Agenda Packets - 2020/08/24 - Laserfiche WebLink

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2 C. GENERAL INFORMATION • The donor shall receive no consideration for donating vacation to the Vacation Donation Bank. • Vacation time will be donated based on the dollar value of the vacation donation. • Vacation hours will be donated in whole hours (minimum of one (1) hour). • The donated vacation will be converted to dollars by the City by multiplying the number of hours donated by the donor’s hourly base pay rate at the time of donation. • The donor cannot borrow against future vacation time in order to donate. • Donations may be revoked with approval by the City Administrator. • Donations are submitted to the City by employees through a Vacation Donation Authorization Form. • The identity of donors will be kept confidential. • The accumulation of time in the Vacation Bank will be used to serve future requests for vacation donations. • Employees are not required to donate their accrued vacation time. • No provisions of this policy, or its administration, shall be subject to review under the grievance or arbitration provision of any collective bargaining agreement. D. 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. E. 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