Here is the new vacation/sick policy as approved by the board last night. there are two changes: There is a higher vacation rate for those employed 10.1 years or more and the policy is now explicity that one can only take sick leave earned to date. Remember you earn vacation and sick as you take vacation and sick.
We will meet at 5:15 , Friday, Dec. 19, and 9:30 on Tuesday, Dec. 23, to answer general questions you might have. If you have speicifc questions, bring your vac/sick summary with you to see Betsy or me. You may post your questions here:
1. I will be on vacation when the policy changes. How will that affect me?
sms: You will earn and use vacation under the old rate, then earn and use vacation under the new rate.
2. I have six months to use vacation over the new limit. How do I know how much vacation I have?
sms: VTC will show you vacation and sick you have every day as you log in. We will post your accruals in FY08 in your record and they will display as vacation or sick you have available. We will not separate the old vacation from the new vacation.
3. What's this "day" stuff?
sms: Most of the staff here is part-time. One person works one day a week. Another works six. Some people don't work the same number of hours every day. We have defined a day as the hours worked a week divided by 5 to make the definition consistent for all. It is an arbitrary figure to ensure fairness. That means you may earn 8 hours of vacation, that's your day, when you work 9 hours a day four days a week.
4. I changed my hours worked last week. How will that affect this?
We will figure out what you have earned under the older system for the two weeks and add it to your hours to carry over.
5. I have six months to use my vacation over the new limit. How will the hours be reported?
They will be included in your real time summary with your time card.
6. I wanted to take vacation in February. How much time will I have?
Whatever you have this year that's under the limit will roll over into 2009.
You will be getting your December vac/sick reports today.
We said the policy would be effective Jan. 1. The end of the week is Jan. 3; we might use that as the cut off instead since VTC figures time weekly.
This is a new system; what it counts is important. We will have a transition period. Keep asking questions. If you think there's a mistake, tell us. If you don't understand, ask us. We want this to work, and we know we'll have some bumps. But the end goals--faster vacation/sick information for you and faster payroll procedures for bookkeeping--make it worthwhile.
PERSONNEL POLICIES, PART III Revised, 12-5-2008
APPROVED Policy
(To be effective January 1, 2009)
IV. Vacations
A. Hours Earned
Staff shall earn vacation as follows:
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Years worked
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Days accrued per year
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Limit to time banked
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0 – 2 years
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10 days per year
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12 days
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2.1 – 5 years
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15 days per year
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17 days
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5.1 years and over
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20 days per year
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22 days
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10.1 years and over
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25 days per year
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27 days
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A day is defined as follows:
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Hours Worked Per Week=
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Hours Per Day
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5-10
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2
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11-15
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3
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16-20
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4
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21-25
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5
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26-30
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6
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31-35
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7
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36-40
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8
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B. Restrictions
Employees may take only vacation accrued to date.
Vacations shall be taken at times which are not in conflict with the operational requirements of the library. All employee requests for vacation shall be approved by the employee's supervisor.
Vacation is a part of the compensation for the job as much as salary.
IMPLEMENTATION:
1. People have six months to use vacation over the limit if they decrease the number of hours they work.
2. People have six month to use vacation voluntarily, after the new accrual rates and limits are in effect.
V. Sick Leave
A. Hours Earned
Sick leave shall accrue at the rate of one day a month, using a day as defined above.
B. Restrictions
Sick leave stops accruing when the equivalent of thirty (30) days is reached. Employees may take only sick leave accrued to date.
C. Supervisors may request a written physician’s statement from employees who take sick leaveover five (5) consecutive work days.
D. Sick leave may be used for personal illness, illness in the immediate family, bereavement and pregnancy. Sick leave may be used for medical, dental, and optical examinations or treatment for employee and immediate family with supervisor approval.
E. Employees are not paid for accrued sick leave when terminated.Employees returning to work within twelve months of resigning will regain the sick leave earned during their earlier employment.
F. Employees may take only the sick leave accrued to date.
G. Family Medical Leave Act (FMLA): The Albany County Public Library Board of Directors voted to follow parts of the FMLA, even though the number of library employees is less than the 50 employees specified by law. The Family and Medical Leave Act of 1993 requires covered employers to provide up to twelve (12), not necessarily consecutive, weeks of unpaid, job-protected leave to “eligible” employees per twelve month period. This twelve month period is calculated from the day of the leave request. The re county librarian must determine if all requested medical leaves qualify as FMLA leaves, whether requested or not. Employees are eligible if they have worked for at least 12 months. The number of hours worked a week is not pertinent. Accrued sick leave must be used before granting leave without pay for medical reasons. The library will continue to pay the covered portion of employees’ health insurance if they are already included on the library’s policy while
they are on FMLA. Employees continue to be responsible for their portion.
VI. Time Off With Pay
A. The following times will be granted as time off with pay: voting and voter registration and receiving a flu shot. Serving on a jury can be paid time if the jury pay is turned over to the library. Attending a funeral may beallowed if the supervisor approves as long as the time is not in conflict with the operational requirements of the library and the privilege is not abused.
B. Salaried employees may take deductions from sick or vacation leave for absence of two hours or more from their working day or shall adjust their schedules.
VII. Time Off Without Pay
A. Leaves without Pay: Employees who wish to have unpaid time off that does not qualify as family medical leave shall make arrangements with their supervisors. The supervisor or county librarian may deny or approve the unpaid leave request. If more than one work day is involved, employees shall request that time from the supervisor with at least three days notice. Leave without pay can not be made up. Leave without pay is within a single pay period.
B. Leaves of Absence: After one (1) year of employment, a leave of absence may be granted by the county librarian or, in the case of the county librarian, by the board of directors. The employee shall ask for the leave at least one month in advance. Vacation time shall be used first. Leaves of absence extend beyond one pay period. If a leave of absence is granted, the position may be temporarily filled.
C. Compassionate Leave: If an employee has no vacation or sick leave,compassionate unpaid leave for a death in the immediate family will be granted up to three days if the employee requests it.
VIII. Time Off for Work‑Related Injuries
Subject to the approval of the county librarianand to a limit of 30work days, work time lost as a result of job‑related injuries will not be deducted from employees' accumulated sick leave or vacation if the employee is not covered under Wyoming Workman’s Compensation. During such period of absence resulting from job‑related injuries, employees shall draw their normal salary.
Should such absence exceed five working days for the employee, the county librarian shall require a physician's written certification of the employee’s inability to perform normal duties. This shall be recertified, in writing, by a physician for each subsequent five (5) working days missed.
XIV. DEFINITIONS: (adopted 11/27/07)
A. Department head: An exempt employee in charge of a library division, such as public services. May be also called a supervisor, though not all supervisors are department heads.
F. Immediate family: spouse, parents, parents-in-law, children step-children, step-parents; other relationships will be considered on an individual basis.[subsequent definitions would be relettered.
Here's a comparison of the two policies side by side:
PERSONNEL POLICIES side by side.doc
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