Exh 8DAGENDA TTEM 8D
JU:YE 23, 2003
CITY OF ATLANTIC BEACH
CITY COMMISSIONER MEETING
STAFF REPORT
AGENDA ITEM: Leave Sell Back Policy
DATE: June 17, 2003
SUBMITTED BY: George Foster, Human Resource Manager
BACKGROUND: Prior to October 2000, employees had an option of retaining
leave or cashing in leave that exceeded 120 hours. The City
was advised that this policy could result in constructive
receipt of taxable income with employees taxed on all. leave
that exceeds 120 hours even if they retain the hours.
Therefore, in October 2000, the City Commission approved
changing the City's leave program to require that employees
select a leave accrual limit of 120, 240, 480, or 960 hours.
Personal Leave that exceeded the limit established by the
employee would be automatically paid to the employre
during June and December of each yeaz. Once selected, the
employee's leave accrual limit could not be changed.
After several yeazs experience with this policy, it has been
determined that it does not allow employees the flexioility to
adjust for changes in life styles or family situations.
FUNDING: Funding for leave sell back is currently within each
department's budget.
REQUESTED ACTION: That City Commission approve a policy change which would
allow employees the option to change their leave accrual limit
in December of each yeaz for the following calendaz :yeaz.
ATTACHMENT: Proposed policy with deleted items (strikeouts) and added
items (underlines).
CITY MANAGER:
AGENDA ITEM SD
JUNE 23, 2003
11.3 Personal Leave Days
a. The "Personal Leave Days" concept is an advancement from the traditional vacation
anal sick leave system. All permanent full time and regular Hart time employees that
have a Personal Leave balance and with vrior approval, maybe absent from the job
for any reason desired and still receive regular wages provided the efficiency o f the
Department is not affected.
b. Personal Leave Days must be earned before they are taken. The Department Head
will ^~,~d~a'e approve Personal Leave Days at the convenience of the Department
with all due consideration to the employee.
c. When a Personal Leave Day is used for sickness or other emergencies, employees are
required to notify their Department at the start of the work shift.
d. For Personal Leave used for illness, the City will always retain the right to require
medical documentation of the illness.
e. Each employee is required to select a personal leave limit of 120, 240, 480 or 960
hours that will best fit the employee's needs. ^ '~'~ '•°'', °••°'' "-"'« "'°~r}etke
c-llaxge~ Employees maw eg their~ersonal leave limit in December of each Year•
Those that do not change their limit shall retain their previously established limit.
Thereafter, employees must utilize their Personal Leave hours or the employee shall
be automatically paid for all hours accumulated that exceed their established limit
~an in accordance with "•*~~.',~~ Section 11.30. Employees who do not
make an initial selection ~ will be assigned a 960 hour
limit.
f. For hours permissibly accumulated under this ~#isle Section, the employee small be
automatically paid for all Personal Leave hours that exceed the Personal Leave limit
as established by the employee. For the purpose of paying for accrued leave t:.me, the
Employer will automatically pay the employee two (2) times during the year ;us
follows: on the first payday in June, and on the first payday in December. Pa}'tnent
for Personal leave will be based upon the employee's Personal Leave account balance
on the pay period that immediately precedes the designated withdrawal date.
g. No Persona] Leave may accumulate while an employee is °~'°^°° •°~'w^••' ~•ry~
~•'-^ ~ °~-'°a ~ - a:°^~^'~~^^- ^^-^^°°° in a non-pay status or utilizing donated
leave.
h. Personal Leave shall accumulate during each pay period and shall be credited to the
employee at the end of the pay period.
i. An eligible employee who resigns with at least two weeks notice shall be paid for any
unused accruals. J ~' ^'~°" "'° ~'° °°''° ;a F °~ w,,,,.,:,3}s
°°a:,,,. i ~n a°..^ roam w^..~^ ,. ^^.°~...:.,,° ,. r tcm ~,,.....
° r...,,.,,..
AGENDAITEbi8D
JUNE 23, 2003
Employees may accumulate Personal Leave Days up to a maximum of 120 days
(960) hours. Tom, Thereafter, employees must utilize their Personal Leave Days
or ~et}xest they shall receive payment in accordance with subsection (~ of thi~o
section. Tr ~'~ ,.« r ... ~e .,ao :«,.:...,... .,«~..-afteF
i ~n a .n.,«va +
k. The accrual rate fir Personal Leave Hours shall be determined as follows:
Personal Leave Accumulation Scale
Yeazs Rate Per Pav Period
Total Yeaz
0 - 3 4 93 hours 128 hours (Police U~rion
0 - 3 5.50 hours 143 hours Other em to ees
4 - 7 6.47 hours 168 hours
8 -- 11 8.00 hours 208 hours
12 -- I S 9.54 hours 248 hours
16 + 10.16 hours 264 hours