HomeMy WebLinkAboutTime Mgmt Leave PolicyDeschutes County Administrative Policy HR -
Effective Date: January 28, 2008
TIME MANAGEMENT LEAVE PROGRAM
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.
POLICY AND PROCEDURES
A. Leave -with -pay provisions.
1. Non-exempt employees: Full-time, non-exempt (hourly) 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
2. 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
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3. 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.
4. 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 his/her sick -bank account. If the employee does not have a sick -bank
account, a sick -bank account 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 year (from April to March) in which the maximum accrual was
reached. However, the employee must use sufficient leave to reduce the employee's
accumulated leave to the maximum allowed prior to the following March 31. The
excess will be transferred to the employee's sick -bank account.
5. 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.
6. Upon the death of an employee, all of the employee's accrued and unused time
management leave shall be paid to the employee's designated beneficiary at the
employee's current rate of pay in effect at the time of death.
7. 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.
8. After one year of continuous employment, full-time employees may elect to receive
payment of up to 40 hours of accrued time management leave. To be eligible, an
employee must maintain 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 20 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 on the employee's April paycheck.
9. During the last three years prior to retirement, employees may sell up to 200 hours
each year of their time management accrual at the current rate of pay. No employee
will be entitled to this option in more than three years prior to retirement. This
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paragraph is not subject to any of the limitations expressed in sections 7 and 8 of this
policy.
B. Prior sick leave accumulation. 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 -bank account. No additional sick
leave will be earned or accrued. Existing sick leave will be treated in the following
manner:
1. 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).
2. No compensation for accrued sick leave in the sick -bank account will be provided to
any employee for any reason.
3. Those employees with an existing sick -bank account as of the date this policy is
signed, shall have those hours moved to a "sick reserve" account. One-half of the
employee's accrued sick reserve balance will be paid to the employee upon
termination of employment or, upon death of the employee, to the employee's
designated beneficiary. No additional hours will be transferred to the sick reserve
account.
C. Use of Accrued Leave Due to Illness or Injury. Unless otherwise required by law, sick -
bank and sick reserve accounts may only be used by the employee after the employee has
been absent from work for at least three (3) consecutive workdays due to 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 any accrued compensatory time or other paid
leave time. If the employee does not have any paid leave time available, the time off will
be taken as leave without pay.
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
Dave Kanner
County Administrator
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