HomeMy WebLinkAbout2021-02-01-J01E Leave Time TransferCITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: February 1, 2021
AGENDA ITEM:Consideration of approval of a resolution approving an amendment to the
employee handbook regarding the donation of vacation time and
compensatory time through a “Leave Time for Catastrophic Illness” program.
FORMAT:Consent Agenda
SYNOPSIS INCLUDING PRO & CON: Under a “Leave Time for Catastrophic Illness” program,
transfer of time from one employee to another is intended to offset the
financial impact of a serious and prolonged illness or catastrophic illness.
Under the program, employees are allowed to donate accrued, unused
vacation time or compensatory time to an employee eligible for sick leave
donation.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: Staff recommends approval of the amendment to the
employee handbook; section 5.6 USE OF VACATION LEAVE, adding the
donation of vacation time and compensatory time through a “Leave Time
Transfer for Catastrophic Illness program.”
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed resolution
II. Amendment to handbook
II. Leave Time Transfer for Catastrophic Illness program details
PREPARED BY:Michelle Lindsay
REVIEWED BY:
.
AGENDA ITEM: J1E
THE CITY OF WAUKEE, IOWA
RESOLUTION 2021-
AUTHORIZING AN AMENDMENT TO THE EMPLOYEE HANDBOOK TO INCLUDE THE
DONATION OF VACATION TIME AND COMPENSATORY TIME
[LEAVE TIME FOR CATASTROHIC ILLNEESS PROGRAM]
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, a revised employee handbook was approved by Council on September 8, 2020; AND,
WHEREAS, an amendment to the employee handbook, Section 5.6 Use of Vacation Leave, is being
proposed to allow for the transfer of accrued leave time from one employee to another: AND,
WHEREAS, the process for transferring accrued leave time from one employee to another is outlined
in a “Leave Time Transfer for Catastrophic Illness” program which would allow employees to donate
accrued unused vacation time or compensatory time to an employee eligible for sick leave donation ;
AND,
WHEREAS, the transfer of accrued leave time from one employee to another is intended to offset the
financial impact of a serious and prolonged illness or catastrophic illness; AND,
WHEREAS, the “Leave Time Transfer for Catastrophic Illness” program is effective upon resolution
approval.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 1st day
of February, 2021 that the amendment to the employee handbook, section 5.6 Use of Vacation Leave is
hereby approved and shall go into effect immediately.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
Anna Bergman
R. Charles Bottenberg
Chris Crone
Larry R. Lyon
Ben Sinclair
Amendment to the City of Waukee Employee Handbook
February 1, 2021
5.6 USE OF VACATION LEAVE
Vacation leave may be used no sooner than the next pay period after earned and upon advanced
approval from you immediate supervisor. Special permission must be granted to an employee
requesting more than two consecutive weeks of vacation leave.
Employees may choose to donate accrued unused vacation time as laid out in the Leave Time Transfer
for Catastrophic Illness program.
Vacation leave will be paid at the employee’s regular rate of pay. If one of the paid holidays occurs
during your vacation, the holiday will not be counted as part of your vacation time.
Transfer of time from one employee to
another is intended to offset the fi nancial
impact of a serious and prolonged illness
or catastrophic illness. Employees who are
no longer able to be at work due to being
unable to perform their regularly scheduled
duties, and have exhausted or are close
to exhausting their accrued balances
(sick, vacation, compensatory time) may
be eligible for sick leave donation. An
employee is eligible for sick leave donation
until the employee is eligible for Long Term
Disability insurance coverage and/or any
retirement system disability or retirement, or
other state or federal assistance.
Employees are allowed to donate accrued,
unused vacation time or compensatory
time to an employee eligible for sick leave
donation. Requests to open the donation of
time should be submitted by the sick leave
donation-eligible employee’s Department
Director and should be submitted to the
Human Resources Director for approval.
Once approved, the Human Resources
Director, or their designee, will open a ten
(10)-day donation period for employees
to donate accrued, unused vacation
and/or compensatory time to the eligible
employee. Donated time will be deducted
from the donating employee’s accrued
time bank(s) immediately. All donated time
will be converted to a dollar fi gure (based
on the donating employee’s current hourly
rate of pay). This dollar fi gure will be pooled
together to create a pool of funds to be
used by the eligible employee.
The pooled funds would be converted to
sick time at the eligible employee’s current
rate of pay, as needed by the eligible
employee, and converted to sick time hours.
Those sick time hours will be used to provide
the eligible employee with his/her standard
hours of pay for the needed pay cycle.
If the eligible employee exhausts the bank
of funds and is still not able to return to his/
her regular work duties, the employee’s
Director will be permitted to re-apply to the
Human Resources Director for an additional
donation period.
If the eligible employee is no longer in need
of donated time, due to returning to regular
duties at work, retirement or being eligible
for other coverage, the un-used pool of
funds will be calculated for return to those
employees who had donated time.
Leave Time Transfer for Catastrophic Illness
Example: Employee Jane Smith donates
20 hours of vacation, at a rate of $21.50
an hour.
(20 X $21.50) = $430.00 donated
Example: Total pool equals $12,050.
Eligible employee, John Smith, has a rate
of pay of $27.25 an hour and he needs 80
hours for this pay cycle.
($12,050 - ($27.25 X 80)) = ($12,050 -
$2,180) = $9,870 pooled funds remaining
and $2,180 used funds
1
Returned hours will be calculated based on
the percentage of dollars contributed by the
donating employee to the total donated.
That percentage will be applied to the un-
used total, and then allocated back to the
donating employee. These funds will then be
converted back to the donated time’s type
(compensatory or vacation). The conversion
will be done at the donating hourly rate and
applied back to the donating employee’s
vacation accrual/compensatory time.
Example: Jane Smith donated 20 hours
of vacation for $430 or 3.6% of the total
pool of $12,050 is donated time. The
un-used pool is $2,400. Jane Smith’s
percentage was 3.6% of the total pool.
3.6% of $2,400 is $86.40. Jane’s donating
rate of pay was $21.50 an hour and her
returned vacation would be 4.018 hours.
($430 / $12,050) = 3.6%
($2,400 X 3.6%) = $86.40
($86.40 / $21.50) = 4.018 hours
2
Leave Time Transfer for Catastrophic Illness continued