13-926 Resolution for Vacation/Sick Leave, Travel PolicyCITY OF MERIDIAN RESOLUTION NO. 13- ~ ~ (c
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY
AND PROCEDURE MANUAL REGARDING POLICY 4.2 VACATION LEAVE; POLICY
4.3 SICK LEAVE; POLICY 3.5 TRAVEL AND CREATING A CITY PROCDURE FOR
TRAVEL AND PROVIDING AN EFFECTIVE DATE.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF MERIDIAN, IDAHO
WHEREAS, the Mayor and City Council have authority over the operations, policies, and
procedures for the City of Meridian;
WHEREAS the City has previously approved a Standard Operating Policy and Procedures
Manual in 2002 for application to all employees of the City;
WHEREAS the City Council may amend the Manual from time to time as necessary to
incorporate changes as needed;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN, IDAHO AS FOLLOWS:
SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is
hereby amended as to Policy 4.2 Vacation Leave; Policy 4.3 Sick Leave; Policy 3.5 Travel and
creating a City Procedure for Travel; a copy of said policies and procedure are attached and
incorporated by reference as Exhibit "A".
SECTION 2. This Resolution shall be in full force and effect upon adoption and approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this ~ day of
~ ~~ i~F~ , 2013.
APPROVED by the Mayor of the City of Meridian, Idaho, this ~ day of
t~v>r, ~~~, , 2013.
o~` JR~,TEn„~`~S PPROVED:
T~
~~ ~* cry of r Ta m de Weerd
ATTEST: ~.~V~ E IDIA
~oano
i' ,, ~ ~
~ SF,AL
y~ - i p
BY• `_"'~ •~ ~'' C~ ~ (SEAL)
Ja ee 1~,. lman, City Clerk ~ ~,~
CITY OF MF,RIDIAN POLICY AND PROCEDURES MANUAL AMENDMENT FOR POLICY 4.2 VACATION LEAVE; POLICY 4.3
S1CK LEAVE; POLICY 3.5 TRAVEL; AND CITY PROCEDURE FOR TRAVEL - 2013
CITY OF MERIDIAN
STANDARD OPERATING POLICY AND PROCEDURE
NUMBER 4.3
SUBJECT: SICK LEAVE
PURPOSE: To outline sick leave benefits for employees.
POLICY: All eligible employees will accrue sick leave benefits as set forth in this
policy or as per the current labor agreement.
AUTHORITY & RESPONSIBILITY: Supervisors and a~~~Department Directors
shall be responsible to ensure the appropriate administration of this policy so as to
prevent abuse of sick leave.
AND RELATED INFORMATION
I. SICK LEAVE ACCRUAL
A. Sick leave benefits are designed to provide income protection for
employees in the event of illness, injury or disability. Sick leave benefits
are provided to regular full-time employees at the rate of eight (8) hours
per month, hours may accumulate up to ninety (90) days or seven hundred
and twenty (720) hours, and then sick accruals will cease until hours have
been taken.
B. Sick leave accrues from the start of employment based on anniversary
date. An employee is eligible to use sick leave after one (1) month of
employment.
C. Sick leave hours accrued for a particular month cannot be used in advance,
or during the month they are to be earned.
II. ALLOWABLE USES OF SICK LEAVE
A. Accrued sick leave hours may be used for:
1. Persona] illness (including maternity related or medical disability);
2. Personal injury;
3. Illness or quarantine of employee's immediate family necessitating
the employee's absence from work. (Immediate family is defined
as any relative who resides with the employee and who depends
upon the employee for regular care);
4. Personal or medical related appointments, including annual
wellness exams, counseling, dental check-up, etc;
5. Provisions under the Family and Medical Leave Act e€~913 FMLA that
provide leave to certain employees who qualify in regards to themselves or providin cg are to
others. Employees should contact the Human Resources office for further details.
NOTE: Emnlovees may aualifv as a primary care provider under certain conditions in FMLA.
Please contact Human Resources to discuss eli ig bility and necessary documentation.
B. ABUSE OF SICK LEAVE
Sick leave maybe used as allowed in this policy, but for no other purpose.
Any abuse of the sick leave benefit shall result in disciplinary action up to
and including termination.
III. NOTIFICATION REQUIREMENTS
A. An employee who is uhable to report to work because of illness or injury
must notify his/her supervisor at least''/2 hour prior to his/her work shift or
(if in the case of an accident or emergency) as soon as possible.
B. Paid sick leave of three (3) consecutive days or more will not be approved
without submission of a doctor's certificate stating the employee is unable
to perform his/her duties. An employee may be required to provide a
doctor's certificate prior to the use of three (3) consecutive days of sick
leave to ensure compliance with the provisions of this policy and the
Family Medical Leave Act.
IV. OTHER LEAVE PROVISIONS
A. An employee who is on rxedisalA, workers compensation or unpaid
personal leave will not accrue any sick leave benefits while on leave.
B_At the time of separation of employment with the City, all accrued sick leave
shall be forfeited and shall not be paid. Such forfeited sick leave shall not
be reinstated upon an individual who may be rehired by the City, except
for layoffs.
BC. Seasonal, part-time and/or temporary employees are not eligible for sick
leave benefits.
~D. Sick leave provisions for bargaining unit employees in the Fire
Department shall be governed by the provisions of the bargaining
agreement. Refer to the union contract for breakdown of schedule.
CITY OF MERIDIAN
STANDARD OPERATING POLICY AND PROCEDURE
NUMBER 4.2
SUBJECT: VACATION LEAVE BENEFITS
PURPOSE: To define the City's vacation program and eligibility requirements.
POLICY: Eligible City employees with the exception of bargaining unit employees,
shall accrue paid time off according to the schedule outlined within this policy based on tenure
with the organization. Employees may use accrued time off as per this policy at their discretion
with appropriate authorization as outlined herein.
AUTHORITY & RESPONSIBILITY: Employees shall make appropriate requests for use of
paid vacation from their supervisors. Supervisors shall ensure appropriate coverage for the
employee's absence and authorize paid vacation as, appropriate so as to meet the needs of City
operations.
AND RELATED INFORMATION
I. ACCRUAL RATES
A. The City provides paid vacation leave as one of the many ways in which it shows its
appreciation for employee's loyalty and service. City employees accrue vacation leave in
advance of when they are eligible to use it. Vacation cannot be used before it accrues. Vacation
hours accrued for a particular month cannot be used by an employee in advance, or during the
month they az~e earned. Vacation accrues from the start of employment based on anniversary
date.
B. The monthly accrual rate for employees, other than bargaining unit employees in the Fire
Deuartment are-is as follows:
Length of Service Monthly Accrual Maximum Annual Accrual Limit
0 - 2 years 8.0 hours 96 hours
3 - 4 years 8.67 hours 104 hours
5 - 6 years 9.33 hours 112 hours
7 - 8 years 10.0 hours 120 hours
9 -10 years 10.67 hours 128 hours
11-12 years 11.33 hours 136 hours
13-14 years 12.0 hours 144 hours
15-16 years 12.67 hours 152 hours
17-18 years 13.33 hours 160 hours
19-20 years 14.0 hours 168 hours
21-22 years 14.67 hours 176 hours
23-24 years 15.33 hours 184 hours
25 + years 16.0 hours 192 hours
Accrued vacation hours may be carried over from one (1) calendar year to the next up to a two
(2) year cap from the employee's maximum annual accrual limit. Any excess over the two (2)
year cap will cease to accrue until hours have been taken.
II. ELIGIBILITY
A. REGULAR FULL-TIME EMPLOYEES
Regular full-time employees are not eligible fe~to use vacation leave benefits until after si3e
meatks-successful comnletion of their introductory en rind of employment, unless approved by
the Department Director.
B. LAW ENFORCEMENT AND BARGAINING UNIT EMPLOYEES
1. Police and bargaining unit employees in the Fire Department have a one (1) year introductory
period and may not take-use vacation leave benefits during the first year of employment unless
anyroved by the Chief.
2. Vacation leave }~reuisiens-accruals for bargaining unit employees in the Fire Department shall
be governed by the provisions of the bargaining agreement. Refer to the union contract for
breakdown of schedule.
C. TEMPORARY, SEASONAL AND PART-TIME EMPLOYEES
Seasonal, temporary and part-time employees are not eligible for vacation leave benefits.
III. VACATION LEAVE APPROVAL
Approval for vacation leave must bepre-approved (except for those provisions
under FMLA) by the employee's supervisor_{clepaent-heador Department Director as
necessary so scheduling of work can be accomplished.
IV. OTHER LEAVE PROVISIONS
A. An employee who is on •••°a~°°', ~'~"r ^, •• °~'~°~° ° °°'~°° ~~ unpaid
personal leave will not accrue vacation hours while on leave.
B. Employees who leave the City's employment are paid all vacation leave accrued up to the
fime of separation.
C. Credit for previous years of service will not be given to rehires. Accrual rates for rehires will
start over. Those individuals on layoff status will be given credit for prior years of service.
CITY OF MERIDIAN
STANDARD OPERATING POLICY
NUMBER 3.5
SUBJECT: TRAVEL POLICY
PURPOSE: This policy is meant to address °Mtravel away from the Treasure
Valley on behalf of the Citv either by choice or direction to do so that
requires at least one overnight stay. It provides guidelines for the basic
foundation of rules and requirements that departments must follow. hi
order to meet certain federal and state requirements, some departments
may need to develop additional internal policies relating to documentation
and guidance for record keeping and approval process. Departments may
establish more restrictive guidelines to best meet their own unique needs.
..
POLICY: The ability to travel for work purposes, including training, can be a
privilege. Travel may also be part of the employee's job and associated
duties. It is the responsibility of each employee to ensure that the
taxpayers of the City are only being asked to fund reasonable costs and
expenses related to this privilege. It shall be the responsibility of the
Directors of this City to ensure that all expenditures under this policy are
appropriate and consistent with fiscal responsibility.
The City shall pay for only official business expenses that are directly
related to conducting business for the City of Meridian. All travel must be
pre-approved and the most economical means practical. Each employee is
expected to exercise good judgment when incurring travel expenses.
Violations of this policy may be cause for discipline up to and including
termination.
AUTHORITY & RESPONSIBILITY:
Each City employee is responsible and accountable to the Department
Director for the funds and assets entrusted to them. Each Director is
responsible for administering and ensuring compliance with the Travel
Policy The Finance department has the responsibility to track all funds
for the City and assure compliance with all City, State, or Federal
regulations regarding the tracking and accounting of such expenditures.
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CITY OF MERIDIAN
STANDARD OPERATING PROCEDURE
NUMBER
TRAVEL PROCEDURES AND RELATED INFORMATION
PURPOSE: This procedure shall be followed for any travel on behalf of the City by any
employee or anyone traveling at the City's expense. The term "activity" shall mean any trip,
conference, training, or event that the employee or representative of the City maybe directed to
attend by choice or not, if the City is paying for all or a majority of the expense of the trip and
the employee or representative is required to leave the Treasure Valley to attend or spend that
least one (1) night away from their home.
ACCOUNTABLE PLAN -IRS requires an "Accountable Plan" (IRS Pub#463) to determine if
reimbursement would be reported as taxable income or not. To be an accountable plan, the
employee must meet all three of the following rules:
1. The expenses must have a business connection.
2. All expenses must be adequately accounted to the employer for these expenses
within a reasonable period of time. (maximum allowable time 60 days after
travel)
3. All excess reimbursement or allowance must be remitted to the employer within
a reasonable period of time. (maximum allowable time 120 days after travel)
If the expense report is not remitted to the Finance Department within 60 days of the return date
of the travel the expenses will be reported as income on the employee's W2 form and the
applicable taxes will be deducted from the employee's next paycheck.
Excess amounts that were advanced to the employee, except for per diem, must be remitted
within ten (10) business days. If the trip is canceled or the emnloyee does not attend as
previously approved then all amounts advanced shall be returned to the City. Failure to remit the
overpayment to the City within 120 days, of the return from the travel, will be reported as
income on the employee's W2 form and the applicable taxes will be deducted from your next
paycheck.
TRAVEL AUTHORIZATION FORM:
The Department Director is responsible for ensuring that the travel is the most cost-effective
travel alternative. This policy recommends that each department designate a Department travel
coordinator so someone other than the traveling employee is booking travel arrangements. The
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A form shall be established and used by any employee that is traveling for City business.
This form gives the employee the necessary approval prior to travel. The form shall be submitted
in advance of the trip and must be approved by the Department Director, and if necessary, the
Mayor. All expenses, except for those paid with the per diem amount; require a receipt for
accounting purposes or reimbursement. An employee must have a valid explanation and provide
other appropriate information to be considered for reimbursement. Any deviations or exceptions
should be included on the form.
The Travel Authorization Form shall be completed by the department prior to overnight travel
outside the Treasure Valley. The form shall be provided to the Finance Department no less than
ten (10) business days prior to the travel occurring.
1. This authorization form must include all elements of the travel including but not
limited to; transportation, lodging, meals and conference fee if applicable and
justify the reason for traveling.
2. The traveling employee will forward this authorization form to the Department
Director for approval before travel arrangements and/or conference and training
fees are paid.
3. Once the travel is approved the department can make the necessary h~avel
arrangements, such as flight, hotel, etc.
4. Immediately after travel is booked a copy of the Authorization form shall be sent
to Accounts Payable in Finance to support payment of airfare, hotel, and other
expenses that have been incurred.
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Fr.S.The per diem check will also be calculated based on the Travel Authorization
Form. The traveling employee is responsible for contacting accounts payable to
arrange per diem check pick-up. This must be done at least ten days in advance
of actual travel. Per diem monies do not need to be refunded to the City unless
the trip or portions of it are canceled.
CITY CREDIT CARD -A city credit card may be used to assure payment for a hotel or rental
car, if necessary, and specifically approved by the Department Director, when the employee is
traveling. A city credit card may be used for transportation such as taxis or shuttles and parking
and fuel for a rental car. If the employee is allowed to use their personal vehicle for travel then
a city credit card can be used for fuel. A city credit card may be used to purchase training
materials that are necessary. This purchase must be approved by the Department Director. If
necessary, the employee may use the city credit card to mail training materials back to the City.
This must also be approved by the Department Director. A city credit card cannot be used for
any expenses that are included as part of the per diem if the employee has already received the
per diem advance for travel
EXPENSES
EXPENSE REPORT -Travel expense reports are to be filled out after returning from travel.
The renorts are to be received by Finance Denartment within ten (101 working davs of the
travel return date nursuant to this nolicy. If reports are not received by that time it may be the
cause of further inquiry and potential discipline if the employee refuses to comply.
The use of a phone in a hotel or mote] for business or personal use is highly discouraged due to
the high cost associated with such use. The employee should discuss this with the Department
Director prior to departure to determine whether the cost will be reimbursed.
PER DIEM -Per diem is compensation given to the employee for other expenses
incurred while traveling that are not pre-paid or are defined as reimbursable. Per
diem monies do not need to be refunded to the City unless the trip or portions of it are
canceled.
Per Diem expenses are including but are not limited to:
• Meals
• Tips or gratuities
• Non-city business fees
• Personal care items
• Banking or ATM fees
• Entertainment
• Desserts or Snacks
• Beverages
The per diem will be paid to the employee according to the IRS current "Domestic Per
Diem Rates". This rate varies from city to city. It will be department's responsibility to
designate the city closest to the destination for the travel requested and indicate that on
the Travel Authorization Form.
The per diem rate for travel days, the first and last day of the employee's trip, is 75% of
the total per diem. If the travel takes more than one day the employee should identify on
the Travel Authorization Form and request an appropriate per diem.
Per Diem will be issued to employee upon final approval of travel authorization form
prior to the actual travel as noted above. Employees should always get a per diem check
prior to travel.
NON-REIMBURSABLE EXPENSES- The following expenses are NOT considered to be
reimbursable business expense, but are not excluded with the per diem. This list is not
exhaustive and is subject to the discretion of the Department Director where it is noted,
but includes the following, but is not limited to:
a. Alcoholic beverages
b. Internet charges (unless necessary for training or City business)
Justification and receipt must be provided. [Department Director approval
needed]
c. Entertainment expenses
d Tips or Gratuities
e. Laundry services (unless for a City Fire or Police uniform)
Justification and receipt must be provided. [Department Director approval
needed]
f. Valet services
g. Health club services fees
h. Expenses paid on behalf of others
i. Banking or ATM fees
j. Family member travel expenses
REIMBURSABLE EXPENSES- In addition to per diem, there are expenses related to
travel that are business related and are reimbursable by the City. All of these expenses
will require a receipt for proof of payment. These expenses must also be approved by the
Department Director. Only in an extraordinary circumstance can reimbursement be
provided without a receipt. The IRS will not allow the City to reimburse any exnenses
that start or end at the emnloyees' home (i.e. taxis or mileaeel. These reimbursable
expenses include but are not limited to:
1 Transportation to and from the destination of the travel
2. Transportation to and from the airport to the hoteUmotel
3. Rental car and fuel with proper authorization and receipts
4. Transit while at destination between hotel and the business related meetings or
purpose for the trip. This may include taxis or shuttles.
5. Telephone or Internet charges that are business related
6. Tolls
7. Taxi to and from e-the Citv work location to the airport
TRANSPORTATION -All travel must be by the most economical means practical, it does not
have be the least expensive, but the employee and the Department Director must be able to
justify the expenditure. Departments may consider the time of travel in the cost as well as the
expense of fuel for a vehicle to travel to the same location instead of an airline. If there is
interruption of travel or deviation from the direct route for the traveler's convenience, the
deviation may not exceed that cost of unintenupted travel. Employees and departments are
encouraged to consider various forms of travel to and from the destination to weigh the expense
of the travel.
AIRLINE-Employees must travel by coach or economy class.
PERSONAL VEHICLES- An employee must receive specific permission from the
Department Director or the Mayor to use their persona] vehicle for travel under this
policy. For reimbursement the employee must maintain a detailed log reflecting date,
purpose, and associated odometer readings for the trip. The employee will be required to
meet any other requirements of the City or its insurer prior to departure, including but not
limited to providing a copy of a valid driver's license and current proof of insurance. The
employee's personal vehicle insurance will be the primary insurer for the employee and
their vehicle. The City's insurance will only be responsible for any damages that maybe
the responsibility of the City. The City may pay the standard mileage rate for the travel or
may limit the expense to actual costs or some other method as determined by the
Department Director. An employee will not be required to use their own vehicles
without their permission, but the expense of the trip may be a factor in granting approval.
RENTAL CARS - A vehicle may be rented at the destination or to travel from the
Boise/Meridian area to the destination and back. A vehicle is only allowed with prior
authorization and must be justified that it is necessary and economical for the benefit of the City.
(Use the Travel Authorization Form). The request must indicate the necessity of the vehicle
related to City business. The employee will be responsible for the fuel or parking expenses for
any trips that are not related to city business.
LODGING -The employee must stay within the IRS hotel rate for the appropriate city or stay at
the conference hotel (if applicable). When securing reservations employees will identify
themselves as government employees to obtain the government rate, if available. The City will
pay the room charge plus applicable room taxes. HFlr~! =!~~-~~~ °'~~~ld be. brche : d:,:~.
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If two employees share a hotel room the employee who paid for the room should attach the
original receipt to his/her expense report noting that the room was shared and with whom.
If anon-employee shares a room, the employee will only be reimbursed for the single room rate
or provide proof that no additional costs was incurred.
EARLY DEPARTURE or LATE RETURNS -The Travel Authorization Form should also note
if the employee is requesting to stay beyond the business requirement. If there is an impact on
the City related travel the employee shall be personally responsible for the additional cost.
This justification should reflect that there is no increase in total travel cost to the City.
OTHER REIMBURSEMENTS -When other agencies or organizations directly reimburse an
employee for travel, training, and other related costs where such costs were borne by the City,
the employee will be required to endorse the reimbursement check over to the City or write a
personal check to reimburse the City within 10 days of receipt of monies.
TRIP CANCELLATION -If the trip is canceled prior to departure the employee has three (3)
business days to return the entire per diem amount to the City. The employee or the Department
Travel Coordinator shall be responsible to cancel all the arrangements made for the travel and
attempt to limit the City's costs for this change.
TIME CARD ACCOUNTING -For all hourly employees they must account for their travel and
time at the activity in the following manner:
Travel (To and From the activity) -Whenever possible the employee should attempt to travel
during their regular work schedule. If that cannot be accomplished then traveling outside of the
employee's regular work schedule must be approved by the Department Director. All travel is
compensable, and shall be considered "Hours Worked" for the purpose of calculating overtime
for the workweek.
By T~ehic[e -The City will compensate for driving time to the activity from the time the
employee leaves their City location until they arrive at the leeatierrfinal destination. Internet
mapping may be used by the City to determine reasonable travel time from the City as
verification. The return shall be handled in the same manner. Y: i .6 t.".c -'°'-~~' ° ~~~---~°~
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"°'~'°" °`"'° +«° 'All travel time by vehicle shall be considered Hours Worked for all
em lovees. This shall also apply to driving at the location of the activity in the same vehicle.
The employee shall enter the time on the employee's time card as "Hours Worked." I€4he
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By Airline -The City will compensate air travel based upon the published flight tunes of
departure and arrival at the destination of the activity including layovers. T"° em ..Y~ ~t
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"""'«` ""' `""""'"" '' '' ' '' *' ' If the travel time sienificantly exceeds the
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published time on the itinerary or transit time to and from the employee must get approval from
the Director for additional compensation.
Time (While engaged in the Activity) -Time at the activity (in class, conference, event) shall
be considered Hours Worked and should be entered as such. If the time of the activity would
exceed the employees normal work schedule then proof of such must be provided.