The Management and Confidential Rules, Regulations, Benefits, and Policies, Section IV-Leaves, Article 17-Vacation, 2(a) provides a vacation maximum accrual based on the number of years of employment with the City (for example, the current maximum vacation accrual for years 1 through 9 is 232 hours). Similar language also exists in the Public Service Employee's (AFSCME) Memorandum of Understanding. However, due to an administrative oversight, the payroll and time keeping system was not programmed consistent with the maximum accrual caps. Therefore, employees have been allowed to accrue vacation hours above the established maximum accruals.
To ensure a consistent practice with the Management and Confidential policy (policy), the City is implementing a system provision that will limit an employee’s vacation accruals consistent with the maximum accruals as reflected in the policy. Given this administrative oversight, City Council approval is requested to provide a one-time cash payment to employees who have been allowed to exceed their respective maximum accrual amount.
As of June 8, 2021, there were a total of thirteen (13) Management employees that are eligible for the one-time cash payment, which is estimated at $114,977.
Upon City Council approval, staff will process payments consistent with the current overage balances and payments will be made no later than June 30, 2021. Once the maximum accrual cap is implemented, employees will not be allowed to accrue leave hours above their respective maximum accrual amount. Enforcing the policy is not only a best practice, but also limits the City's financial liability. However, it may be a culture change for the City. Given such, on May 27, 2021, Human Resources provided guidance to employees regarding vacation hours, which included information as to why all employees should use vacation leave as well as how to monitor their leave balances to ensure they stay below the maximum.