CITY COUNCIL MEETING AGENDA PACKET

-20 - 12.6 Vacation Sell Back Employees may request to sell back up to one hundred twenty (120) hours of accrued vacation leave or the maximum annual amount of vacation leave that the employee can accrue in a calendar year, whichever is less. Employees may sell accrued time in one (1) hour increments with a minimum of eight (8) hours on the first pay day in June and December of each year. An employee's election with regard to vacation sell back shall be irrevocable except in the event of an unforeseeable emergency, as defined by IRS rules and regulations, as in effect on September 17, 2024. The definition of "unforeseeable emergency" is included in Appendix A for reference. In the event of such unforeseeable emergency, an employee may apply to the Director of Human Resources and Labor Relations to receive vacation sell back in an amount that is reasonably necessary to satisfy the emergency need, up to one hundred twenty (120) hours of accrued vacation leave, including any amounts that may be necessary to pay any federal, state, or local income taxes or penalties reasonably anticipated as a result of the vacation sell back. An employee must make an election by December 31st of the preceding calendar year if the employee wishes to sell vacation that is accrued during the following calendar year. Elections will not carry over from one calendar year to the next calendar year. An employee who fails to elect by December 31st of the preceding calendar year to sell vacation for the following year will be deemed to have elected not to participate, and they will be prohibited from receiving any vacation sell back during that year. No vacation will be paid out until the total amount requested is accrued in the following year. 12.7 Vacation Schedule The times during a calendar year at which an employee may take their vacation shall be determined by the Department Head or his/her designee with due regard for the wishes of the employee and particular regard for the needs of the service. Vacations may not be taken, however, in connection with an employee leaving City employment. If the requirements of the service are such that an employee cannot take part or all of their annual vacation in a particular calendar year, such vacation shall be taken during the following calendar year. 12.8 Vacation Pay at Termination An employee shall be paid for all accrued vacation leave earned prior to the effective date of termination. Such compensation for earned vacation shall be paid to the employee in one lump sum in a final check. In the event an employee has a negative vacation accrual balance at the time of separation, the amount owed shall be deducted from the employee’s final pay. Page 187 of 373