CITY COUNCIL REGULAR MEETING AGENDA PACKET 5-5-26

14 Written requests for payment must be made by the employee fifteen days in advance of the first pay date in February and August. Beginning in calendar year 2027, employees may request to sell back vacation hours on either or both the first pay date on or after June 1 and the first pay date on or after December 1. At each pay date, employees may sell back up to the amount of vacation they have accrued during that calendar year as of the pay date(s) elected, up to a maximum of one hundred twenty (120) hours for the year. Written elections must be submitted by December 31 of the preceding calendar year. Employees may sell accrued time in one (1) hour increments, with a minimum of eight (8) hours. 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. An employee’s election regarding 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 Exhibit F 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. 11.7 Annual Vacation Sign Up Program Annual vacation sign-ups will be based on eligibility and seniority and will follow the process, as set forth under the Seniority Shift Sign Up Program, attached as Exhibit C. Personnel who participate in the Annual Vacation Sign Up will be eligible to identify vacation selections on a seniority basis but may only select up to one year accrued vacation time (PTO time not included). All annual vacations will be scheduled for the employees’ full work week to include protecting the “weekends’ off on both sides of the week. Multiple weeks in a row can be taken off but must be done in full week increments. at least four consecutive workdays. Consecutive workdays may be separated by scheduled days off (e.g., Wednesday and Thursday on vacation…Friday, Saturday, and Sunday - scheduled days off… Monday and Tuesday on vacation). Personnel who have signed up and have been approved for annual vacation will be required to take that time off. Changes will not be granted once annual vacations have been selected unless extenuating circumstances exist justifying such changes and subject to the Division Commander’s approval. Page 184 of 248