Item 12 - Vacation

12.1 Schedule of Benefits

Vacation is earned on an accrual basis based on the schedule below and recorded each pay period as hours of vacation earned. Any changes in an employee's vacation accrual rate will occur at the beginning of the pay period in which the anniversary date occurs. Each regular employee shall be entitled to a paid vacation in the calendar year in which he/she becomes eligible. A newly hired employee is eligible to take the earned vacation following completion of one year of service. Subject to the regulations below, vacation days earned may be taken any time, subject to supervisory approval. Should an employee terminate or retire, the District will calculate vacation payoff benefits on the basis of actual time served. Long Term Disability is not considered regular pay status. Part-time regular employees earn vacation benefits on a pro-rata basis.

12.2 Procedures

Vacation is provided to allow employees time away from work during the year. To that end, employees are encouraged to schedule and take vacation. However, workload circumstances and conditions may prevent employees from taking vacation. In these instances, vacation hours may be carried over to the next succeeding vacation year. The maximum amount of vacation carry over hours allowed will be equal to twice the employee's annual vacation entitlement. Any vacation balance in excess of twice the annual entitlement will be paid to the employee after the end of each quarter. This quarterly vacation payout will be includable compensation for purposes of calculating of Average Monthly Compensation in determining the Pension payments at retirement for employees hired before January 1, 2006.

Except for three weeks (15 days), vacation must be taken in no less than one week periods, and shall be scheduled by the department head, with due regard for the wishes of the employee and with particular regard for the needs of the District.

When an employee elects to utilize a portion of his/her vacation, not to exceed three weeks (15 days) in one through four (1 through 4) day intervals, he/she shall notify his/her supervisor at least two (2) weeks in advance of the date requested and receive his/her approval. If the supervisor feels that the workload is such that shorter notice is acceptable, he/she may grant vacation accordingly. In no event shall an employee be able to take more vacation than currently accrued.
Exception to the rule of taking vacation in one or two (1 or 2) day intervals may be allowed by supervisors to accommodate occasional unforeseen needs of an employee. Such exceptions shall be granted in minimum increments of one (1) hour, and shall not exceed an aggregate of eight (8) hours in any calendar year. Two (2) workings days notice is required for such requests. However, if the supervisor feels that the workload is such that shorter notice is acceptable, he/she may grant vacation accordingly.

Exceptions to these procedures may be allowed only by special authorization from the General Manager.

Each department head shall prepare a vacation schedule for all employees under his/her jurisdiction. Changes in this schedule will be permitted provided an employee gives his/her department head two (2) weeks notice. The schedule shall be prepared in such a way that vacations will not handicap departmental operations.

12.3 Vacation at Termination/Retirement

1. If an employee has no earned and unused vacation the termination/retirement date shall be the last day worked.
2. An employee who terminates/retires and has earned and unused vacation may elect either of the following options:
   1. Continue to work until the date of termination/retirement and be paid for unused vacation, or,
   2. Discontinue working and take unused vacation time that would extend from last day worked up to the date of termination/retirement.

   If option (2) is selected, deductions from vacation pay will be the same as if the employee is actually on the job and coverage will be provided under various group programs through vacation time.