Good Afternoon Jessica,

Here is one example, taken from the City of Memphis, Personnel Policy Manual, on the subject of your question:

VACATION LEAVE PM-46-02

Section: 42-00, LEAVE WITH PAY

Revised 10/18/2011 Page 1 of 5

The City provides vacation leave benefits to all regular, full-time employees who work a

standard City workweek.

Vacation leave benefits do not apply to contingent employees.

Grant employees will receive vacation leave benefits in accordance with the guidelines

of the grant or the enabling Act under which they are employed.

VACATION LEAVE ACCRUAL

SERVICE CREDIT ACCRUAL EXPLANATION

Up to 6 months None N/A

6-month

anniversary

5 days (40

hours)

N/A

1-year anniversary

(during 2nd calendar

year)

5 days (40

hours)

If hired on/after July 1

10 days (80

hours)

If hired before July 1

3rd, 4th, and 5th

calendar year

10 days (80

hours)

10 days accrue at beginning of

year

6th calendar year 11 days (88

hours)

10 days accrue at beginning of

year;

11th day accrues on 6-year

anniversary

7th calendar 12 days (96

hours)

11 days accrue at beginning of

year;

12th day accrues on 7-year

anniversary

8th calendar year 13 days (104

hours)

12 days accrue at beginning of

year;

13th day accrues on 8-year

anniversary

9th calendar year 14 days (112

hours)

13 days accrue at the beginning of

year;

14th day accrues on 9-year

anniversary

10th calendar year 15 days (120

hours)

14 days accrue at beginning of year;

15th day accrues on 10-year

anniversary

11th calendar year 16 days (128

hours)

15 days accrue at beginning of year;

16th days accrues on 11-year

anniversary

12th calendar year 17 days (136

hours)

16 days accrues at beginning of year;

17th day accrues on 12t-ar anniversary

VACATION LEAVE PM-46-02

Section: 42-00, LEAVE WITH PAY

Revised 10/18/2011 Page 2 of 5

13th calendar year 18 days (144

hours)

17 days accrue at beginning of year;

18th day accrues on 13- year

anniversary

14th calendar year 19 days (152

hours)

18 days accrue at beginning of year;

19th days accrues on 14-year

anniversary

15th calendar year 20 days (160

hours)

19 days accrue at beginning of year;

20 days accrues on 15-year

anniversary

16th calendar year 20 days (160

hours)

20 days accrue at beginning of year

17th calendar year 21 days (168

hours)

20 days accrue at beginning of year;

21 days accrue on 17-year

anniversary

18th calendar year 21 days (168

hours)

21 days accrue on 17-year

anniversary

19th calendar year 22 days (176

hours)

21 days accrue at beginning of year

22 days accrue on 19-year

anniversary

20th calendar year 22 days (176

hours)

22 days accrue at beginning of year

21st calendar

year

23 days (184

hours)

22 days accrue at beginning of

year;

23rd day accrues on 21-year

anniversary

22nd calendar

year

23 days (184

hours)

23 days accrue at beginning of

year;

23rd calendar

year

24 days (192

hours)

23 days accrue at beginning of

year;

24th day accrues on 23-year

anniversary

24th calendar year 24 days (192

hours)

24 days accrue at beginning of

year

25th calendar year 25 days (200

hours)

24 days accrue at beginning of

year;

25th day accrues on 25-year

anniversary

26th calendar year

and

thereafter

25 days (200

hours)

25 days accrue at beginning of

year

VACATION LEAVE PM-46-02

Section: 42-00, LEAVE WITH PAY

Revised 10/18/2011 Page 3 of 5

EXAMPLE 1 (hired on/after July 1)

Date of Employment: 12/15/2001

6-month anniversary: 06/15/2002 (Accrues 5 days to be used by 12/31/2002*)

1-year anniversary: 12/15/2002 (Accrues 5 days to be used by 12/31/2002*)

Beginning of 3rd calendar year: 01/01/2003 (Accrues 10 days to be used by 12/31/2003*)

EXAMPLE 2 (hired before July 1)

Date of Employment: 06/15/2001

6-month anniversary: 12/15/2001 (Accrues 5 days to be used by 12/31/2001*)

1-year anniversary: 6/15/2002 (Accrues 10 days to be used by 12/31/2002*)

Beginning of 3rd calendar year: 01/01/2003 (Accrues 10 days to be used by 12/31/2003*)

*UNLESS CARRYOVER APPROVED

NOTE: Employees covered by the Memorandum of Understanding with International

Association of Fire Fighters, Local 1784 may accrue vacation leave time differently

based on their work schedule and should consult their memorandum of understanding.

QUALIFICATION AND REQUIREMENTS FOR VACATION LEAVE

 Vacation leave can only be used by the employee who has accrued the leave.

 Vacation leave is subject to scheduling and approval by management in

accordance with division work schedules, employee seniority, the employee

preference, and applicable Memorandum of Understanding.

 An employee must give appropriate notice to his/her supervisor when requesting

vacation leave.

 Vacation should be used within the same calendar year it is accrued.

 Pay for vacation leave will be at the employee’s regular rate of pay at the time

the leave is taken to include any amounts (such as shift premium pay)

considered compensation for work.

 Employees cannot accrue vacation days while on leave of absence without pay.

Vacation leave accrual will resume on the first full day the employee returns to

work.

 An Employee who is on leave of absence without pay that exceeds 30 calendar

days will have his/her date of employment adjusted to reflect that time period. On

January first of the next year, vacation days accrued will be prorated.

VACATION LEAVE AND OTHER ABSENCES

 Vacation leave will accrue while an employee is on approved paid sick leave.

 If an employee is on approved vacation and becomes ill, he/she may continue to

use vacation leave or use sick leave. Management reserves the right to require

documentation.

VACATION LEAVE PM-46-02

Section: 42-00, LEAVE WITH PAY

Revised 10/18/2011 Page 4 of 5

 If an employee is on vacation and has a death in the family, he/she may continue

to use vacation leave or, if eligible, follow the provisions of the BEREAVEMENT

LEAVE POLICY. Management reserves the right to require documentation.

 Holidays that occur while an employee is on vacation shall be charged as holiday

leave.

 Accrued vacation leave that has been frozen will available for use on the first full

day the employee returns to work. However, upon receiving benefits from the

Long Term Disability Income Plan and/or separation from the City, the employee

will receive payment for frozen vacation leave in a lump sum.

CARRYOVER VACATION

It is management’s responsibility to schedule the workflow so that employees can take

vacation during the same calendar year in which it was accrued.

In the event of extenuating circumstances when an employee cannot use vacation leave

within the same calendar year. If OJI prevents an employee from taking vacation leave

within the calendar year, it will be carried over to the next calendar year. The Division

Director or designee should submit the request with justification to the Director of Human

Resources by November 15 of the year in which the leave was to be used. The Director

of Human Resources shall approve or deny the request on or before December 1.

Any approved carryover vacation must be taken within the first quarter of the next

calendar year. If circumstances prevent the scheduling within the first quarter, a new

request to carryover the vacation into the second quarter must be submitted with

justification to the Director of Human Resources by February 15th of the carryover year.

The Director of Human Resources shall approve or deny by March 1. Any carryover

vacation that is not approved to be carried over into the second quarter and is not used

during the first quarter will be forfeited.

Any vacation approved to be carried over into the second quarter must be used within

that quarter or will be forfeited unless approved by the Director of Human Resources or

designee and the Chief Administrative Officer.

Due to the inability to designate persons to assume the job responsibilities and the

demands of the Chief Executive and Administrative Officer positions, alternative

arrangements may b mad for vacation days as approved by the Director of Human

Resources.

ADJUSTED DATE OF EMPLOYMENT

The Adjusted Date of Employment shall govern the seniority status and the vacation

time given. An employee hired from another agency in accordance with the SENIORITY

RIGHTS AND ADJUSTED DATE OF EMPLOYMENT POLICY cannot transfer his/her

vacation leave; however, he/she is eligible to request an Adjusted Date of Employment.

VACATION LEAVE PM-46-02

Section: 42-00, LEAVE WITH PAY

Revised 10/18/2011 Page 5 of 5

SEPARATION FROM PAYROLL

 Any unused accrued vacation leave or carryover vacation shall be paid out only

at separation of employment.

 An employee who separates from payroll will receive prorated payment for

vacation only after he/she has entered the third calendar year of employment and

has completed 24 full months of continuous regular, full-time employment.

PRORATED VACATION CALCULATION

For eligible employees, vacation is prorated by taking the number of vacation days the

employee currently accrued, dividing by 12 months, and multiplying that answer by the

number of full months the employee worked in the year of separation.

Example 1: 10 vacation days1 ÷12 mos.=0.833 × 4 months2= 3.33 or 3 days3

Example 2: 25 vacation days1 ÷ 12 mos. = 2.083 × 7 months2 = 14.58 or 15 days3

1- number of vacation days employee currently accrues

2- number of months worked in year of separation

3- Round to whole day (any amount .50 or greater, round up; otherwise

round down).

 

END…..

Best Wishes,

Wesley

Wesley S. Creel

Administrator of Programs

Pink Palace Family of Museums

3050 Central Avenue

Memphis, TN 38111

Website  www.memphismuseums.org

Office 901.636.2370  new telephone number

FAX 901.636.2391  new FAX number

e-mail  [log in to unmask]

 

 

Please consider including the Pink Palace Family of Museums in your charitable giving plans

along with your other charitable interests.

Please visit all our great facilities as well as our website: www.memphismuseums.org Our mission: The Pink Palace Family of Museums inspires people to learn how history.science, technology and nature shape the mid-South. Through rich collections, thought-provoking exhibitions, and engaging programs, we encourage our diverse community to reflect on the past, understand the present, and influence the future

 

 

 

 

 

Hello All,

 

We are drafting a personnel policy, and I’m looking for information on standards of Paid Time Off for full-time employees. I’ve requested sample personnel policies from AAM, but thought it would be useful to ask everyone on this list as well. Please let me know what your institution does for Paid Time Off. Thanks!

 

Best,

 

Jessica Hougen

Curator

U.S. Marshals Museum

14 North 3^rd St. Suite D

Fort Smith, AR 72901

479.242.2633

 

 

The Mission of the U.S. Marshals Museum, Inc. is to form a national center of heritage and legacy, disseminate knowledge and inspire appreciation for the accomplishments of the U.S. Marshals Service.

 

 

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