21-041 RESOLUTION NO. 21-041
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, AMENDING THE CITY OF
SOUTHLAKE PERSONNEL POLICY NO. 704 -VACATION
LEAVE AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Southlake (the "City") previously adopted personnel
policies; and
WHEREAS, the City wishes to revise Personnel Policy No. 704 - Vacation Leave
to replace the previously adopted personnel policy; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, THAT:
Section 1. The City of Southlake hereby approves and adopts the following policy that
has financial implications effective as of October 1, 2021, a copy of which is attached as
Exhibit "A" and will be incorporated into the Employee Handbook as of October 1, 2021:
Policy No. 704 - Vacation Leave
Section2. That this resolution is in effect upon passage and adoption by the City
Council.
PASSED AND APPROVED THIS THE o2�k, DAY OF
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Page 1
Resolution No. 21-041, Exhibit A CITY OF
SOUTHLAKE
704 VACATION LEAVE
704.01 Eligibility.All regular full-time employees shall accrue vacation leave;however,vacation leave
may not be used until six (6) months of continuous full-time service is completed. Vacation
leave does not vest until the completion of twelve months of continuous full-time service.
Therefore, vacation leave is forfeited if employment terminates or an employee separates
employment for any reason before completing twelve months of continuous full-time service.
704.02 Part-time, Temporary and Seasonal Employees. Part-time, temporary and seasonal
employees are not eligible for vacation leave.
704.03 Vacation Leave Accrual. Accrual rates are based on the length of continuous full-time service
with the City of Southlake. Vacation leave shall not be advanced. Vacation leave shall not
accrue when an employee is on a leave of absence without pay for an entire pay period. An
employee is considered to be on a leave of absence without pay when they have exhausted
all available paid leave, and they are not eligible for or have exhausted available family
medical leave in accordance with Policy No. 207, Family Medical Leave Act.
Employees shall move into the next accrual bracket following the first full pay period after
satisfying the required months of service.
704.03.01 Full-time employees. Full-time employees, except for full-time fire-shift
personnel, receive vacation leave at the below rates:
Months of Per Period Accrual Rate Maximum Accrual
Service (Estimated Annual Accrual) Allowed
0-11 months 3 hours and 5 minutes
240 hours
(less than 1 year) (2 weeks)
12-59 months 4 hours and 38 minutes
1 5 years) 240 hours
( (3 weeks)
60-119 months 6 hours and 10 minutes
240 hours
(5-10 years) (4 weeks)
120-239 months 7 hours and 5 minutes
240 hours
(10—20 years) (4 weeks, 3 days)
240+ months 8 hours
(20+years) 240 hours
(5 weeks, 1 day)
704.03.02 Fire Shift Personnel. Full-time fire shift personnel who are on the 24-hour shift
schedule shall receive vacation leave at the following rates:
Policy No. 704—Vacation Leave Page 1
Resolution No. 21-041, Exhibit A CITY OF
Of SOUTH LAKE
Months of Per Period Accrual Rate Maximum Accrual
Service (Annual Accrual) Allowed
0-11 months
5 hours (5 shifts) 360 hours
(less than 1 year)
12-59 months 7 hours and 30 minutes
360 hours
(1-5 years) (7.5 shifts)
60-119 months
10 hours(10 shifts) 360 hours
(5-10 years)
120-239 months
11 hours (11 shifts) 360 hours
(10—20 years)
240+ months
12 hours (12 shifts) 360 hours
(20+years)
704.04 Maximum Accrual Allowed. Employees shall not be permitted to accrue more than the
specified maximum accrual of vacation leave at any time.Vacation leave shall cease to accrue
when an employee's vacation leave balance reaches the maximum accrual allowed.
704.05 Scheduling Vacation. Employees shall schedule vacation in advance with the employee's
supervisor or Department Director,who shall give due consideration to the employee's needs
and the remaining employees' ability to perform all essential tasks of the department while
the employee is on vacation. Vacation requests by Department Directors are subject to the
approval of the City Manager or their designee. Vacations shall only be scheduled when
workload permits; however, every reasonable effort shall be made to accommodate
individual requests. Employees are responsible for ensuring that vacation leave is requested
within a reasonable amount of time and confirm they will have adequate leave accruals to
cover the requested time off.Supervisors may deny requests for time off when the employee
does not have sufficient vacation leave accrual available for the request or when it cannot be
accommodated due to business needs.
704.06 Holidays during Vacation. Official holidays occurring during an employee's vacation shall be
paid as holiday pay and not considered as vacation leave.
704.07 Vacation Leave during Disciplinary Suspension. An employee on disciplinary suspension
forfeits all claims to use vacation leave for the duration of the disciplinary suspension. In no
case shall vacation time be granted to an employee during the course of a disciplinary
suspension as a means to supplement pay lost as a result of the disciplinary suspension.
704.08 Vacation Payout upon Termination of Employment. Upon termination of service, a regular
employee who has completed twelve (12) months of continuous full-time employment shall
be paid for any unused vacation time,not to exceed the established maximum accrual balance
of 240 hours(360 hours for fire shift personnel).
Policy No. 704—Vacation Leave Page 2
Resolution No. 21-041, Exhibit A CITY OF
lil
SOUTHLAKE
704.09 Approval and Effective Date.This policy was approved by City Council on September 21,2021
by Resolution No. 21-041 and is effective October 3,2021. It supersedes all previous vacation
leave policies.
Policy No. 704—Vacation Leave Page 3
Current Policy CITY OF
SOUTHLAKE
704 VACATION LEAVE
704.01 Eligibility.All regular full-time employees shall accrue vacation leave during their first year of
employment; however, vacation leave may not be used until six (6) months of continuous
service is completed. Vacation leave does not vest until the completion of twelve months of
continuous service;therefore,vacation leave is forfeited if employment is terminated for any
reason before the completion of twelve months of continuous service.
704.02 Part-time, Temporary and Seasonal Employees. Part-time, temporary and seasonal
employees are not eligible for vacation leave.
704.03 Vacation Leave Accrual.Accrual rates are based on length of continuous service with the City
of Southlake.Vacation leave shall not accrue during leaves of absences without pay nor shall
it be advanced. Employees shall move into the next accrual bracket following the first full pay
period after satisfying the required months of service.
704.03.01 Full-time employees. Full-time employees, except for full-time fire-shift
personnel, receive vacation leave at the below rates:
Months of Per Period Accrual Rate Maximum Accrual
Service (Annual Accrual) Allowed
0-59 months 3.08 hours (2 weeks) 240 hours
60-119 months 4.62 hours (3 weeks) 240 hours
120-239 months 7.08 hours (4 weeks, 3 days) 240 hours
240+months 8 hours (5 weeks, 1 day) 240 hours
0-59 months 3.08 hours (2 weeks) 240 hours
704.03.02 Fire Shift Personnel. Full-time fire shift personnel who are on the 24-hour shift
schedule shall receive vacation leave at the following rates:
Months of Per Period Accrual Rate Maximum Accrual
Service (Annual Accrual) Allowed
0-59 months 5 hours (5 shifts) 360 hours
60-119 months 7.5 hours(7.5 shifts) 360 hours
120-239 months 11 hours(11 shifts) 360 hours
240+months 12 hours(12 shifts) 360 hours
0-59 months 5 hours (5 shifts) 360 hours
704.04 Maximum Accrual AllowedEmployees shall not be permitted to accrue more than the
specified maximum accrual rate of vacation leave at any time. Vacation leave shall cease to
accrue when a regular employee's vacation leave balance reaches the maximum.
Policy No. 704—Vacation Leave Page 1
Current Policy ' CITY OF
S., SOUTH LAKE
704.05 Scheduling Vacation. Employees shall schedule vacation in advance with the employee's
supervisor or Department Director,who shall give due consideration of the employee's needs
and to the ability of the remaining employees to perform all essential tasks of the department
while the employee is on vacation. Vacation requests by Department Directors are subject to
the approval of the City Manager, or his or her designee. Vacations shall only be scheduled
when workload permits; however, every reasonable effort shall be made to accommodate
individual requests. Employees have the responsibility to assure that the vacation is
requested within a reasonable amount of time and confirm they will have adequate leave
accruals to cover the requested time off.
704.06 Holidays during Vacation. Official holidays occurring during an employee's vacation shall be
paid as holiday pay and not considered as vacation leave.
704.07 Vacation Leave during Disciplinary Suspension. An employee on disciplinary suspension
forfeits all claims to use vacation leave for the duration of the disciplinary suspension. In no
case shall vacation time be granted to an employee during the course of a disciplinary
suspension as a means to supplement pay lost as a result of the disciplinary suspension.
704.08 Vacation Payout upon Termination of Employment. Upon termination of service, a regular
employee who has completed twelve (12) months of continuous employment shall be paid
for any unused vacation time, not to exceed the established maximum rate of 240 hours(360
hours for fire shift personnel).
704.09 Approval and Effective Date. This policy was approved by City Council on April 5, 2016 by
Resolution No. 16-011 and is effective April 15, 2016. It supersedes all previous policies.
Policy No. 704—Vacation Leave Page 2