, lateral transfer and new employees of the Unrepresented Management Group hired on or after December 1, 2014. Exclusions Employees that are members of the PERS1 or LEOFF1 retirement systems are NOT eligible to participate in PTO and will accrue sick leave, vacation and personal holidays at the established rates and under the established policies for those leaves. Definitions: Paid Time Off —a leave program that combines sick leave, vacation, and persona holidays into one leave bank. Scheduled Leave —employee obtains permission from his/her supervisor prior to using leave. Employees must give their supervisor sufficient notice regarding scheduled leave. Based on the varying needs, sufficient notice will be defined and communicated by each department. Sick Leave Reserve —unused hours that exist in an employee's sick leave bank on the day the PTO plan became effective. Employees do not accrue any additional hours in the sick leave reserve bank and once the hours are exhausted, the bank goes away. Unscheduled leave —the employee has not obtained advance authorization from his/her supervisor to take leave per the requirements under scheduled leave and/or does not report to work as scheduled or leaves prior to the end of a scheduled shift. VEBA—A voluntary employees beneficiary association. PTO Accrual Schedule PTO is accrued based on months of service using the adjusted accrual date at the following rates. Hours are accrued on a pay period basis. Months of Continuous Service 0 months through --24 months 25 months through 72 months 73 months through 120 months 121 months through 180 months 181 months through 240 months 241 months and more Hours per Month 19 hours per month 21 hours per month 22 hours per month 24 hours per month 26 hours per month 29 hours per month Maximum Accumulation At, Calendar Year -End 456 hours 504 hours 528 hours 576 hours 624 hours 696 hours Part time employee's leave accruals are pro -rated based on scheduled hours. During the calendar year, employees may accumulate PTO over the maximum. Any PTO hours over the maximum on December 31 of any calendar year will be forfeited. It is each employee's responsibility to monitor his/her PTO balance. Scheduling and Use of PTO Hours Leave requests must be approved through procedures established by the Department Head. Generally, prior written approval will be expected for anticipated absences such as vacation or scheduled medical or dental appointments. Verbal approval may be allowed at the Department Head's discretion. PTO shall be charged in increments of one -quarter (0.25) hour, rounding to the nearest quarter hour. If a holiday recognized under the holiday policy falls on a work day during an approved paid leave, the holiday will not count against the employee's leave bank if the employee would otherwise be eligible for the holiday. Unscheduled Leave Unscheduled leave should be kept to a minimum whenever possible by planning and scheduling leave in advance. Unscheduled uses of PTO must be of an emergency or urgent nature. Preventative health and dental appointments are not considered unscheduled and must be requested in advance. With the exception of approved Family Medical Leave Act leaves, unscheduled use of PTO is reviewed as a portion of the annual evaluation and excessive use may be a basis for consideration in evaluations and disciplinary action. Prior to submitting a timecard, an employee, if requested, must provide his or her Manager with satisfactory explanation/documentation as to the nature and extent of unscheduled PTO uses. The employee must keep his or her immediate supervisor informed of a medical condition.'I the absence is of more than three (3) working days' duration, the employee may be required to submit a medical certificate signed by a physician stating the kind and nature of the sickness or injury and stating that the employee has been incapacitated for work for the period of absence. Below are eligible unscheduled uses: sonal Sick Unscheduled PTO is available for employees who need to take leave for personal illness or non - work related physical disability. Work Related Illness or Injury While unscheduled PTO is not intended for work -related injuries, employees may elect to use such leave to cover the first three (3) days of absence due to an industrial injury. Such use is not permitted when income benefits are available for this time period. In addition, employees may use scheduled PTO for follow-up medical appointments related to an industrial injury, or to make up differences between state mandated benefits and regular pay. Family Sick Unscheduled PTO is available when employees are required to provide temporary assistance in situations where injury or illness of an immediate family member prevents them from coming to work. Immediate family members include spouse; child (includes biological, adopted, or foster child, stepchild, or a child to whom the employee stands in loco parentis, is a legal guardian, or is a de facto parent, regardless of age or dependency status) or grandchild (includes step, adopted or natural); parent (includes biological adoptive, de facto, or foster parent, stepparent, or legal guardian of an employee or the employee's spouse or registered domestic partner, or a person who stood in loco parentis when the employee was a minor child); a registered domestic partner; grandparent; sibling (includes step, adopted or natural); or in-laws (includes parent -in-law, son-in-law and daughter-in-law). It does not include uncle, aunt, niece, nephew or cousin. Permissible Leave Without Using PTO Employees are not required to use PTO for legal holidays, ^ry, civil ormilitary leave. PTO Sell Back Program ' Employees may sell back upto one-third oftheir annual accrued PTO leave. PTO hours eligible -~ for sell back are those earned up to one-third nnaxinnunn accrued within the preceding twelve ~- � month period. Nomore than one request may bemade per calendar year. Employees must ~ ~_ maintain a minimum of 160 hours of PTO in their accrual bank after the sell back. Accrued PTO ^ leave shall be compensated at the employee's straight time base rate of pay. . The employee shall request a PTO sell back form from the finance department, indicate their ~ -requested hours and submit the form through their supervisor ho submit back to finance. The - finance department will generate and complete a customized leave accrual form and route � -~ .' back tothe employee through their supervisor. Finance will process for inclusion inthe next _ - PTOsgUbackcannotbedoneinthesanneca|endarvearasyour planned retirement. For - example, if you are planning to retire in 2022, your last opportunity for PTO sell back must be � .paid in calendar year 2021. If you retire in the same year as you received PTO od| back, the PTO sell back will be reversed and your existing hours or salary will be used to cover the reversal. PTO Pay Out Upon Termination Except for employees who terminate their employment before completing six months, accumulated PTO shall be paid out at the time of termination for employees leaving in good ^ standing who have given atleast two weeks' notice. Said hours shall becompensated atthe ' employee's straight time base rate mfpay. The City shall not pay any accumulated PTO to an employee who fails to complete his or her probationary period. Terminal leave shall be ~ computed by multiplying the hourly rate in effect at the time of termination by the number of hours accumulated. ~Any employee who isdischarged or resigns aresult ofdisciplinary action shall beentitled to - be compensated for only that leave which was earned in preceding calendar years and not used ' at the time of separation. This provision shall also apply to employees who quit without giving � ' two weeks' notice. -Upon service related retirement, the City shall pay ' 6O%ofthe -PTO value into atax free VEBA-~ ~' account provided the amount isatleast $50Oand the other 50%asregular taxable income. For / ' cannot exceed $41,000. Payouts that do not meet the $500 minimum VEBA threshold or exceed the $41,000 VEBA threshold will be paid as regular taxable income. Treatment of Accumulated Vacation and Personal Holiday Hours All existing vacation and personal holiday hours accumulated prior to Dece be converted hour for hour into the PTO accumulation bank. Treatment of Sick Leave Reserve Employees with 720 or more hours of sick leave and employees with 300 hours or less of sick leave on December 1, 2014 shall be treated under Method A. Employees with more than 300 hours and less than 720 hours on December 1, 2014 will be treated under Method B. Method A All existing sick leave accumulated prior to December 1, 2014 shall be frozen and can only be used for scheduled preventative health and dental appointment, unscheduled personal/family illness, or long-term illness or injury. Upon service related retirement, the City shall pay into a tax free VEBA 50% up to $18,750 if the remaining sick leave reserve hours are under 720 and 100% up to $41,000 if the remaining hours are 720 or more. Payment into a VEBA must be at least $500 or it will be paid as regulartaxable income. Upon non -disciplinary termination, the City shall pay as regulartaxable income 25% up to $18,750 if the remaining sick leave reserve hours are under 720 and 50% up to $41,000 if the remaining hours are 720 or more. Method B All existing sick leave accumulated prior to December 1, 2014 shall be converted into PTO and/or a tax free VEBA at the following rates. The employee shall first transfer their accumulated sick leave hours at the rate of 70% into the PTO bank up to 75% of the maximum accumulation when combined with the accumulated vacation and personal holiday for that employee. The City shall pay any remaining sick leave at the rate of 70% not to exceed $41,000 into a tax free VEBA. Payment into a VEBA must be least $500. An amount less than the $500 VEBA minimum will have the corresponding hours added into their PTO bank. PTO Leave may be used during the month in which it is earned. Leave is considered earned if the employee is in a pay status for at least half the month. Leave without pay does not entitle employee leave to be earned. Donation and Transfer of PTO The policy of the City is to allow employees to donate PTO to co-workers facing personal emergencies who have exhausted all accrued leave. The City shall allow transfer of PTO following the same rules and procedure as YMC 2.40.110 Sick Leave Transfer.