Agenda Packets - 2020/05/11 - Laserfiche WebLink

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20 the grievance or arbitration provision of any collective bargaining agreement. E. REQUESTING/APPROVAL OF DONATED TIME An eligible employee must submit a Donation of Vacation Request Form to the Human Resources Department. In order to receive donated time from the Vacation Donation Bank, a Donation of Vacation Request Form must be approved by the City Administrator. F. APPLYING DONATED VACATION TIME • The donee’s sick leave, vacation, holiday hours, flex or comp time balances, must be exhausted prior to any donated vacation time being applied. • Donated vacation time shall only be used for time off related to the medical leave. • The Donated Vacation Bank will be tracked by the Finance Department (Payroll). • Human Resources, the Department Head, and the City Administrator will evaluate and consult with the employee during the medical leave to determine the extent of time needed. • The Vacation Donation Policy does not limit or extend the time available under the Family Medical Leave Act (FMLA). • The City Administrator will have the discretion to review vacation donation requests if the employee is deemed unable to return to work or returns to work on a part- time basis. • Under a similar program, the IRS has ruled that these payments are to be considered wages and therefore taxable income to the recipient. As a result, the payments will be included in the recipients annual W-2 Form. State and Federal income tax, FICA/Medicare tax, and Supplemental Retirement contributions, depending on the eligibility of the recipient, will be withheld by the City at the time of payment. The IRS has also ruled that the employee donating the vacation time realized no income for those hours and incurs no tax-deductible expense or loss, either upon surrender of leave or payment to the Vacation Donation Bank. • The City specifically retains the right to administer the policy in any manner it deems to be in the best interest of the City, including the right to amend, to alter, to further limit, or to eliminate the policy without notice. • Employees receiving wages through donated vacation time will continue to earn their sick leave and vacation accruals. • An employee who returns to work on a part-time basis may, with verification and City Administrator approval, continue to use donated time. • Once an employee returns to full duty or begins short term disability or long term disability, the employee is no longer eligible to receive donations. • Employees may receive up to a maximum of eight (8) weeks of donated vacation time, more with City Administrator approval due to extraordinary circumstances.