2023 - 2026 WCE Memorandum of Understanding: Article 21: Vacations

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What’s on this Page

• 21.1 Vacation - Maximum Accumulation
• 21.2 Vacation - Part-Time Employees
• 21.3 Vacation - Accrual
• 21.4 Vacation – Credit Upon Reappointment
• 21.5 Vacation Schedules
• 21.6 Payment for Unused
• 21.7 Vacation Purchase Plan

Read Next: Article 22: Sick Leave & Family Leave

Each employee shall accrue and may use vacation leave with full pay providing that the maximum accumulation shall be no more than as specified in Section 21.3.

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Part-time employees shall accrue vacation leave on a pro-rata basis. Usage and accrual shall be governed by the same rules and regulations applicable to full-time employees.

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Each employee who has completed the following in-service hours shall accrue vacation leave at the appropriate rate shown below. In-service hours include all hours in paid status excluding overtime up to a maximum of eighty (80) per pay period.

Rates shown below will be adjusted to reflect any unpaid time in each pay period. Effective July 11, 2023 the maximum accumulated hours will be adjusted as follows:

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Each employee with 10,435 in-service hours (five (5) or more years) who resigned in good standing and is reappointed within two (2) years shall be credited with all prior continuous service less 4,174 in-service hours (two (2) years) for purposes of new vacation accrual. Each employee with 10,435 in-service hours (five (5) or more years) who is laid off and who is reappointed within two (2) years, shall be credited for vacation accrual purposes with the same number of in-service hours as the employee had accrued at the time of layoff.

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Vacation schedules shall be arranged by department heads with particular regard to the needs of the service, and whenever possible, with regard to the wishes of the employee. Every effort shall be made to arrange vacation schedules so that each employee will take as much vacation in each year as accrues to the employee in that year. Each employee's vacation time may be so divided as the needs of the service require or permit. No employee may take vacation without advance approval of the department head or appointing authority. No employee may take vacation leave in advance of that actually accumulated at the time such leave is taken.

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Each employee who is separated from the County service shall be entitled to payment in lieu of all unused vacation leave which the employee may have accumulated as of the employee's last day of work and shall be computed on the basis of such employee's base hourly rate at the time of termination.

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Under Vacation Savings Plan (VSP), each eligible (permanent or probationary) full-time employee may elect to set aside up to twenty (20) hours of base rate pay each plan year during years 3 through 5 (4.174 to 10,434 service hours) of permanent, probationary, or unclassified employment. Part-time employees will be eligible to set aside hours on a pro-rata basis, based on their allocated FTE (full time equivalent) position.

Employees enroll during an annual open enrollment period in October/November for the subsequent plan year. The plan year runs from January 1 – December 31. Full-time and part-time employees become eligibility to enroll in the VSP upon reaching 4.174 service hours as of the pay period end date immediately proceeding the start of open enrollment. Eligibility to enroll ends upon completion of 10,434 in-service hours as of the last day of the pay period immediately proceeding the start of an annual open enrollment.

Employees new to this MOU who have between 4,174 and 10,434 in-service hours may enroll within their first 60 days for the current plan year. Information on the plan will be provided by the payroll clerk. Deductions for current plan year enrollments must be completed by the end of the final pay period in December of the current plan year.

Employees who have reached 4,174 hours by the last day of the pay period immediately preceding the beginning of an annual enrollment, and who have not exceeded 10,434 service hours, must complete their election through the County’s self-service program or paper enrollment form during the open enrollment period. Employees indicate the number of hours (up to 20) they wish to purchase, and the number of pay periods over which the deductions will occur beginning on the first pay period of the new plan year. Deductions for regular and special enrollments will be in equal amounts over the number of pay periods selected by the employee at the base hourly rate of pay at the time of the first deduction. Deductions must be completed by the end of the final pay period in December. Employees may submit one enrollment per plan year. Elections must be in whole hour increments.

At the end of the plan year, up to 20 hours may roll forward to the subsequent plan year until the last pay period in April. Any unused hours from the prior year on account at the end of the last pay period in April will be paid back to the employee in May.

The dollar value and hours available in the VSP bank will appear on the employee’s pay stub, the County’s self-service program, and Timesaver.

Deductions are made on an after-tax basis. If there are insufficient funds to cover the deduction, the deduction will not be taken and the amount will automatically recalculate for  the remaining elected pay periods in the plan year.

Employees may cancel participation in the program by notifying the Auditor Payroll Division in writing by completing a Vacation Savings Plan Enrollment/Cancellation Form. The employee designates whether the amount accrued to date will be paid out to the employee or will carry forward under the plan provisions. Balances being paid back to the employee will be paid off as soon as administratively feasible.

In the event the employee separates from County employment or has a change in eligibility status for the plan, unused VSP will be paid to the employee as soon as administratively feasible. Reaching 10,434 hours during the plan year is not considered a “change in status” under this provision.

Use of VSP hours are subject to the following guidelines

1. Time may be used in one-tenth hour increments
2. Use of VSP hours is subject to the same provisions in Section 21.5 Vacation Schedules, and require the same pre-approval process as accrued vacation hours.
3. When paid, VSP hours are not taxed and are paid bat the same hourly rate of pay as they were deducted.
4. If the value in the VSP bank is not sufficient to cover the employee’s payroll deductions, the employee must arrange for payment with Auditor Payroll.
5. VSP hours will count toward seniority and merit, and will be considered “paid status” for the purposes of health benefits, vacation and sick leave accrual, and holiday pay only.
6. VSP hours will not be credited to retirement service hours, or be included in retirement final annual salary calculation.
7. VSP hours will not be considered paid status hours for shift pay, premium pay, or cash allowance.
8. VSP hours must be depleted prior to receiving Catastrophic Leave or Disaster Leave; Short Term Disability plans may also require the depletion of leave, if applicable.
9. VSP hours may be used in conjunction with Worker’s Compensation benefits in the same manner as accrued leave.
10. VSP hours may not be used to extend the date of separation from County employment. 

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