HomeMy WebLinkAboutR&R 103.07 REVISED 5-2012_Personal LeaveEffective: 8/5/2010
Revised: 5/5/2012
Replaces: 103.01 F
103.07 — Personal Leave
I. Guiding PhilosophX
Personal leave time is provided so that members have some level of flexibility in
coordinating the demands of their work and personal lives.
II. Purpose
The purpose of this policy is to define the regulations applicable to the accrual, request,
approval, and scheduling of personal leave.
III. Goals
The goals of this policy are to:
A. Reference the parameters associated with accrual of personal leave.
B. Communicate how a member may request and be approved to schedule and use
personal leave.
C. Reference the leave scheduling targets to be achieved by Deputy/Section Chiefs.
IV. Definitions
A. Day — for the purposes of this policy,
1. 8 -hour shift: 8 hours = 1 day
2. 10 -hour shift: 10 hours = 1 day
3. 12 -hour shift: 12 hours = 1 day
4. 24-hour shift: 24 hours = 2 days
V. Personal Leave Accrual & Scheduling
A. Accrual of personal leave is regulated by Article XIII, Section 3 of the collective
bargaining agreement.
B. The City's payroll system should automatically provide the day allotment of
personal leave hours at the rate specified in the collective bargaining agreement
on an individual's ten and twenty year anniversary dates.
C. After an individual has received the appropriate day allotment for his/her
respective anniversary date (10 years or 20 years), personal leave hours will be set
to accrue each pay period at the appropriate accrual rate.
I . 10-20 years of service, 8 -hour day =
.3077 hours per pay period
2. 10-20 years of service, 10 -hour day
=.3846 hours per pay period
3. 10-20 years of service, 12 -hour day
= .4615 hours per pay period
4. 20+ years of service, 8 -hour day = .6154
hours per pay period
5. 20+ years of service, 10 -hour day =
.7692 hours per pay period
6. 20+ years of service, 12 -hour day =
.9231 hours per pay period
D. Members should routinely review their check stubs to insure accuracy and contact
Fire Administration if a discrepancy is discovered.
E. A member may accumulate no more than 40 days of personal leave.
F. A member may request scheduling of personal leave:
1. In conjunction with the development of the annual vacation schedule
(see R&R 103.01E -Vacation).
2. By contacting his/her Deputy/Section Chief via EMAIL a minimum of
two (2) shifts in advance.
G. Personal leave scheduled outside of the annual vacation scheduling process will
be on a first-come, first-served basis. Conflicts will be resolved using the date and
time stamped on the members' email requests.
H. Requests for Personal Leave
1. Will be for no less than two (2) hours, unless the total accrued hours are
less than two (2).
2. Will be made in quarter hour increments (examples: 2.00 hours, 2.50
hour, 2.75 hours, etc.).
3. In the email request, the member is responsible for notifying the
Deputy/Section Chief if he/she has previously scheduled other dates for
use of personal leave so that an accurate determination of available
accrual balances can be made prior to approval of the request.
G. Approval of Personal Leave
1. The Deputy/Section Chief will check personal leave accrual balances
prior to approval to insure a sufficient accrual balance will be available
to cover the requested date(s).
2. Requests for personal leave may be approved by the Deputy/Section
Chief as long as:
a. The member has/will have a sufficient accrual balance to cover
the requested date(s).
b. The division's leave scheduling targets can still be achieved
(See R&R 103.01E -Vacation).
3. Requests for personal leave should not be considered approved until the
member making the request has received an email from his/her
Deputy/Section Chief indicating such.
R&R 103.07 — Personal Leave Page 2 of 3
4. The Deputy/Section Chief has the discretion to deny requests received
outside of the deadline for requests set above based on the lack of
timeliness of the request.
H. Exceptions to the above must be approved by the Fire Chief.
I. Personal leave rules and regulations violations will result in counseling or
disciplinary action, as indicated in the following table:
R&R 103.07 — Personal Leave Page 3 of 3
1s' Offense
2nd Offense
3rd Offense
Nature of Violation
Min/Max
Min/Max
Min/Max
1.
Falsification of personal leave
approval documentation
2.
Supervisory failure to
act/negligence In the proper
4 day Suspension/
8 day Suspension/
15 day Suspension/
8 day Suspension
12 day Suspension
Indefinite Suspension
administration of personal
leave
3.
Absent without approved
4 day Suspension/
8 day Suspension/
15 day Suspension/
leave
8 day Suspension
12 day Suspension
Indefinite Suspension
4.
Failure to make proper
Oral Counsel/
Written Counsel/
8 day Suspension/
notification or request
Written Counsel
8 day Suspension
Indefinite Suspension
5.
Leave request not submitted
Oral Counsel/
Written Counsel/
8 day Suspension/
in a timely manner
Written Counsel
8 day Suspension
Indefinite Suspension
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