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Section V, Page 1 of 9 SECTION V – EMPLOYEE BENEFITS VACATION POLICY STATEMENT It is the policy of the County to grant annual vacations with pay to full time and part time employees in accordance with the guidelines established below. ADMINISTRATION Length of service, for vacation purposes, means an uninterrupted period of employment within Douglas County. Transfers between units or departments of Douglas County do not constitute a break in service. The established vacation year is the calendar year, January 1 through December 31 each year. Vacations are accrued or earned based on the employee’s length of service using their date of hire. Vacation rights are transferable within the County. A. ELIGIBILITY Regular full time and part time employees who work 20 hours or more are eligible for vacation benefits. Part time employees who work 20 hours or more will have their vacation benefits prorated. Part time employees hired to work less than 20 hours as temporary, seasonal, and on-call employees are not eligible to receive vacation benefits. Probationary employees are not eligible to take vacation until they have successfully completed six months of their probationary period, but will be given credit for accrued vacation from their date of hire. B. EARNING SCHEDULE Eligible employees earn vacation credit for each month of service in which the employee is actively employed and in paid status. Vacation credit will not be earned for any month in which the employee is on a leave of absence without pay or disciplinary suspension, regardless of the number of workdays absent for these reasons. ---PAGE BREAK--- Section V, Page 2 of 9 Employees may use vacation during the calendar year in which it is earned before it is actually accrued; however, vacation time used but not yet accrued will be deducted from the employee’s final pay. VACATION EARNING SCHEDULE Service Length Credit Annual Days 1-6 years (1-72 months) 6.25 or 6.67 hrs 10 days Start of the 7th yr (73-132 months) 9.38 or 10.00 hrs 15 days Start of the 12th yr (133-192 months) 12.5 or 13.33 hrs 20 days Start of the 17th yr (193 … months) 15.63 or 16.67 hrs 25 days 1. Length of Service Employees whose length of service entitles them to more vacation than in the previous year, will begin to accrue the additional vacation (on a basis) beginning on their anniversary date. Example: An employee, whose seventh year anniversary occurs July 1st, will accrue more vacation on a basis beginning July 1st. 2. Full Time Benefit Full time employees and employees hired to work 4/5 time earn 1/12 of their vacation for each month of employment. Example: An employee who works 7.5 hours per day entitled to 10 days of vacation has the equivalent of 75.00 / 12 = 6.25 hours per month. 3. Part Time Benefit Part time employees hired to work 20 hours will receive vacation benefits at a 50% basis determined when hired and is adjusted on annual basis at budget time. C. SCHEDULING OF VACATION Vacations shall be scheduled to ensure satisfactory operations of departments. Vacation schedules should be distributed in January and employees must submit vacation plans to their supervisor by April 1st of each year. Management reserves the right to ---PAGE BREAK--- Section V, Page 3 of 9 designate when some or all vacations must be taken. Supervisors are responsible for ensuring adequate staffing levels. 1. Seniority Seniority will determine how vacations are scheduled, but qualified as follows: The senior employee within each department will have the first priority in scheduling a maximum of two weeks vacation. a. It is recommended that five days vacation should be taken consecutively. All additional vacation may be taken in a single continuous period, in separate weeks, or in days. Vacation may be taken at the discretion of the employee with supervisory approval. b. The next senior person in the department will be afforded the next choice of vacation dates, etc. c. After all employees have scheduled their base vacations, the remaining vacation weeks, will be selected, based on seniority. d. Employees who change their vacation plans after the vacation schedule has been set lose their seniority consideration. 2. Holidays If a paid holiday falls within an employee’s vacation period, the employee will receive pay for the designated holiday and not be required to use a vacation day for that date. D. CHANGES IN VACATION ENTITLEMENT 1. Employment Status If an employee’s status changes from full time to part time or part time to full time, vacation will be paid or accrued according to the status of the employee at the time the vacation is earned. 2. Transferring Employees Unused vacation of employees who transfer from one department to another will be allocated to the budget of the receiving department. The receiving department will be responsible for providing the employee his/her vacation. Vacation rights are transferable within the County. ---PAGE BREAK--- Section V, Page 4 of 9 3. Leave of Absence and Vacation An approved leave of absence that is twelve (12) months or less is not considered to be an interruption in service and the employee’s vacation earning schedule will not be interrupted while the employee remains in a paid status. a. Vacation benefits continue to accrue for employees who are on a paid leave of absence. Unpaid authorized leaves of absence results in a temporary suspension of benefits. (See County Policy VI, Absences From Work.) b. Use of vacation while on an approved Family Medical Leave Act medical leave is defined in County Policy VI, Absences From Work. 4. Breaks In Service Vacation entitlement for former employees who are rehired will be determined on the basis of their rehire date. Credit will not be given for previous employment service when determining the vacation accrual amount. E. SALARY IN LIEU OF VACATION Employees who terminate or retire may receive pay for earned but unused vacation. Active employees are not eligible for salary in lieu of vacation. F. VACATION CARRY OVER An employee may carry over up to five days of vacation with the approval of the employee’s manager. The vacation days carried over must be taken on or before March 31 of the following calendar year or the vacation will be forfeited. If, due to unforeseen occurrences/circumstances, an employee cannot take accrued vacation timely during the year and is forced into a situation where the amount of vacation carry over exceeds the five days allowed by the policy, the County Administrator has the authority to approve an extension of the time beyond March 31 of the following year but no longer than December 31 of that year. The employee must submit a request in writing, with the manager’s approval, to the County Administrator outlining the circumstances of the request. If approved, the County Administrator will sign the request and provide a copy for the Human Resources Department, the Finance Department and the employee. (Resolution 9-03 1/15/03) G. TERMINATION OF EMPLOYMENT Upon termination of employment, employees will be paid at their prevailing rate for accrued but unused vacation time. Vacation time used but not yet accrued will be deducted from the employee’s final pay. ---PAGE BREAK--- Section V, Page 5 of 9 HOLIDAYS/PERSONAL DAYS POLICY STATEMENT It is the policy of Douglas County to designate and observe certain days each year as holidays. In addition to recognized holidays in which Douglas County is closed for normal business, the County provides three paid “personal” days each calendar year. A. HOLIDAYS All employees are to receive the following holidays: News Years Day Thanksgiving Day Presidents Day Day after Thanksgiving Good Friday Christmas Eve Day Memorial Day Christmas Day Independence Day New Years Eve (1/2 day) Labor Day If the holiday falls on a Saturday, it shall be observed the preceding Friday. If the holiday falls on a Sunday, the following Monday will be observed. If a holiday falls within an employee’s vacation period, that day is paid as a holiday and not counted as a vacation day. B. PERSONAL DAYS Personal days are supplemental paid days off in which the employee may elect the date of use during the year; subject to mutual agreement between the employees and employer. 1. Personal days shall accrue at the rate of one day for each four months of employment. 2. Personal days can be taken with twenty-four hours notice, providing there is coverage available. 3. Personal days will be granted on an individual basis. 4. Personal days that are earned but unused on or before December 31st of the same calendar year will not be paid and will be forfeited. 5. Four months of active employment during a calendar year must be met before a personal day is officially earned; however, they may be used before they are earned, except for a probationary employee. ---PAGE BREAK--- Section V, Page 6 of 9 a. New employees must meet the official four month requirement before earning and using personal days. b. Pay in lieu of personal days will not be granted to active employees. C. HOLIDAY AND PERSONAL DAY ELIGIBILITY 1. Active Employees Regular full time and part time employees hired to work 20 hours or more are eligible for vacation benefits. Part time employees who work 20 hours or more will have their vacation benefits prorated. Part time employees hired to work less than 20 hours, temporary, seasonal, and on-call employees are not eligible to receive holiday pay or personal holidays. 2. Inactive Employees Inactive full time or part time employees are not eligible to receive pay for designated holidays which occur during an unpaid leave of absence. Employees who are on disability receive disability pay rather than holiday pay. Inactive employees who are on a leave of absence do not earn personal holidays during their leave. Four months of active employment during a calendar year must be met before a personal holiday is officially earned. Employees who are on a leave of absence will have the option of: a. Receiving pay for their personal holiday if it is earned but not taken before their leave begins. b. Using their earned personal holiday upon their return to active employment assuming there is sufficient time remaining in the year in which to take it. 3. Work on a Designated Holiday Employees who are required to work on a designated holiday when their department is officially closed will have an option of: a. Being paid for actual hours worked at their normal rate of pay; in addition to full holiday pay unless otherwise designated in the relevant working agreement. Holiday hours, as well as hours worked on the designated holiday, will be credited toward hours worked for overtime purposes. ---PAGE BREAK--- Section V, Page 7 of 9 b. Request compensatory time off for hours worked on a holiday. The time off must be taken under the provisions of the Compensatory Time Off Policy. For departments where a significant number of employees are members of a bargaining unit, that department should celebrate holidays consistent with the bargaining agreement. 4. Personal Days Upon Termination of Employment If employment terminates before the personal days are earned, but taken, the unearned time will be deducted from the last payroll. Resolution #19-09, 3/19/09 ---PAGE BREAK--- Section V, Page 8 of 9 RETIREMENT POLICY STATEMENT It is the policy of Douglas County that employees will be eligible for retirement benefits according to the Wisconsin Retirement System (WRS). A. RETIREMENT CAP Douglas County shall pay in full the required employers and employees contribution to the Wisconsin Retirement Fund for the non-represented employees and will make contribution for represented employees according to union contract. B. RETIREMENT AGE In order to comply with the Age Discrimination in Employment Act Douglas County will not require employees to retire at a specific age. As required, all employees must continue to fulfill their job accountabilities in a fully and satisfactory manner in order to continue their employment. Termination should be supported by thorough documentation of employment issues. C. RETIREMENT PAYOUT AND HEALTH INSURANCE OPTIONS Upon retirement under the WRS system, as determined by WRS eligibility; or forced retirement due to disability the employee shall have deposited on their behalf in the Retirement Health Savings (RHS) Plan, the value (value to be determined by the number of hours times employee hourly rate) of the employee’s unused sick leave, not to exceed 120 days. AFSCME #385 Courthouse & Government Center Employees Current Working Agreement WPPA #41 Deputies Current Working Agreement WPPA #441 Jailers Current Working Agreement AFSCME #385 – Communication Dispatchers Current Working Agreement AFSCME #2375-A Nurses Current Working Agreement AFSCME #2375 Social Workers Current Working Agreement AFSCME #2375 Child Support Current Working Agreement AFSCME #385 B&G/Forestry Current Working Agreement TEAMSTERS #346 Highway Current Working Agreement Non-Represented Employees Non Represented Compensation Policy Health insurance coverage shall end upon termination on the last day of the calendar month in which the individual is employed. However, upon retirement where the individual receives benefits under the Wisconsin Retirement System, retiring employees will have the option of continuing health insurance coverage until age 65 or Medicare eligible, whichever comes first, by paying 100% of the premium costs. The retired ---PAGE BREAK--- Section V, Page 9 of 9 employee must pay Douglas County on or before the 15th of the month for the succeeding month’s health insurance to retain eligibility to participate in the County’s health insurance plan. At age 65 or when Medicare eligible, health insurance coverage shall end on the last day of the calendar month in which the retiree becomes Medicare eligible. Upon termination of the County health insurance coverage the retiree may elect to purchase Medicare supplement insurance offered through the County by paying 100% of the premium. D. PROCEDURES FOR REQUESTING SEVERANCE Upon notification of retirement the following process should be followed to ensure timely coordination of benefits and payout through the payroll system: 1. The employee should complete the relevant Retirement Health Savings plan form(s) choosing their appropriate option and returning the form(s) to the Human Resources department. 2. Human Resources verifies the amount of sick time accrual and sends the authorized signed form to Finance/Payroll. 3. Upon receipt of the form Finance/Payroll verifies the sick time accrual and discusses any discrepancies with Human Resources. If there are no discrepancies Finance/Payroll will process the request. 4. The request should be processed with the next payroll period following the final paycheck received by the employee. However, before the last entry is made the balance will be verified by Finance/Payroll one more time to ensure the employee has not used any time between the period of time the balances were verified and his/her last working day. If any time was used the balance will be adjusted accordingly. (Resolutions: 30-03, 3/20/03; 72-03, 6/19/03; 19-09, 3/19/09)