HomeMy WebLinkAboutTime Mgmt Policy UpdateDate: April 19, 2012
To: Board of County Commissioners
From: Erik Kropp, Interim County Administrator ~
Re: Draft Update to HR 16 Time Management Policy
Attached is a draft update to policy HR -16, Time Management Leave Program for non
represented employees. This item is scheduled for Board consideration at the April 25, 2012 work
session.
The draft update adds the following sentence to the policy: "Leave earned during the month
cannot be used until the first day of the following month" (Section A-I of the policy).
Currently, non-represented employees can use leave accrued for a particular month at the
beginning of the month. Since monthly leave accrual is intended to be awarded after the
employee perfonns a month of employment, staff recommends amending the policy.
This change would match the current language in the AFSCME labor contract. During the most
recent contract negotiations, management advocated making this change for AFSCME employees
and agreed to recommend the same change for non-represented employees.
Deschutes County Administrative Policy HR-16
Effective Date: 711/12
NON-REPRESENTED EMPLOYEES
TIME MANAGEMENT LEAVE PROGRAM
DRAFT
STATEMENT OF POLICY
It is the policy of Deschutes County to provide non-represented employees with a leave-with-pay program
that is easily understood, responsive to individual needs, and easy to administer. This program is also
intended to eliminate any abuse of sick leave while rewarding employees for faithful attendance and
productivity.
APPLICABILITY
This policy applies to all non-represented Deschutes County employees. Employees covered by a
collective bargaining agreement will accrue leave time in accordance with the terms of the applicable
collective bargaining agreement.
DEFINITIONS
For the purpose of this policy, the following definitions shall apply:
"Sick leave bank" is leave available for use when an employee is sick and absent from work for the
equivalent of three entire workdays due to an illness or injury. Leave accrued above the annual maximum
and not sold back is transferred to the sick leave bank. Sick leave is not paid out.
"Sick leave vault" is leave available for use when an employee is sick and absent from work for the
equivalent of three entire workdays due to an illness or injury. One-half of the sick leave vault hours will
be paid to the employee upon termination of employment.
POLICY AND PROCEDURES
A. Leave-with-pay provisions.
1. Leave earned during the month cannot be used until theftrst day ofthefoOowing monthz
2. Non-exempt employees: Full-time, non-exempt employees will earn leave in accordance
with the following schedule:
Months of Service Hours of
Leave per
Year
Earned Leave
Accumulation
0-48 months 168 hours 14 hours/month
49 108 months 192 hours 16 hours/month
109 -168 months 216 hours 18 hours/month
169 228 months 240 hours 20 hours/month
229 288 months 264 hours 22 hours/month
289+ months 288 hours 24 hours/month
HR-16 Time Management Policy Page 1 ofJ
3. Exempt employees. Full-time, exempt (salaried) employees will earn leave in accordance
with the following schedule:
Months of Service Hours of
Leave per
Year
Earned Leave
Accumulation
0-48 months 216 hours 18 hours/month
49 -108 months 240 hours 20 hours/month
109 -168 months 264 hours 22 hours/month
169 -228 months 288 hours 24 hours/month
229+ months 312 hours 26 hours/month
4. For regular part-time employees, leave accrual shall be pro-rated by comparing the number of
work hours designated for the employee with the designated number of hours for a full-time
position. Employees working less than half-time shall not accrue leave.
5. Employees may accumulate earned leave to a maximum of twice the employee's annual time
management leave accumulation. On March 31 of each year, any employee credited with
accrued and unused leave greater than twice his or her annual leave accumulation shall have
the amount above the maximum accumulation transferred to hislher sick leave bank. If the
employee does not have a sick leave bank, a sick leave bank will be established for the
employee. Any adjustment to the employee's leave bank based upon the employee exceeding
the maximum accumulation will be made in April of each year. An employee who has
reached or exceeded the maximum allowable earned leave may continue to accumulate leave
for the balance of the following year (from April to March). However, the employee must use
sufficient leave to reduce hislher accumulated leave to the maximum allowed prior to the
following March 31. The excess will be transferred to the employee's sick leave bank.
6. Upon termination of employment, all of the employee's accumulated and unused time
management leave shall be paid to the employee at the employee's rate of pay in effect at the
time of termination. Upon termination of employment, sick leave banks will not be paid out.
7. Upon the death of an employee, all of the employee's accrued and unused time management
leave shall be paid in accordance with state law at the employee's current rate of pay in effect
at the time of death.
8. During the first five years of employment, employees shall be required to take a minimum of
one week of time management leave per year. Thereafter, employees shall be required to
take a minimum of two weeks of time management leave per year.
9. After one year of continuous employment, full-time employees may elect to receive payment
of up to 80 hours of accrued time management leave. To be eligible, an employee must have
a minimum balance of 12 months accrual of earned time management leave and must have
used the minimum time management leave specified in section 7 above. Regular part-time
employees may opt to receive payment of accrued time management leave on a pro-rated
basis by comparing the number of work hours designated for the employee with the
designated number of hours for a full-time position. (Example: a half-time employee may
only receive payment for a maximum of 40 hours). Request to sell leave forms will be
distributed to employees by the Personnel Department during the first full week of April each
year. The request form must be submitted to Personnel by no later than April 15 and
payment will be included in the employee's April paycheck.
HR-16 Time Management Policy Page 2 of3
10. During the last three years prior to retirement, employees may sell up to 200 hours of time
management accrual each fiscal year at the current rate of pay. No employee will be entitled
to this option in more than three years prior to retirement. This paragraph is not subject to
any of the limitations expressed in sections 7 and 8 of this policy.
B. Prior sick leave accumulation.
1. Employees with an existing sick leave bank as of the date this policy is signed shall have
those hours moved to a "sick leave vault." One·half of the employee's sick leave vault
balance will be paid to the employee upon termination of employment or, upon death of the
employee (in accordance with state law). No additional hours will be transferred to the sick
leave vault.
2. When an employee transfers to a position covered by the time management program, the
employee's existing sick leave accrual will be accounted for separately from time
management leave in a sick leave bank. No additional sick leave will be earned or accrued.
Employees will be allowed to convert up to 100 hours of existing sick leave to the
employee's time management leave bank on a two·for·one basis. (Example: 100 hours of
sick leave will convert to 50 hours of earned time management leave).
3. No compensation for accrued sick leave in the sick leave bank will be provided to any
employee for any reason.
C. Use of Accrued Leave Due to Illness or Injury. Unless otherwise required by law, the sick leave
bank and sick leave vault may only be used by the" employee after the employee has been absent
from work for the equivalent of three entire workdays due to the same illness or injury. Time off
during the first three (3) days will be deducted from the employee's accrued and unused time
management leave or, if the employee does not have sufficient time management leave, will be
deducted from accrued compensatory time or any other paid leave time.
D. Employees covered by the provisions of this program shall not be eligible for separate vacation or
sick leave benefits.
Approved by the Deschutes County Board of Commissioners :XXXXXXX.
Erik Kropp
Interim County Administrator
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HR-16 Time Management Policy Page 3 00