Annual Leave Policy

Policy Topic: Annual Leave Policy Contact: Human Resources Version: IV Effective Date: 8/8/17 Approved By: HR/Legal/City Manager

Application The provisions in this policy apply to all full time Plan 1 and Plan 2 employees (as defined by the Virginia Retirement System- VRS). Employees that fall under this policy do not accrue Paid Time-Off (PTO).

Statement of Policy: Annual Leave grants employees a specified number of paid leave days that employees may use for time off from work.

1. Accrual a. Employees (excluding fire personnel) will accrue annual leave on a monthly basis as follows:

TABLE 1 Years Of Service Accrual Hours Per Accrual Hours Per Year Days per Year Maximum Annual Carry Over Month (based on 8 hr. day) 0 - 1 years 3.33 hrs per month 40 hours per Calendar Year 5 288 Hours per Calendar Year 2 - 5 years 6.67 hrs per month 80 hours per Calendar Year 10 288 Hours per Calendar Year 6 - 10 years 8 hrs per month 96 hours per Calendar Year 12 288 Hours per Calendar Year 11 - 15 years 10 hrs per month 120 hours per Calendar Year 15 288 Hours per Calendar Year 16-20 years 12 hrs per month 144 hours per Calendar Year 18 288 Hours per Calendar Year 21 + years 13.33 hrs per month 160 hours per Calendar Year 20 288 Hours per Calendar Year

b. Fire personnel will accrue annual leave on a monthly basis as follows:

TABLE 2 Years Of Service Accrual Hours Per Accrual Hours Per Year Days per Year (based Maximum Annual Carry Over Month on 24 hr. day) 0 - 1 years 6 hrs per month 72 hours per Calendar Year 3 288 Hours per Calendar Year 2 - 5 years 12 hrs per month 144 hours per Calendar Year 6 288 Hours per Calendar Year 6 - 10 years 15 hrs per month 180 hours per Calendar Year 7.5 288 Hours per Calendar Year 11 - 15 years 18 hrs per month 216 hours per Calendar Year 9 288 Hours per Calendar Year 16-20 years 22 hrs per month 264 hours per Calendar Year 11 288 Hours per Calendar Year 21 + years 24 hrs per month 288 hours per Calendar Year 12 288 Hours per Calendar Year

c. Employees must be in a paid status for 15 days in a month in order to accrue annual leave for that month. Leave will be credited the first day of the following month. d. Employees may carry forward to a new calendar year annual leave balances of no more than the applicable maximum carryover hours per year. If the total annual leave balance accumulation exceeds the maximum carry over amount, the employee’s leave balance will be reduced to the maximum carry over amount. e. Any scheduled holiday that falls during the employee’s annual leave will not be charged as annual leave but as Holiday Pay. f. Annual leave will not be used for other types of leave, i.e. bereavement leave, military leave, holiday pay, etc. g. Annual leave will not be considered time worked for the purpose of overtime calculations, with the following exceptions: i. Annual leave will be considered as time worked for the purpose of overtime calculations for fire suppression personnel and non-exempt sworn law enforcement personnel as defined by the Fair Labor Standards act (FLSA). 2. Approval and Use of Annual Leave a. Annual leave may be used for time off from work. b. Employees may request and take annual leave once approved by their supervisor. i. The City reserves the right to deny annual leave requests if the time off would cause undue hardship to the operations of the City. c. Employees are expected to make annual leave requests to their supervisor as far in advance as possible but no less than three working days in advance. i. Some departments may require that employees request and schedule annual leave even further in advance. The supervisor will inform employees if this is the case. ii. Annual leave requested without advance notice (3 or more days) is considered unscheduled annual leave and will be monitored. iii. The three day requirement may be waived by the supervisor in cases of emergency situations or unforeseen circumstances. 1. When an unforeseen need for annual leave occurs, the employee must notify the supervisor before the start of their shift/work day. Failure to provide the proper notification may result in disciplinary action up to and including termination. d. Annual leave may be used after it is accrued and can be taken in 15 minute increments. e. Employees may not borrow against their annual leave balance; therefore, no advance leave will be granted. f. Employees are accountable and responsible for managing their own annual leave hours to allow for adequate reserves if there is a need to cover vacation, appointments, emergencies, or other situations that require time off from work. 3. Payout of Annual Leave Upon Termination and/or Retirement a. Employee’s whose employment with the City of Waynesboro is terminated voluntarily or involuntarily are entitled to payment of their annual leave balance as of the termination/retirement date up to the maximum permitted carry over amount. i. Annual leave hours will be paid at the regular hourly equivalent rate at the time of separation. Payment is subject to applicable state and federal taxes.

Interpretation and Administration The City Manager and Human resources are responsible for the interpretation and administration of this policy and its various provisions. The City of Waynesboro has the authority to change, modify, or approve exceptions to this policy at any time without notice.

Revisions and Approvals

Date Version Approver Change Description 4/12/17 II Nichole Nicholson Revised section 1, part g. Added subsection “i” to section 1, part g 8/8/17 III Nichole Nicholson Changed section 2 part d from 30 minutes to 15 minutes. 6/29/19 IV Nichole Nicholson Added verbiage to Section 1c regarding crediting of leave.