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VACATION A-235 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VACATION NO: A-235 FILE: VACATION EFFECTIVE DATE: 09-01-99 REVISED: 09-01-00, 06-01-06 AUTHORITY: Sheriff M. Mims APPROVED BY: Captain S. Jones REFERENCE: Fresno County Salary Resolution, Sections 610.35(7) and 730. Memorandum of Understanding for Unit 2; Department Order #1028; and Fresno County Sheriff's Department, Policies and Procedures Manual, Section 201 (III). PURPOSE: The purpose of this policy is to establish a clear and consistent policy regarding the sign-up and utilization of accrued vacation time within the Detention Bureau. POLICY: It is the policy of the Fresno County Sheriffs Department Detention Bureau that all members of the Detention Bureau shall sign up for annual vacation upon completion of the shift selection process. It is the policy of the Fresno County Sheriffs Department Detention Bureau that employees be permitted to take Annual Leave for vacation purposes to the maximum extent consistent with operational needs. PROCEDURES: I. DEFINITIONS PAYROLL YEAR: Includes the first day of the pay period that culminates in the first paycheck of the calendar year, and ends on the last day of the pay period that culminates in the last paycheck of the calendar year. Essentially, the payroll year runs from mid-December of the current year through mid- December of the following year. TWO YEARS: Completion of fifty-two (52) pay periods of County service. VACATION WEEK: Vacation weeks begin on Mondays and end on Sundays. Page 1 of 4 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VACATION NO: A-235 FILE: VACATION II. VACATION ALLOTMENTS A. Each employee with less than two (2)years service with the County as of the end of the current payroll year (mid-December each year; e.g., December 17, 2006): 1. Will be permitted to sign up for a maximum of two (2) weeks vacation, or a minimum of zero (0) hours. 2. Employees will only be permitted to use vacation hours beginning with the 14t" pay period of employment. B. Each employee with more than two (2) years service with the County as of the end of the payroll year will be permitted to sign up for a maximum of four (4) weeks vacation or a minimum of one-hundred-twenty (120) hours. 1. All employees who have been employed for more than two (2) years)with the County as of the end of the payroll year are required to utilize a minimum of one-hundred-twenty (120) accrued annual leave hours for vacation, illness, or other purposes during the payroll year. 2. If an employee has completed two (2)years of County service and does NOT use the requisite 120 hours during the payroll year, they shall have that portion of the unused 120 hours deducted from their Annual Leave balance effective on the first payday of the succeeding payroll year. 3. If management is unable to allow for utilization of the requisite 120 hours of annual leave, then the Department shall petition the Board of Supervisors for waiver of this County policy on behalf of the employee. C. Each employee with more than fifteen (15)years of service, but less than twenty (20) years of service by the beginning of the payroll year (mid December each year)will be permitted to sign up for a maximum of five (5) weeks vacation or a minimum of one-hundred-twenty (120) hours. D. Each employee with more than twenty (20) years of service by the Page 2 of 4 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VACATION NO: A-235 FILE: VACATION beginning of the payroll year will be permitted to sign up for a maximum of six (6) weeks vacation or a minimum of one-hundred-twenty (120) hours. E. Special Guard and Reserve time is not included in the calculation for years of service. III. VACATION SIGN-UPS A. Vacation sign-ups for the following County payroll year will be conduct- ed upon completion of the shift selection process. B. Sign-ups are conducted by"custody number",with separate lists foreach Team, promotional rank and specialized unit. C. Vacation sign-ups will be conducted in two rounds. 1. During the first round, employees will have an opportunity to sign up for a maximum of four weeks of vacation time off, depending on their length of service. 2. During the second round of sign-ups, eligible employees will be permitted to sign up for a 5t" or 6t" week of vacation time off. IV. STAFF RESPONSIBILITY A. Employees will have twenty-four (24) hours from the time they are notified to sign up and submit their vacation requests. 1. In order to assist in pre-planning the selection of available vacation dates, the vacation sign-up lists are available for review via Excel: G:\JAIL\VACATION\(year)\ (team or unit)\(watch or platoon). 2. Employees may sign up at any time after they have been notified, however, their available sign-up time will only be held for twenty- four(24) hours. After twenty-four(24) hours, the next officer on the list will be contacted to continue the process. B. Be prepared and have several alternative dates chosen. C. If a staff member is going to be unavailable during the vacation sign-up Page 3 of 4 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: VACATION NO: A-235 FILE: VACATION period, they shall be responsible to prepare a memo listing several alternative dates and submit it to the person designated to prepare the vacation list. V. ALTERATIONS OF THE VACATION SCHEDULE A. In order to provide for the proper planning associated with vacations, it is the policy of the Detention Bureau to adhere to scheduled vacation time off for all employees whenever practical. 1. If an employee is transferred to another shift, that employee's scheduled vacation period will be maintained unless specifically altered by the Bureau Commander. 2. There will be no trading or re-sign-ups for vacated vacation slots (e.g., due to personnel transfers, resignations, promotions or vacation cancellations) during the payroll year without the written authorization of the Bureau Commander. The Bureau Commander will not ordinarily grant such requests, except under extraordinary conditions. B. If an employee wishes to cancel their scheduled vacation, they must do so in written memorandum form, addressed to the Bureau Commander. 1. A copy of the memo submitted by the requesting employee will be placed in their Bureau file after being received and approved by the Bureau Commander. 2. There is no guarantee that the employee will be able to take annual leave in an alternate time period or alternate dates, and therefore may lose accumulated time. Page 4 of 4