G-01-11-08-13F3 - 11/8/2001ORDINANCE NO. G - 01- ! 1 ` 08- 13F5
AN ORDINANCE AMENDING SECTIONS 4.04 AND 4.05 OF THE
HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL,
CONCERNING VACATION LEAVE AND SICK LEAVE; PROVIDING
FOR A SAVINGS CLAUSE AND REPEALING CONFLICTING
ORDINANCES.
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS:
I.
That Section 4.04 of the Human Resources Policies and
Procedures Manual of the City of Round Rock, Texas, is hereby
amended to read as follows:
HUMAN RESOURCES POLICIES AND PROCEDURES
4.00 EMPLOYEE BENEFITS, LEAVE TIME AND SERVICES
4.04 VACATION LEAVE
PURPOSE To provide guidelines related to the accrual and use of vacation leave.
POLICY
LEAVE ACCRUAL
AND CARRYOVER
Regular full-time employees and regular part-time employees who are
normally scheduled to work at least 20 hours per week are eligible to
accrue vacation leave. Employees are encouraged to take regular vacation
time at least annually.
New employees may not take vacation leave during the six-month
introductory period. Employees who leave employment during the first
six months will not be paid for accrued vacation leave.
Vacation leave will accrue in the first and second pay period for
each month provided that the eligible full-time employee works at
least 40 hours and the part-time employee works at least 20 hours
during the pay period or is on paid leave. Leave can be taken only after
it shows as an accrual on the pay statement. During the six-month
introductory period, employees may not use accrued vacation leave.
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PUBLIC SERVICE: Regular, full-time employees earn
Length of Service
Leave Accrual
15` & 2nd
pay period monthly
Maximum
Anniversary
Date Carryover
First pay period to end of 2"
yr.
4 hours
192 hours
start of 3rd yr. to end of 9th yr.
5 hours
240 hours
start of 10th yr.
6 hours
288 hours
POLICE DEPARTMENT Regular, full-time commissioned Police Officers earn
Length of Service
Leave Accrual
15` & 2nd
pay period monthly
Maximum
Anniversary
Date Carryover
First pay period to end of 1"
yr.
4 hours
192 hours
start of 2' yr. to end of 9th yr.
5 hours
240 hours
start of 10th year
6 hours
288 hours
FIRE DEPARTMENT: Regular, full-time Firefighters earn
Length of Service
Leave Accrual
15` & rd
pay period monthly
Maximum
Anniversary
Date Carryover
First pay period to end of 2'
yr.
7.5 hours
360 hours
start of 3' yr. to end of 9th yr.
10 hours
480 hours
start of 10th year
13 hours
624 hours
Regular status employees who are normally scheduled to work at least 20
hours per week accrue vacation leave at a prorated rate (i.e. 20 hour
employees earn 2 hours, 30 hour employees earn 3 hours).
Temporary employees (full-time or part-time) and regular part-time
employees who are normally scheduled to work fewer than 20 hours per
week do not earn vacation leave.
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LEAVE CARRYOVER
SCHEDULING AND USE
OF VACATION LEAVE
PAYMENT FOR UNUSED
VACATION LEAVE
RELATED POLICIES
EFFECTIVE DATES
Employees are encouraged to use their accrued vacation leave each year
as it is earned. Annually, on the employees' anniversary date any
vacation leave balance in excess of these maximums is reduced to the
maximums without compensation.
Supervisors should encourage their employees to schedule vacations and
request leave in advance. If it is necessary to refuse an employee's
request to take vacation leave, the supervisor should explain the reason to
the employee and another time should be scheduled.
When employees take a full workday of vacation leave, they are charged
with the actual number of hours they would have worked that day. Use
of vacation leave for a portion of day is recorded in increments of fifteen
minutes or more.
If a holiday occurs while an employee is on vacation leave, the holiday
time off will not be charged to the employee's vacation leave.
Separation from Employment - Except as provided in 10.00 below, when
an eligible employee who has completed six continuous months of
employment separates from employment he/she may be eligible to be paid
for unused vacation leave.
Selling Vacation Leave - Under certain circumstances the City Manager
is authorized to pay an employee up to 40 hours of vacation leave per
fiscal year if an employee has a vacation leave balance in excess of 100
hours. Records related to the sell -back shall be retained with all other
time reporting documents.
Employees who have been disciplined within the last six months will not
be entitled to sell back vacation time.
Death of Employee - Unused vacation leave will be paid to the estate of
the employee if the employee has completed the introductory period.
2.01 Compensation
10.00 Separation
Revised 11/08/01
3
H.
That Section 4.05 of the Human Resources Policies and Procedures
Manual of the City of Round Rock, Texas, is hereby amended to read as
follows:
HUMAN RESOURCES POLICIES AND PROCEDURES
4.00 EMPLOYEE BENEFITS, LEAVE TIME AND SERVICES
4.05 SICK LEAVE
PURPOSE To provide guidelines related to the use of sick leave.
POLICY Regular full-time employees and part-time employees who are normally
scheduled to work at least 20 hours per week are eligible to accrue and
use paid sick leave.
LEAVE ACCRUAL
AND CARRYOVER
Sick leave entitlement will accrue the first and second pay period for each
month provided that the full-time employee works at least 40 hours or the
part-time employee works at least 20 hours during the pay period or is on
paid leave.
Regular full-time non -firefighting employees accrue 8 hours of sick leave
per month, with a maximum accrual of 720 hours. Regular full-time
firefighting employees accrue 15 hours per month, with no maximum
accrual limit. Regular part-time employees who are normally scheduled
to work at least 20 hours per week accrue sick leave at a prorated rate.
Former employees who are re-employed within one year of leaving the
City will have 50% of their sick leave balance restored.
USE OF SICK LEAVE An employee may use sick leave if the employee is absent from work due
to
• illness or temporary disability due to sickness, injury or
pregnancy and confinement;
• an appointment with a doctor (including general physicians,
dentists, obstetricians, or other licensed medical specialists);
• legal or doctor -ordered quarantine; or
• illness of a member of the employee's immediate family who
requires the employee's personal care and attention. Sick leave
for immediate family members not residing in the employee's
household is limited to time necessary to provide care and
assistance.
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Immediate family includes: spouse, child, parent, mother-in-law,
father-in-law, daughter-in-law, or son-in-law of the employee who needs
care and assistance as a direct result of a documented medical condition.
Employees using sick leave are charged with the actual number of hours
taken. Use of sick leave for less than a full workday should be recorded
in increments of 15 minutes.
SICK LEAVE USAGE
FOR CIVIL SERVICE
EMPLOYEES Civil Service employees who use sick leave shall first use sick leave
accrued under Section 143.045. If the employee exhaust all of his/her
Section 143.045 sick leave, then the employee shall next use sick accrued
after January 1, 1994 but before October 30, 2001. If the employee
exhausts all of these sick leaves, then the employee shall use sick bank
leave accrued before January 1, 1994, if any.
CONSECUTIVE DAYS
OF SICK LEAVE Sick leave taken for three or more consecutive days may be subject to
Family and Medical Leave.
ABUSE OF
SICK LEAVE
An employee must provide his or her supervisor with a doctor's certificate
or other written statement of facts to receive paid leave for any continuous
period of more than three working days.
This documentation must be provided immediately upon return to duty.
The supervisor should attach this documentation to the time sheet.
The City recognizes that absence because of illness can be unavoidable but
encourages employees to accumulate a reasonable sick leave balance for
use in the event of a serious or long-term illness.
Evidence of abuse of leave privileges can include, but is not limited to:
• frequent absences on Friday and/or Monday;
• maintaining low or zero paid leave balances; and/or
• frequent absences prior to or following a holiday.
A doctor's statement may be required for each incident of sick leave
taken. A supervisor may ask for a doctor's statement regardless of the
number of days absent or the frequency of absence.
EXHAUSTED
LEAVE An employee who has exhausted his or her sick leave (and, for applicable
employees, who has exhausted his or her Sick Bank leave) will
automatically be placed on vacation leave if (1) the employee has vacation
leave available; and (2) the employee has not requested a temporary leave
of absence without pay. No advance of unearned sick leave benefits will
be made for any reason.
5
ILLNESS WHILE
ON VACATION LEAVE
When an illness or physical incapacity occurs during the time an employee
is on vacation leave, accrued sick leave may be granted to cover the
period of illness or incapacity and the charge against vacation leave
reduced proportionately. A medical statement must be presented to
supervisor to be eligible for adjusted leave.
SEPARATION
FROM EMPLOYMENT Unused sick leave accrued after January 1, 1994 is lost without
compensation upon termination of employment.
EXTENDED SICK LEAVE
Sick Leave Bank - Employees employed prior to January 1, 1994 who
have banked sick leave will receive payment of the qualifying portion
based on his or her hourly wage at that time the bank was created.
Extended Sick Leave may be available if a regular status employee has a
serious medical problem, which requires that he or she continue to be
away from work after exhausting all other leave balances. Extended Sick
Leave must be approved by Human Resources. The maximum amount of
extended sick leave granted by the City with pay is 40 hours.
LEAVE
DONATIONS Leave may be available to employees who have exhausted their sick,
vacation, and any other available leave and are unable to return to work
due to a serious health condition, or to care for a serious health condition
of a spouse, child, or parent.
Employees with at least six months of continuous employment with the
City of Round Rock may qualify for donated leave.
Donated leave will be considered a part of the employee's 12 aggregate
workweeks allowable in any 12 month period under the Family and
Medical Leave Act.
Donations - Employees may donate leave from their sick or vacation leave
account to other eligible employees. Non -firefighting employees may
donate up to 40 hours providing that the employee who is donating has a
remaining balance (of the donated leave type) of at least 100 hours.
Firefighting employees must donate leave in increments equal to 1.5 times
when donating to non -fighting employees. For example, 8 hours of
non -firefighting sick leave donated is equal to 12 hours of firefighting
leave time. Donations should be made on a pay -period -by -pay -period
basis and only the number of hours needed for that pay period should be
donated.
Employees wishing to donate leave must complete a separate timesheet
and in the remarks section state the number of hours to be donated and the
name of the person receiving the donation.
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The timesheet must be forwarded to the Timekeeper of the employee
receiving the donation. Timekeepers must attached timesheets indicating
donations to the time sheet of the employee receiving donation.
Timekeepers should also make a notation on the Payroll Summary Sheet
so that the Payroll Division is aware of donation.
RELATED
POLICIES 2.01 Compensation
3.02 Time Reporting
4.06 Family and Medical Leave
10.00 Separation
EFFECTIVE
DATE
Revised 11/08/01
III.
A. All ordinances, parts of ordinances, or resolutions in
conflict herewith are expressly repealed.
B. The invalidity of any section or provision of this
ordinance shall not invalidate other sections or provisions
thereof.
C. The City Council hereby finds and declares that written
notice of the date, hour, place and subject of the meeting at which
this Ordinance was adopted was posted and that such meeting was
open to the public as required by law at all times during which
this Ordinance and the subject matter hereof were discussed,
considered and formally acted upon, all as required by the Open
Meetings Act, Chapter 551, Texas Government Code, as amended, and
the Act.
7
Alternative 1.
By motion duly made, seconded and passed with an affirmative
vote of all the Council members present, the requirement for
reading this ordinance on two separate days was dispensed with.
READ, PASSED, and ADOPTED on first reading this
LnOttl
of U -V V, 2001.
day
Alternative 2.
READ and APPROVED on first reading this the day
of , 2001.
READ, APPROVED and ADOPTED on second reading this the
day of , 2001.
TEST:
ROBERT A. STLUKA, JRv, Mayor
City of Round Rock, Texas
CHRISTINE R. MARTINEZ, City Secretar
8
DATE: November 2, 2001
SUBJECT: City Council Meeting — November 8, 2001
ITEM:
13.F.3. Consider an ordinance revising Section 4.04 Vacation Leave, and
Section 4.05 Sick Leave of the Human Resources Policies &
Procedures Manual. (First Reading)
Resource: Teresa Bledsoe, Human Resources Director
History: On May 5, the citizens Round Rock voted in Civil Service for the Round Rock Fire
Department. Civil Service is governed by Section 143, which requires the
implementation of Civil Service within 30 days of the beginning of the fiscal year.
Section 143requires that we increase the amount of vacation leave the firefighters
must earn from the beginning of their employment. Additionally, it requires that we
increase the sick leave accrual and remove accrual limits. It provides for paying
firefighters who leave the City up to 90 days of any sick leave balances. To reduce
the City's liability we proposing a revision to policy that requires firefighters to use
sick leave accrued after October 30, 2001 prior to using sick leave accrued before
that date.
Funding:
Cost: N/A
Source of funds: N/A
Outside Resources: N/A
Impact: This will reduce the City financial liability to pay for sick leave accrued under our
existing policy that does not pay for unused sick leave and has maximum
carryover limit equal to two years of accrual.
Public Comment: N/A
Sponsor: N/A